Training & Support

New Tutorial: Prepayment Invoices (e.g. deposits)

If you’re using SpendMap’s Invoice Approval Module to simplify the approval of your suppliers’ invoices, things are going to get even easier with the upcoming 2017 release of SpendMap.  Stay tuned for more information and official release dates.

SpendMap now supports Prepayments, such as deposits and progress payments, to authorize payment to a supplier before the products or services have been delivered.

SpendMap will keep track of the outstanding prepayments when processing subsequent invoices for the Purchase Order, to make sure that you pay the correct amount in the end.

Check out our new video tutorial on Prepayment Invoices and don’t forget to follow this blog (see right sidebar) to be notified when the new release is ready.

Updated Video Tutorials for your Free Purchase Order Software

We started updating some of the video tutorials on our YouTube Channel to show the 2016 release of SpendMap (v14).

Note the version number in the title of each video.

We plan to update more videos in the coming weeks.  In the meantime, feel free to refer to the older videos, even if you’re using the latest release of SpendMap.  We never take features away, so anything that you see in the older videos will still apply to newer releases of SpendMap, albeit with some differences in the screens.

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Finding answers about your Free Purchase Order Software

Chris works at a construction and maintenance services company in the United Kingdom and was asking about something that we wrote about a few months ago.

Of course we love to hear from anyone who has a question about their free Purchase Order Software but did you know that you can often find answers to your questions right here on this Blog?

To search for a topic, try clicking on the little “magnifying glass” at the right side of the menu at the top of the page or using the “Search Posts” widget in the right sidebar.

Catch a friend a fish and you feed them for a day…show a friend how to fish and you feed them for life!

fishing-for-answers in free PO software

New video tutorial – free Purchase Order Software

We updated the video that reviews what you get when you download your free Purchase Order Software.

Feel free to Like and Share.  Thanks!

Popular Videos for Buyers and Purchasing Managers

Our YouTube Channel is approaching 80,000 views.

And the video that reviews our Free Purchase Order Software is about to hit 25,000 views itself.

Aside from helping you implement the free version of SpendMap, our video tutorials are a good way to learn about the benefits of e-procurement software in general.

Thanks for  your time and interest.

– The Free-Procurement Project Team

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We moved the Getting Started Documentation for your free PO Software

It may seem like a small thing but lots of people rely on the Getting Started Documentation, so we thought we should mention that it was moved to the top of the Online Help…

Getting Started Docs for free PO software

New Tutorial: Simple Requisition-to-PO Processing

We added a new feature in the 2014 Release to convert approved Purchase Requisitions into Purchase Orders, as soon as the last approval occurs, so you no longer have to run the Build PO Utility as a separate step.

We had a few requests for this feature from smaller companies that don’t have Purchasing Departments or dedicated Buyers (i.e. the Requisitioners are responsible for placing the orders once their Requisitions are approved).

The Tutorial also reviews a few other related features that are popular with smaller companies (and larger companies that have “end-user Purchasing”), so we rolled it all into this video, which we’re calling “Simple Requisition-to-PO Processing”.

Click the image below to watch the tutorial on YouTube, and don’t forget to visit our Channel to see 20 other video tutorials that will help you get started with the most popular features in your free Purchase Order system…

Tutorial: Simple Requisition-to-PO Processing

Using vs. Implementing your Free Purchase Order Software

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Brenda was struggling a bit with her implementation of the free version of SpendMap, so we helped her by providing free support when she had questions about setting up her Master Files, using the built-in integration tools, and otherwise configuring the system to her needs.

But she still had a concern…

I’m worried that if I’m having trouble, it will be impossible for our staff as they are not very computer savvy at all“.

Fair enough, but keep in mind that implementing a business application like this is more involved than just using it for your day-to-day work.  For example, entering a Purchase Order or Requisition in SpendMap is much easier than setting up the master files, going through system configuration, etc.

Our customers tell us all the time that their users can handle the “day-to-day” stuff, with no training at all!

And remember, with User Definable Menus, you can remove everything from your staff’s field of view that they don’t need, leaving only the few functions that they’ll use to do their daily tasks (e.g. Enter a PO or Requisition, check the status of their order, etc.).

But Brenda certainly has a valid point.  This type of system is definitely more involved to set up than, say, a simple word processor or something, that you can just install and start using.  There are configuration settings, workflow options, master files to populate, not to mention mapping the functionality to your business processes, which in and of itself can take some time.

All that said, keep in mind that there is definitely a big carrot to keep you motivated while you work get the system going.

On a separate but related note, we will soon be offering Getting Started training and implementation consulting packages for users of the free version (until now, these services were reserved for people using our paid version only).  Make sure to follow our Blog, where we’ll make the announcement when the Getting Started package is available.

Don’t give up folks.  Rome wasn’t build in a day.

No shortcuts for PO Software

Seth Godin’s words are always worth repeating, but perhaps never more so than his recent blog post about shortcuts.

How does this relate to the world of Purchase Order Software and e-procurement?

Far too many software vendors push the message “easy, easy, easy” during the sales process.

And as a result, far too many nice people become frustrated and disappointed when they get around to actually implementing their new Purchasing systems, only to find out that there’s actually a little work involved (sorry folks, this isn’t a word processor that you can just install and start using).

Seth’s closing remarks are worth repeating here: “It will take you less time and less effort to do it the (right) way than it will to buy and try and discard all the shortcuts“.  Well said, Seth.

But the good news is, as you work to get your free Purchase Order Software up and running, there’s lots to look forward to.

Measure twice.  Cut once.

TIP: If you’re ready to start implementing the free version of SpendMap, please see “Time to Implement” in the Getting Started Documentation that came with your free software.

 

Step-by-step Setup Guide for free Purchase Order Software

We’ve had a few requests for a step-by-step guide or video tutorial for setting up the free version of SpendMap.  Mostly we’re seeing that in the responses to the survey that we send out a couple of weeks after people download the free Purchase Order system.

Yes, we thought of that when we were putting together the video tutorials and other resources for the free version of SpendMap.  The problem is, each company will take different steps when setting up SpendMap, depending on their specific procurement processes and the features and modules of the system that they plan to use.

For example, some people just want to automate their Purchase Orders, while others want to automate Requisitions and approvals, POs, receiving, supplier invoice approval, and inventory control.  And even within each module, there are many features that you may or may not need, depending on how you manage your Purchasing.

In our experience, most people only use 20% or so of the features/functionality in this type of system.  The challenge is, the 20% that you need will be different than the 20% that someone else needs.

So unfortunately it just not practical to put together a generic, “one-size-fits-all” getting started guide that would work for everyone.

We did, however, create 20 or so video tutorials for you, which cover the most popular features that most people will likely need.

Also, the Online Help system has a Getting Started section for each of the primary modules, which appears as the first sub-section under each module…

getting-started with free PO system

You might also want to take a look at the subsection “Time to Implement” in the Getting Started Documentation that came with your free software…that will point you in the right direction.

Thanks for your input!