master files

Codes or Descriptions in your Free Purchase Order Software?

Throughout SpendMap, when creating Purchase Orders and working in other areas of the system, you will select master file “codes”, such as GL account codes, item codes (part numbers), supplier codes, etc.

For example, your GL account code for “office supplies” might be “0-663-1”, or something like that, which might not be very meaningful to your SpendMap users.

If you use meaningful codes that make sense to your users, don’t bother reading the rest of this post and just get back to saving your company money or whatever you were doing.

But if your master file codes don’t have meaning to your users, here are some tips to make SpendMap more intuitive for them…

Display Description Instead of Code

Did you know that you can set up SpendMap to display the description rather than the code on screens throughout the system?  Here where you can do that…
– PURCHASING > Setup system > Master file settings > Master file code/description display options

Alternate Between Code and Description

Regardless of whether or not you’re displaying the code or description per above, you can alternate between the code and description at any time using the <F2> key on your keyboard, or you can hover your mouse over a field, like this…

Sorting Look-Up Lists

Drop-down lists can also be sorted either by code or description, using…
– PURCHASING > Setup system > Master file settings > Additional sort options for master file lookups

“Add” vs. “Replace” when importing data into your Free Purchase Order Software

Peter works at a hotel/resort in Florida and had a great question about importing data into SpendMap…

“When I import my items, it just keeps adding the new items to the items that are already in the system.  Is there any way to start over and replace everything with the next list of imported items?”

Yes, by default all Master File imports in SpendMap will add to what is already in the Master File.  This is true not only of brand new items, but also new or changed fields for a particular item.  So, for example, you can import the same items over and over again, perhaps to update pricing or other details on an ongoing basis.

But if you’d like to start over, just enable the setting “Allow purging of master files when importing“, in the [Permissions] folder of the User Master File, and then you will see the following prompt the next time you run any of the Master File imports…

import-refresh

How to copy items, suppliers and other Master File codes in your free PO Software

On the heels of last week’s blog post on time-saving tips, John makes custom t-shirts and was asking if he can copy items to save time…

“Is there any way of duplicating an item? I have several items that are all the same except for item (part number) and description.”

Yes, you can copy items, suppliers, account codes, and most other Master File codes in SpendMap to save time and reduce data entry.

Just go into the applicable Master File and click the [ADD] button to get a blank screen, then enter an existing code in the Code Field and you will be prompted to copy the existing code to a new code.  All details (fields) will be copied to the new code, any of which can then be modified as required.

This section of the Online Help has more information about generic features that can be used across all Master Files in SpendMap…
– System-Wide Features and Information > Master Files > About Master Files

Copy-item