PO numbers

When to Use a Change Order in your Free Purchase Order Software

When you need to modify a Purchase Order after it has already been sent to your supplier, you would typically process a Change Order in SpendMap.

In order to communicate to the supplier that this is a modification to an existing order rather than a brand new order, SpendMap will print “Change Order” rather than “Purchase Order” at the top of the form.  You will also see a “revision number” that will increment each time the order is changed (e.g. PO #1000-1, 1000-2, etc.).

What about changes that don’t impact the supplier?

While it’s common to use a Change Order when making changes that will affect your supplier, such as a quantity or price change, there are times when you may not want to bother informing your supplier that an order changed.  For example, it might not make sense to notify your supplier in this way if you just need to change the account coding or other “internal” fields that are of no concern to your supplier.

So, if you’d like to modify a PO without processing a Change Order, without incrementing the PO revision number, etc., just answer [No] to the following prompt, which you will see when you click the [OK] button on the PO Header Screen to save your changes…

To learn more about what happens when you make changes to Purchase Orders that have already been processed, check out the following section of the Online Help in SpendMap…
– Purchasing (Main Module) > Purchase Orders > Modify a processed (About Change Orders)

Life Hack: Save time by adding items to a processed PO without doing a Change Order

As you may know, you can use the Advanced Purchase Order Modification Utility to reload an already processed Purchase Order back into your PO Work Area, where you can modify the order in any way (i.e. add new items to the PO, delete items, or modify/edit existing items).  This is the most common way, but not the only way, to process Change Orders in SpendMap.

But did you know that there is a faster way to add items to your processed Purchase Order?  Just enter a new PO directly into your PO Work Area, as you would any other new PO, and use the same supplier and PO number as the original PO that you want to add to.

When you process the new PO, SpendMap will add a page to the existing (already processed) PO with the new items, and it will increment the PO Revision Number (e.g. PO#1000 will become PO #1000-1 or 1000-A, depending on your settings).

That said, there are additional features and options in the Advanced Purchase Order Modification Utility, so please try both methods to see which one works best for you.

You can learn all about Change Orders, in this section of SpendMap’s Online Help…
– Purchasing (Main Module) > Purchase Orders > Modify a Processed PO (About Change Orders)

change-order-spendmap

Purchase Order Numbers in Free PO Software

We’ve had a few questions about the exclamation marks (!) that show before and after the PO number on Purchase Order forms in the Free Version of SpendMap…

Purchase Order Numbers when previewing

The exclamation marks will only show when you “preview” the PO in your Purchase Order Work Area.  We do this in case someone gets their hands on it, so they know it’s not an official order yet.

Some form layouts also include something like “Draft copy – do not process” somewhere on the form.

When you process the Purchase Order and print an official copy and/or e-mail the PO to your supplier, it will not have the exclamation marks.

For clarity, you should not be sending preview/draft copies of Purchase Orders to your suppliers.  Rather, you should be using the following utility to “process” your new orders when they are ready…
PURCHASING > Purchase Orders > Process New POs > Process my POs

…or you can select to “process now” when prompted upon exiting your PO Work Area.

Hope that helps.  Have a good day!

PO numbers by Ship-To location in your Free Purchase Order Software

Jody is using the free version of SpendMap to manage spending for a chain of bar/restaurants, and was wondering if there is a way to set up a separate sequence of PO numbers for each Ship-To location.

While there is no “direct” link between Ship-To locations and PO Number Sets, you can set up an indirect relationship by way of the user accounts.  That is, in the User Master File, you can 1) set up a default Ship-To for each user, and separately 2) assign each user a default PO Number Set.

If you do both those things for all users at a location, and assuming they don’t change the defaults when entering POs (and/or if you lock out those fields so that they cannot change from the defaults), then all POs for each Ship-To will also be for that PO Number Set…

PO-BY-SHIP-TO

Again, this is not a “hard relationship” (i.e. rule) in the software per se, it is simply one way to configure it.  That said, it seems to work well for most people who ask about this.

You can set up your Ship-To locations in here…
– PURCHASING > Master Files > Cost Centers > Add/Modify/Delete

You can set up your PO Number Sets in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

You can specify the default Ship-To and PO Number Set for each user in the [Settings] Folder of the User Master File, in here…
– PURCHASING > User setup > Add/modify/delete users

And, if you want to, you can lock/restrict access to the PO Number Set field and/or the Ship-To field in the PO Work Area (so that users can’t change from their defaults), using this…
– PURCHASING > User setup > Field restrictions by user access level > Set field restrictions

Multiple PO number sequences in your free Purchase Order Software

Lisa works in the construction industry in South Africa and was asking about setting up different sequences of PO numbers for each of her projects…

“We work on a lot of different sites and we need different sequences of (Purchase Order) numbers for each project/job – how do I configure the different sequences?”

Sure thing Lisa, you can set up a different “PO Number Set” for each Project/Job, each with its own incrementing PO number.  Then you can select that Number Set when creating orders for that project.  Here’s the menu option…
– PURCHASING > Setup system > Incrementing document number sets > POs

If you like, you can also assign a default PO Number Set to each user (e.g. if a user works on specific Project), so that it defaults to their PO Number Set automatically for each new order.  You can optionally do that using the field called “PO/Req/RFQ number set”, in the [SETTINGS] Folder of the User Master File.

If you don’t specify a default for a user (e.g. if they work on multiple projects/jobs), they can just select a PO Number Set when creating each new Purchase Order in their PO work Area.

Finally, if you want a user to have access to ONLY one Number Set and no others, you can use the “Force?” check-box, just to the right of the “PO/Req/RFQ number set” field…

PO Number Settings for User

Entering PO numbers manually in your free Purchase Order Software

Marsha works at a shipyard in Newfoundland, Canada, and was asking if she can enter her PO numbers manually, instead of SpendMap assigning the next Purchase Order number automatically for each new order.

Sure thing Marsha, you can enter your PO numbers manually on each new PO if you prefer.

The Setup Wizard, which runs automatically when you first run the Live Copy of SpendMap, will set up an “auto incrementing” sequence of PO numbers, since most people want that, but you can either;

  1. replace that auto-incrementing number with the option of manually entering your PO numbers, or
  2. you can set up multiple “PO Number Sets”, and one of the Number Sets can give you the next sequential number for each new PO, and you can use a separate PO Number Set that allows you to enter the PO numbers manually for certain orders when you need to.

You can change the settings in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

If you want to enter your PO number manually, just enter “.” (a period, without the quotes) in the Next Number field, then select the check-box to “Allow user to modify number”.

PO number settings

Bob split and he has my Purchase Order

Have you ever encountered a situation where a Purchase Order or other transaction that you need is in someone else’s Work Area but that person is not available?

There are a few options in SpendMap for dealing with priority transactions when other users are either temporarily unavailable or have left your company without first delegating their work to others.

SpendMap includes a series of “Work Areas” that contain pending documents/transactions that you are working on (i.e. your work in progress). For example, your PO Work Area is where you can work on unprocessed Purchase Orders.

If you ever need to get a document/transaction out of another user’s Work Area, you can use the related “Transfer” utility to move the document from one user to another.  For example, to move a PO from one user’s Work Area to another, use this menu option…
> PURCHASING > Purchase Orders > Transfer POs to another user’s work area

Transfer PO to another user
Again, that is just one example.  Most documents/transactions include a Transfer utility, such as Requisitions, RFQs, Invoices, etc., which you’ll find right next to the menu to access the actual Work Area.

TIP: It’s fairly common for a System Administrator to remove the Transfer Utility when setting up some users’ profiles, so if you don’t see the menu option, ask your System Admin to adjust your User Definable Menus.

If someone leaves your company permanently without completing or delegating their work in SpendMap, you can either transfer the transactions in each Work Area individually, or you can just go ahead and delete the user’s account, in which case you’ll be notified that the user has pending transactions in their Work Areas, and you’ll be given the option to transfer all documents in all Work Areas in one shot.

If you have lots of users and aren’t quite sure where a document/transaction is (i.e. whose Work Area it’s in), try the Document Finder, which will search the entire system for the Purchase Order or other document number.  From any modules, select…
> Help > Document finder

Finally, if a requisition approver is out of the office (the most common reason why a document/transaction might get tied up), use the Proxy approver feature rather than a Transfer utility…
> REQUISITIONS AND APPROVAL > Approval > Enable proxy approver

…or you can upgrade to the web-based version of SpendMap, so that you can approve requisitions using your smartphone or tablet while on the road.

Hope that helps.

When a PO is just a PO

We still see it from time to time; the 13-digit PO number.  You know, first you take an incrementing PO number, then you jam the date at the front, stick on the cost center or job number, and maybe sprinkle in the Buyer’s initials for good measure.

If you’re coming from a manual, paper-based process to manage your Purchase Orders, you wouldn’t be the only one to use your PO numbers for purposes other than identifying the order.  After all, when all you have to rely on to track your spending history is a filing cabinet, what other alternatives are there?

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