PO software

Restricting users to their own Purchase Orders in your Free PO Software

Do you have more than one person working in your Free Version of SpendMap?

Would you like to restrict their access so that they can only see their own POs or maybe their own department’s orders, for example, when receiving or checking the status of Purchase Orders?

Just use the Document Access setting, at the top of the [Permissions] tab in the User Master File…

This setting will restrict the user to the applicable Purchase Orders in the following areas of the software…

  • View Purchase Order Status
  • View Release Status
  • PO Acknowledgments
  • Receive PO
  • Reprint PO
  • Reprint Release
  • Cancel Purchase Order
  • Cancel Release
  • View Cost Center History
  • View Cost Center Budgets
  • Document Lookups (when searching for POs and other documents)

Finding Purchase Orders and other documents in your Free PO Software

We’ve had a few questions about the overhauled Status & Inquiry Utilities in the 2020 release of SpendMap. Specifically, what’s the best/fastest way to get to a PO or other document if you already know the document number?

Instead of using the new Search Criteria at the top of the screen, if you already know the PO number, try using the [Quick Search by Document Number] button at the bottom of the screen, to jump right to that Purchase Order…

Upgrade your Free Purchase Order Software to the 2020 Release

If you’re using v14.50 of the Free Version of SpendMap, you can now upgrade to the 2020 release (Version 14.84) to get more than 30 new features and capabilities, in addition to various bug fixes and performance improvements.

You can check your current version number using the menu Help > About, in SpendMap.

About the Upgrade Utility

The upgrade utility will bring forward all your data, history, settings, etc., so you will not lose any of your work in SpendMap.

Just log into your current v14.50 SpendMap system and select the menu Help > Check For Updates.  This will download a patch to your v14.50 system – you will still be at v14.50 at this point but you will now see a red hyperlink at the bottom of the Main Menu of SpendMap.  Just click that hyperlink to see full upgrade instructions before actually applying the upgrade to v14.84.

 

Sneak Peek at 2020 Release of SpendMap

Howdy Spend-Mappers,

We’re starting to roll-out the new release of SpendMap, with more than 30 new features to help you save time, improve visibility and cut costs in your Purchasing process.

Want a Sneak Peek?

We’re still a couple weeks away from upgrading your Free Version.  We’ll make an announcement when the upgrade utility is ready.

In the meantime, you are welcome to sign up for our Cloud Demo to see all the new goodies in advance of upgrading your system…

Try the 2020 Version Now!

Try out all the new features in our Cloud Demo System.  That way, you’ll hit the ground running when the upgrade is available for your Free Version of SpendMap.

Unlike the free Windows/desktop version that you’re using now, our Cloud Version runs in your web browser, so there’s no software to install for this demo.

Purchase Order Software free cloud demo

New PO Status Utility in your Free Purchase Order Software

We’ve completely redesigned the View PO Status Utility in the upcoming release to make it even easier for you to keep track of your Purchase Orders in SpendMap.

Check out our news announcement for all the details.

PO-Status-Summary

Purge Database While Importing data into your Free Purchase Order Software

Seth works at a seniors’ community in California and wanted to know if he could start over and delete/purge all records in a Master File before importing new information/data…

“I wanted to know if it is possible to delete the entire cost center database (I am attempting to re-upload the database). It has plenty of old data that will take a long time to delete one by one.”

Sure thing Seth, just go to the [Permissions] folder of the User Master File and select the 4th check-box called “Allow purging of master files when importing?”.

Then, the next time you import, SpendMap will ask you if you want to purge/delete all existing records before importing, for a complete refresh…

Purge Table Before Importing Data into PO Software

Manual PO Numbers in your Free Purchase Order Software

By default, the Free Version of SpendMap will automatically assign incrementing PO numbers to each new Purchase Order that you enter in the system.  You can set up your “Next PO number” during the Setup Wizard that runs automatically when you log into your Live System for the first time.

But if you prefer to enter your PO numbers manually for each new order, just select the following menu in SpendMap…
– PURCHASING > Setup system > Incrementing document number sets > POs

Then modify PO Number Set A as follows.  From that point on, whenever you enter a new PO in your PO Work Area, the PO Number will be blank and you can enter it manually for each order.

Hoping for Free Purchase Order Software from Santa?

The old software was hung,
The users cried “It’s not fair”.
The Purchasing Manager pulled out,
What was left of her hair.

“We can’t take it no more,
This old system’s the pits.
It’s time for a new one,
We’re at the end of our wits.”

“But we don’t have the money”,
The CEO said with chagrin,
“We’ll just have to wait,
For more cash to come in.”

They were sad and frustrated,
They’d heard so many NOs.
How they longed for new software,
To automate their POs.

But then SpendMap came through,
With PO software for FREE,
And things soon got much better,
Oh, the hope and the glee!

They just couldn’t believe,
It does seem kinda funny,
That their fancy new software,
Didn’t cost any money!

And it works so darn well,
They process POs and receive,
And email orders to vendors,
With no paper and such ease.

But that’s just what we do,
It is how we give back.
It’s our pleasure to give you,
This little gift from SpendMap.

Happy Holidays from your friends at the Free-Procurement Project.

Purchase Order Management can be Scary for SMBs!

Where is all the money going?  Will we have enough to meet our commitments?  Who bought all this Halloween candy?!?

Get control of your company’s spending and see where the money is going, with SpendMap’s free Purchase Order Management Software.

Happy Halloween everyone!

Draft Purchase Orders in your Free PO Software

If you’re just getting started with the Free Version of SpendMap, you can enter new Purchase Orders in your PO Work Area…

PO Work Area

Your PO Work Area Contains your “Draft” Purchase Orders

Draft POs in your PO Work Area won’t affect the rest of the system until you process them. For example, they won’t show on reports and you can’t receive against them.

When your new POs are processed and sent to your suppliers, they’ll come out of your PO Work Area and then the “live” orders will be visible throughout the system.  You can process your new POs using the [Process POs] Toolbar button or you can just select the following prompt when you exit your PO Work Area…

Process-new-purchase-orders

What’s with the Exclamation Marks?

If you preview a draft PO in your PO Work Area, the PO form will have a few visual reminders that it’s not an official copy yet, such as exclamation marks (!) before and after the PO number.  Most forms also show a message or watermark like “Draft Copy – Do No Process” or similar.  Again, this won’t show when the order is actually processed.

po-number-marks