PO software

How to over-receive a PO in your Free Purchase Order Software

To receive more than the quantity ordered, go to the Receiving Screen and double-click on the line item or use the button [Receive line in details mode] to get to the Receiving “Details” Screen.  Enter the quantity, then check the box immediately to the right called “Override PO quantity and close“.

NOTE: In order to over-receive Purchase Orders, the setting “Allow users to over receive Purchase Orders?” must be enabled for the user in the [Permissions] folder of the User Master File.

TIP: Another alternative would be to do a Change Order, that is, you could also modify the quantity of the PO before receiving.  You can learn more in the following section of the Online Help in SpendMap…
– Purchasing (Main Module) > Purchase Orders > Modify a processed PO (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

Archiving Old Purchase Orders for a Cleaner View

Archive Closed Purchase OrdersPeter works in a state agency in Louisiana and was asking about removing old Purchase Orders from his Open PO list…

“Once a PO is received and closed it should come off the list.”

You can remove received/closed POs from the Open PO list by moving them to the Closed PO Archive, using…
– PURCHASING > Utility > Purge and Archive History > Archived Purchase Orders > Archive closed POs

…or you can use the applicable setting in the [Permissions] folder of the User Master File, to be prompted from time-to-time to archive your close POs when logging into SpendMap.

This will reduce the number of POs that you see in the Look-up List in View PO Status, when printing PO-related reports, etc., making it easier to focus your attention on the remaining (still open) orders.

Please note, however, that running this utility may leave some closed Purchase Orders behind (ie. they will remain in the Open PO list), per the setting “Number of days before closed POs are moved to the Closed PO Archive“, which you can find at the bottom of the screen in here…
– PURCHASING > Setup system> Purchase order settings > PO processing settings

That is, this setting will keep received/closed POs in the Open PO area for the number of days that you specify, as you may have need to access recently closed orders.  Most SpendMap customers set this to between 30 and 90 days.  Peter – set yours to zero (0).

While you can always access your old/closed Purchase Orders even after they have been archived, and while you can even unarchive/restore a PO back into the Open PO area, it may be more convenient for you to just keep, say, a month or two worth of old POs front-and-center, again, if you need to refer to recently closed POs as a regular course of business.

Simple Purchase Order Software or Stupid Purchase Order Software?

easy-big-buttonToday Seth Godin wrote about how the desire for “simple” has led to an increase of “stupid” in our society.

But don’t read his blog post (it’s way too long). LOL.

Seth is talking about literature and the media but the same thing is happening with Purchase Order software systems.

In recent years we’ve seen the industry shift from an emphasis on building feature-rich, useful tools that actually solve problems, to a focus on “simple”, “easy”, “fast” and “cheap”.

Let’s be clear, ease-of-use and affordability are important for any business software application these days.  Just not at the expense of usefulness.

So if you’ve tried some of those super-simple PO Software Systems only to find that they barely offer a handful of fields on the Purchase Order entry page (who needs Terms of Payment and Delivery Date fields anyway!), why not take a step back and think through your Purchasing process a bit, then come and take a look at SpendMap’s free Purchase Order Software System.

If there’s anything that our 25 years in this business has taught us, it’s that there needs to be a compromise between “simple” and “useful”.

PS. If Seth’s first blog post, above, is too long, here’s a simpler one.

Move line items to another PO in your Free PO Software

To save time, you can “cut” line items from one Purchase Order in your PO Work Area and then “paste” the line items onto a different PO, rather than starting a new Purchase Order from scratch.

Perhaps you made a last-minute decision to use a different supplier for certain products or services or maybe you want the items moved to a different PO for some other reason.

Just use the [Copy/Cut] button at the bottom of the PO Header Screen to “tag” the applicable line item(s)…

Cut PO Line Item

Then move to the other PO and click the [Add] button to add the line items to the bottom of the list.  Or use [Insert] to add the items in between existing items on the PO…

Paste PO Line Items

All of the line item details will be carried forward to the new PO, including all data entry fields, any internal notes and attachments, split-charge account coding details, etc.

TIP: Use the [Copy/Cut] button to tag as many line items as you like, rather than moving them one at a time.

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!

3 Ways to Export Data from you Free Purchase Order Software

Melonie wants to give the Free Version of SpendMap a try but she doesn’t know what the future may hold for her startup company…

“I ran across your free procurement system and I am wondering how easy it is to get the data back out of the system if the company decides to change systems down the road.  Is it possible to easily dump the data into excel and switch systems?”

Sure thing Melonie.  We hope you stick with us but you can get all your information out of SpendMap anytime you want.  You can export your data to Excel and other types of files too (e.g. ASCII, TXT, CSV).

First off, any of the reports in SpendMap can be exported to Excel.  Think Purchase Order history, department spend history, item history, etc…

po-software-excel-report

 

There are also many dedicated export utilities for common things like Master File data (suppliers, items, users, account codes, etc.).  Check out the options under the Utility > Data Interfaces section of each module.

Finally, in the unlikely event that you need something that isn’t included in the reports or dedicated exports, you can get at anything else using Utility > Data Interfaces > Export Any Table.

Growing with SpendMap

Please also keep in mind that, as your company grows, SpendMap can grow along with you.

As your needs expand, you can upgrade from the Free Version of SpendMap to our paid/commercial version at any time to get access to additional modules/functionality, more advanced technology (e.g. web-based, mobile support, etc.), and we have a full line of Professional Services that larger companies will appreciate, like training and implementation consulting, custom programming, and so on.

When you upgrade from the Free Version to our paid/commercial version, we can bring all your information forward, including all your Purchase Order and other history, master files, configuration settings, etc.

 

Auto-Receive Purchase Orders in your Free PO Software

If you are using the Receiving Module in SpendMap but don’t want to enter receipt transactions for certain Purchase Orders, you can use the Auto Receipts feature to automatically receive/close those POs on their delivery dates.

For example, weekly landscaping services or perhaps a PO for an educational course might be automatically received so that the orders don’t show on the Late PO Report, etc.

First enable the feature for one or more of your PO Number Sets, by checking the option “Auto Receipt?”, in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

Once enabled, when you enter new POs for that Number Set, you will have access to the Auto Receive checkbox at the top-right of the PO Header Screen…

Auto Receive PO

Now that you have indicated which orders are to be auto-received, you can run the Auto Receipt Utility as often as you like to actually receive/close the applicable orders.  Only orders that are 1) set to Auto Receive and 2) have reached their delivery dates, will be closed when the utility is run…
– RECEIVING > Utility > Auto-receive POs

TIP: enable the option in the [Permissions] Folder of your user account to “Prompt upon login to auto-receive applicable POs?” so that you never forget.

Cool New Stuff Coming to your Free Purchase Order Software

We’re getting ready to roll out the 2016 release of SpendMap, version 14.

Don’t miss any of the important announcements – follow our Blog using the field on the right side of this page.  You can unsubscribe any time.

There’s lots of cool new stuff coming your way soon, including new Excel-based reports that you can add additional fields/columns to, new and improved budget tracking features, attachment capability to complement the internal notes in the Item and Supplier Master Files, and much more.

We can’t wait either!