purchase order software

Update for v14.84 (accumulated fixes)

A patch has been posted to correct various minor issues in version 14.84 of the free version of SpendMap.

Please select the menu HELP > CHECK FOR UPDATES from within SpendMap to update your system.

This is a “patch” only (i.e. not a full version upgrade), so your system will remain at version 14.84

If you have any questions, please use our free support ticket system.

Move your Free Purchase Order Software to another PC

We’ve has a few chats with people wanting to move their free version of SpendMap from one computer to another.  Here’s everything you need to know…

REMINDER: In addition to moving SpendMap form computer to computer as described below, another option is to install the system on a network server so that you can access it from any computer on your Local Area Network. For details, please see “Network Installation Instructions”, in the Getting Started Documentation that comes with the software.

Also, please keep in mind that you can upgrade to our web-based version and then you can access the system from any computer with an Internet connection. More importantly, you’ll never have to worry about software installation, maintenance, backups or applying updates, as we take care of everything for you. You can try our Cloud version here if you like.

OK, to move the free Windows/desktop version of SpendMap to a different computer, you do NOT need to download and reinstall a new copy of the system. You just need to move the database/application folder and the shortcuts/icons that you use to run the system.

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Button TIPs in your Free Purchase Order Software

Expanding on the Bubble Tips that we added to key screens last year, we recently added helpful pop-up Tips to most of the buttons in SpendMap.

Just hover your mouse over a button to see a description of what it does..

For even more details on buttons, fields or anything else that you see on-screen in SpendMap, click the [Help] button on any screen.

Unit of Measure Conversion in your Free Purchase Order Software

Did you know that you can use different units of measure when entering Purchase Orders, Receipts and other transactions in the free version of SpendMap and the system will convert from one unit to the other for you automatically?

For example, it’s quite common that the purchase quantity and pricing on Purchase Orders are in different units of measure.

You can set up as many units of measure as you like, along with a “conversion factor”, in the Units of Measure Master File…
– PURCHASING > Master Files > Units of measure > Add/modify/delete

And then you can select different units of measure on Purchase Orders and other areas in SpendMap…

New year, new budget period in your free Purchase Order Software

Marina from California jumped on a chat with us yesterday, asking how to set up a new budget period for 2021…

“We are currently using SpendMap but I do not have the instructions to open a new period.”

If you are tracking time-based budgets in SpendMap (e.g. yearly, monthly, quarterly, etc.), you need to create/enable each fiscal period before you can enter the budget amounts for each Cost Center (department, project, etc.). Do this using the [CREATE NEW FISCAL PERIOD] button, in here…
– PURCHASING > Setup system > Cost center history/budget settings

TIP: If your new year’s budgets are the same or similar to a previous year’s budgets, when you create the new fiscal period per above, you will see an option to [Copy] a previous year…this will duplicate each Cost Center’s budgets, so you don’t have to enter the new year’s budgets from scratch. You can then modify/tweak the budgets for each Cost Center if you like.

You can enter or modify the budgets for each Cost Center, in the Cost Center Master File, in here…
– PURCHASING > Master Files > Cost Centers > Add/Modify/Delete

New “TIPs” in your Free Purchase Order Software

We added helpful pop-up Tips to around 30 areas of SpendMap, to proactively guide new users in the right direction…

We posted a patch for version 14.84, so you’ll start seeing the tips the next time you update your system, which you can do any time using the menu Help > Check for Updates.

Retiring Last Year’s Free Purchase Order Software (v14.50)

It has been a few months since we released the 2020 version of SpendMap (v14.84), so now the time has come to officially stop supporting the old version (v14.50).

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

For instructions on how to upgrade your system and a list of new features, from within SpendMap please select the menu HELP > CHECK FOR UPDATES.  This will not actually install the upgrade.  Rather, if you are using v14.50, this will expose a red hyperlink at the bottom of the Main Menu in SpendMap…just click the hyperlink to see full upgrade instructions.

TIP: You can skip the upgrade by switching to our Cloud Version and get a 20% discount.  For details, please see the promo box at the top-right of the Upgrade Instructions (when you click the red hyperlink in the Main Menu of SpendMap per above).

Thanks,
The Free-Procurement Project Team
Totally FREE software that automates Purchase Orders and a whole lot more
Powered by SpendMap

Upgrade your Free Purchase Order Software

Defaulting Fields in your Free Purchase Order Software

We added a new [Default] button to the PO Work Area in the latest release of SpendMap that lets you update fields on all line items at once, so you don’t have to update each item individually.

For example, you might have already completed your Purchase Order and then realize that you need to change the delivery date or account coding or something, on all line items.

You’re welcome 🙂

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…