purchasing software

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!

Hope you Like our new System Overview Tutorial

Hey there fellow SpendMappers,

Exciting plans are in the works to expand the Free-Procurement Project and we’ll need to explain what we do to a bunch more nice people like you, so we put together this little System Overview video.

If you have a Google account, please Like the video on YouTube to encourage others to give SpendMap a try.

Thanks for your support.  We hope you like the new System Overview tutorial and the other updated tutorials that we’ve been working on.  Even more coming your way soon.

Hope your day is super so far!

-Stacy

SpendMap System Overview Video

SMB Purchasing can be Boo-Scary!

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!

Unique PO Numbers in your Free Purchase Order Software

Linda works at an Accounting firm in Winnipeg, MB, Canada, and wanted to make sure that the free version of SpendMap will never assign the same PO number to two different Purchase Orders…

“If two people or more are using the software and both attempt to create a Purchase Order at exactly the same time, how does the system number the POs?
It is vital that we never have use the same number (twice)”

Unique PO numbers

Great question, Linda.

No, SpendMap will never assign the same PO number to different orders.  If you only set up one PO Number Set (i.e. only one sequence of PO numbers for everyone to share), each person will get the next sequential PO number for each new order. For example, PO 1000, 1001, 1002, etc.

TIP: You may want to prohibit manual modification of the auto-assigned PO numbers, by UNchecking the option for “Allow user to modify number”, in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

Advanced Option

A more advanced option would be to set up a separate sequence of PO numbers for each user.  While using a separate PO Number Set for each user is not a prerequisite to unique PO numbers, per above, there are some additional benefits to this approach, especially when it comes to reporting.

For example, you might add a unique prefix to the auto-assigned PO numbers to represent the user who created the order, for example, PO number J-1000 for John’s orders, M-1234 for Mary’s orders, and so on.  That way, you’ll know whose order it is just by looking at the number, and you can sort and filter reports by the PO number prefix.

TIP: You can lock/restrict each user so that they can only use one of the PO number Sets, using the “Force” checkbox, just to the right of the Number Set Field, in the [Settings] Folder of the User Master File.

 

We got you some free PO Software for the holidays

Happy holidays!

This year we got you a totally free Purchase Order software system and support.

Hope it fits.

Feel free to re-gift to your friends and business associates.  Everyone loves free PO Software in their stocking, from your lawyer to your dentist to your contractor.

Have fun and be safe everyone.

– Your friends at the Free-Procurement Project and SpendMap.

A gift for you.

Wasting Money is Scary for SMBs

FRIDAY-THE-13THWasting money is pretty scary for most small and medium size businesses.

It’s hard enough to run a profitable business these days, without having to worry about your staff spending money that they shouldn’t be.

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

Happy Friday the 13th.

 

Success Story: MCS Wins with Free Purchase Order Software

Managed Care Systems (MCS) was struggling to control their Purchasing, inventory and budgets with a patchwork of outdated systems.  Having grown to over 300 employees, MCS was overdue for an upgrade.  Unfortunately, there was no budget for a new e-procurement system, but that didn’t stop Eric Jeffers, who is responsible for the Purchasing Department at MCS.

“Our old system was written in-house a bunch of years back and it was starting to fall apart,” says Eric.  “The IT Department didn’t want to invest resources to fix it, so we kept limping along.  Plus, as an add-on to the Help Desk system, it was really just an over glorified word processor to start with; it could print a PO and keep some history, but there was still a ton of manual effort and duplicate data entry for each order, and it didn’t track inventory or provide any budget controls, which were big problems.  We were constantly going over budget because the managers who were approving orders couldn’t see the status of budgets real-time.  And we were running out of stock all the time, which meant a big panic, rush orders and extra charges for expedited deliveries”.

So when Eric found SpendMap with its real-time budget and inventory controls fully integrated with its world-class Purchasing functionality, he was optimistic to say the least.  “I have been working in Purchasing departments for 15 years and this is by far the best purchasing software I have ever seen,” says Eric.  “You can’t imagine how disappointed I was when I was told that we had no budget left for a new system and I had to wait until the following year”…

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We put our money where our mouth is with free Purchase Order Software

It’s fitting, don’t you think, that you pay no money at all for this software that’s used to save you money (i.e. control your spending).

Talk about putting your money where your mouth is.

How to get internal support for a full Purchasing Software System

We’re positioning the Free-Procurement Project as free “Purchase Order software” for a bunch of reasons that I won’t go into here but the free version of SpendMap actually includes all 12 modules, including requisitioning, receiving, supplier invoice approval, even inventory control and asset management.

If all you want to do is automate your Purchase Orders, that’s fine – just stick with the Purchasing Module.  The functionality is compartmentalized, so you don’t need to use all features/modules if you don’t want to.

But if you’re up for it, you can use SpendMap to automate everything from initial requisition all the way through to the approval of the supplier’s invoice and integration with your Accounts Payable system.  This is commonly referred to as “req-to-check” or “purchase-to-pay” (P2P for short).

If you intend to branch out into these other optional areas, however, you should be prepared to present a business case to decision makers and other departments that will be affected, such as the folks in Accounts Payable, department managers who will be approving orders online, perhaps even end-user staff members (requisitioners).

To help you get started building a business case, here’s a list of how e-procurement software can improve your business results at each step of the procurement process…

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