setup

How to include your account number for the supplier on the PO form in your free PO software system

Chaim works in the security solutions industry in New Jersey and was asking how to include an account number for the supplier on the PO form…

When I place an order, our suppliers would like to know our account number. In the Supplier information there are fields to enter Phone, Fax, but not our Account Number.  The Account Number should appear on the PO.

Great question, Chaim!

Most people use the Comment 1 field or the Delivery Note field for that, both of which can be renamed to “Account Number” or similar.

You can enter the supplier’s account number into either of those fields in the [Miscellaneous] folder of the Supplier Master File, and it will carry forward to the PO Header for each new PO for that supplier and will be available to print on the PO form…

supplier account number on Purchase Order

TIP: Make sure that the field that you use appears on your PO form layout.  Delivery Note appears on form layouts 1, 2, and 5, where Comment 1 only appears on form layout 3.  Of course, if you upgrade to the paid/commercial version of SpendMap, we can customize your PO form with any fields you like.

You can preview and/or select your PO form layout, using the [Change PO Layout Option] button, in here…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings

Renaming the Fields

You can rename the field titles from “Comment 1” or “Delivery Note” to “Account Number”, which will update the field title in the Supplier Master File, as well as on the PO Header screen and the PO form itself.

Just go in here…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Text-Based Field Positions and Field Settings > Standard

…and change the Title of field #19 (Delivery Note) or #21 (Comment 1) , then exit and re-run SpendMap.

 

History of sent e-mail messages in your Free Purchase Order Software

Jose works in the irrigation services industry in Dubai, United Arab Emirates, and was asking how to see a history of e-mail messages that were sent from SpendMap…

I couldn’t confirm whether the PO, RFQ was sent to the recipient….How do I know the PO and RFQ are being sent successfully?

There are two options for sending e-mail from SpendMap, 1) MAPI and 2) SMTP.

If you would like e-mails that are sent from SpendMap to show in your Outlook Sent Box, then use the MAPI option (using the two fields at the top of the E-mail Setting Screen).  TIP: In most cases, you do NOT need to enter any of the other MAPI-related settings further down the screen.

If, however, you prefer the SMTP option, you can enable the Sent E-mail Log, using the setting called “Maintain a log of sent e-mail messages” (also in E-mail Settings), and you will see a history of the outgoing e-mail messages in…
– PURCHASING > Utility > e-mail and internal messaging > e-mail log > Log of sent e-mail messages

Email Logs in free PO Software

TIP: It would be unusual for SpendMap users to verify that each and every e-mail was sent successfully (e.g. by checking Outlook or using the Sent E-mail Log), since you will be notified if an e-mail could NOT be sent.  If SpendMap cannot connect to Outlook or your SMTP server to send a message, you will see a “failed e-mail” icon in the Main Menu of SpendMap, and the failed message will show in the E-mail Error Log, in here…
– PURCHASING > Utility > e-mail and internal messaging > e-mail log > Local/Server e-mail error log

Or, if SpendMap is able to pass the message to the outgoing mail server but the message fails for some other reason (e.g. bad e-mail address), the mail server will send an “undeliverable mail” message back to the sender.

Terms and Conditions on PO Form (Ts and Cs)

Jody works in the hospitality industry in California and was asking how to include terms and conditions (Ts and Cs) on her PO form in the free version of SpendMap.

There are actually two options when it comes to terms and conditions on your Purchase Order form…

Short Terms Text

If you just need a few lines of text, try using the Short Terms Text in PO Printing Settings, which will be included on the face of the PO form, at the bottom, next to your signature line.  Here is where you can find the setting, and what it looks like…
– PURCHASING > Setup system> Purchase order settings > PO printing settings > Settings

Short terms and conditions on PO form

Long Terms Page

If you need more than just a few lines of text, the other option would be to use the full Terms and Conditions Page that will automatically accompany each PO that is printed or e-mailed to your suppliers .  You can configure the Terms Page using the [Setup Your Terms Page] button on that same PO Printing Settings screen.

When you click the [Setup Your Terms Page] button, you will be brought to a screen where you can either 1) enter lots and lots of text for your Terms Page, or 2) if you already have an existing Terms Page, you can scan it and upload it into SpendMap as an image file.

Finally, don’t forget to enable the Terms Page for one or more copies of the PO (likely only the Supplier’s copy) using the applicable check-box on the main PO Printing Settings screen…

PO Printing Settings

Removing toolbar buttons in your free Purchase Order Software

Tom works in the hotel industry in Florida and asked how to remove buttons from the toolbar at the top of the Main Menu in SpendMap.

Toolbar Button

There are actually two ways to do that – you can remove toolbar buttons for only certain users or you can remove them altogether, for everyone.

By User

To remove a toolbar button from someone’s User-Definable Menus, use this…
– PURCHASING > User Setup > User definable menus and pop-up prompts > Add/Remove individual menus and pop-up prompts

Just remove the menu option associated with the toolbar button.  As a reminder, toolbar buttons are shortcuts to menu options in SpendMap, so if you take the menu away from the user, the toolbar button will also disappear automatically.

System-Wide

If you would like your users to have access to a menu option but prefer to NOT show the associated button in the toolbar, you can remove the toolbar button with this…
– PURCHASING > Setup system > User defined terminology and settings > Modify menu titles and toolbar buttons

Just UN-check the option to “Include this menu option on the toolbar” and the button will be removed from everyone’s toolbar but they will still be able to select the applicable menu option (unless you removed it from their user-specific menu, per above).

turn-off-toolbar-option

 

Sender of email messages in your free Purchase Order Software

mail-GREENMichael works in the construction industry in England and was asking about the “From” field when sending Purchase Orders and other documents to his suppliers by e-mail…

“Do all emailed purchase orders need to be sent from the same email address irrespective of user? … Is it possible to have individual email addresses for each user, if so how do I set this up?”

You actually have both options.  The e-mail can come from the individual Buyers (i.e. the person who processes the Purchase Order in SpendMap) or it can be the same e-mail address regardless of who is sending the order, such as “Purchasing@YourCompany” or similar.

It’s controlled by the setting “Sender of external automatic messages” in…
– PURCHASING > Setup system > e-mail settings

Per the Online Help for that setting, the “sender” is noteworthy as the recipient might reply to a message or an error might occur during transmission (in which case the sender would typically get an “undeliverable mail” message from the outgoing mail server), so if you decide to use a single e-mail address for all messages, make sure that someone is set up to receive messages to that account.

Hope that helps.

Only one sales tax in your Free Purchase Order Software

Sohan works in the automotive tire industry in Australia and was asking how to remove the second Sales Tax field from his printed Purchase Order form in the free version of SpendMap.

“I want to configure tax…in Australia we only have one tax but PO shows tax 2 as well. I don’t want TAX 2 to be seen on PO. How can I do it?”

Tax-on-PO-form
Sure thing Sohan, you can remove TAX 2 from your printed PO form.  Just go in here…

– PURCHASING > Setup system> Purchase order settings > PO printing settings > Text-Based Field Positions and Field Settings > Standard

…scroll down to Field #89, and un-check the box called “Print Title”.

That will remove the Tax 2 Total from your PO form, but you may (or may not) want to also make a couple changes to the PO Work Area screen, to avoid potential confusion about that field on the users’ part.

For example, you might want to rename the Tax 2 Field to “N/A” or similar, so they know not to use it.  You can do that in here…
– PURCHASING > Setup system > User defined terminology and settings > User defined field names and terminology

If you like, you can go one step further and actually suppress/lock/restrict the field during PO entry, so that users can’t even get to the field by accident. You can do that using…
– PURCHASING > User setup > Field restrictions by user access level > Set field restrictions

Hope that helps!

How to edit company address in your free PO Software

Dan works at a mechanical contracting company in Calgary, Alberta, and was asking how to change the company address information that shows at the top of the PO form in the free version of SpendMap…

PO-form-header

That comes from the Bill-To address, which you’ll enter during the Setup Wizard that runs automatically when you log into your Live Copy of SpendMap for the first time.  But there are two ways to modify your Bill-To or Ship-To address information after you have already completed the Setup Wizard…

  1. Just go into the Cost Center Master File here…
    – PURCHASING > Master Files > Cost Centers > Add/Modify/Delete
    …and look for the codes BILL-TO and SHIP-TO, and change the address information associated with those codes. The next time you enter a new PO, the new address info will carry forward to the new PO.
  2. If you just want to modify the bill-to or ship-to address info on individual POs but not all POs going forward, rather than modifying the default bill-to/ship-to information, you can modify it on a PO-by-PO basis, by clicking the “Address” hyperlink, to the right of the Bill-to and Ship-to fields on the PO Header Screen in your PO Work Area.

PO-Header-Screen

How to enable modules in your Free Purchase Order Software

Update 07/29/2015:  Our Free Version now includes the Purchasing, Receiving and Email Integration modules.  Read the announcement here.

We’ve had a few Support Tickets from people asking about the message that you get when you try to access certain modules in the free version of SpendMap, stating “To use this feature, you need to enable the feature (or the entire module) in the Setup System area“.

enable-module in Free Purchase Order Software

Sometimes people misinterpret this message to mean that the feature or function is not available in our Free Version, when in fact it is and just needs to be turned on and/or configured.

All of the modules are enabled by default in the Evaluation Copy of SpendMap but in your Live Copy, some modules are disabled by default to improve system performance.  You can enable some of the modules during the Setup Wizard that runs automatically when you log into your Live (production) System for the first time, otherwise you can visit the Setup System menu group to enable them after-the-fact…

  • Main Purchasing Module (Purchase Orders) – Enabled automatically when you run the Setup Wizard.
  • Requisitions and Approvals – Does not need to be enabled (always turned on).  Just start entering requisitions when you’re ready.
  • Receiving – Can be enabled during Setup Wizard or with first check-box in…RECEIVING > Setup system > Receiving options
  • Invoice Approval – Must be enabled with first check-box in…INVOICE APPROVAL > Setup System > Invoice Options
  • Request For Quotation (RFQ) – Does not need to be enabled (always turned on).  Just start entering RFQs when you’re ready.
  • Inventory Control – Must be enabled with first check-box in…INVENTORY CONTROL > Setup system > Inventory options
  • Asset Management – Does not need to be enabled (always turned on).  Just start entering or purchasing assets when you’re ready.
  • E-mail Integration – Enabled by configuring the settings in …PURCHASING > Setup system > e-mail settings
  • Faxing – Due to licensing restrictions related to the third party fax technology that we use for this module, which limits the number of copies that we are allowed to distribute, the Faxing Module is not available in the Free Version of SpendMap.  Please consider using the E-mail Module instead.
  • PunchOut (e-commerce integration) – This web-based component is only available in the Paid Version of SpendMap.

New Tutorial: Simple Requisition-to-PO Processing

We added a new feature in the 2014 Release to convert approved Purchase Requisitions into Purchase Orders, as soon as the last approval occurs, so you no longer have to run the Build PO Utility as a separate step.

We had a few requests for this feature from smaller companies that don’t have Purchasing Departments or dedicated Buyers (i.e. the Requisitioners are responsible for placing the orders once their Requisitions are approved).

The Tutorial also reviews a few other related features that are popular with smaller companies (and larger companies that have “end-user Purchasing”), so we rolled it all into this video, which we’re calling “Simple Requisition-to-PO Processing”.

Click the image below to watch the tutorial on YouTube, and don’t forget to visit our Channel to see 20 other video tutorials that will help you get started with the most popular features in your free Purchase Order system…

Tutorial: Simple Requisition-to-PO Processing