user accounts

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

 

Administrator Accounts and your Free Purchase Order Software

When installing the free Windows/desktop version of SpendMap or when applying full-version upgrades like the recent v11.98-12.65 upgrade, the instructions will refer to an “Administrator account”.  For example, the instructions might say something like “You will need Administrator privileges in Windows to complete the upgrade” or “You will need Administrator privileges on your computer to perform the installation“.

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PO numbers by Ship-To location in your Free Purchase Order Software

Jody is using the free version of SpendMap to manage spending for a chain of bar/restaurants, and was wondering if there is a way to set up a separate sequence of PO numbers for each Ship-To location.

While there is no “direct” link between Ship-To locations and PO Number Sets, you can set up an indirect relationship by way of the user accounts.  That is, in the User Master File, you can 1) set up a default Ship-To for each user, and separately 2) assign each user a default PO Number Set.

If you do both those things for all users at a location, and assuming they don’t change the defaults when entering POs (and/or if you lock out those fields so that they cannot change from the defaults), then all POs for each Ship-To will also be for that PO Number Set…

PO-BY-SHIP-TO

Again, this is not a “hard relationship” (i.e. rule) in the software per se, it is simply one way to configure it.  That said, it seems to work well for most people who ask about this.

You can set up your Ship-To locations in here…
– PURCHASING > Master Files > Cost Centers > Add/Modify/Delete

You can set up your PO Number Sets in here…
– PURCHASING > Setup system > Incrementing document number sets > POs

You can specify the default Ship-To and PO Number Set for each user in the [Settings] Folder of the User Master File, in here…
– PURCHASING > User setup > Add/modify/delete users

And, if you want to, you can lock/restrict access to the PO Number Set field and/or the Ship-To field in the PO Work Area (so that users can’t change from their defaults), using this…
– PURCHASING > User setup > Field restrictions by user access level > Set field restrictions

Bob split and he has my Purchase Order

Have you ever encountered a situation where a Purchase Order or other transaction that you need is in someone else’s Work Area but that person is not available?

There are a few options in SpendMap for dealing with priority transactions when other users are either temporarily unavailable or have left your company without first delegating their work to others.

SpendMap includes a series of “Work Areas” that contain pending documents/transactions that you are working on (i.e. your work in progress). For example, your PO Work Area is where you can work on unprocessed Purchase Orders.

If you ever need to get a document/transaction out of another user’s Work Area, you can use the related “Transfer” utility to move the document from one user to another.  For example, to move a PO from one user’s Work Area to another, use this menu option…
> PURCHASING > Purchase Orders > Transfer POs to another user’s work area

Transfer PO to another user
Again, that is just one example.  Most documents/transactions include a Transfer utility, such as Requisitions, RFQs, Invoices, etc., which you’ll find right next to the menu to access the actual Work Area.

TIP: It’s fairly common for a System Administrator to remove the Transfer Utility when setting up some users’ profiles, so if you don’t see the menu option, ask your System Admin to adjust your User Definable Menus.

If someone leaves your company permanently without completing or delegating their work in SpendMap, you can either transfer the transactions in each Work Area individually, or you can just go ahead and delete the user’s account, in which case you’ll be notified that the user has pending transactions in their Work Areas, and you’ll be given the option to transfer all documents in all Work Areas in one shot.

If you have lots of users and aren’t quite sure where a document/transaction is (i.e. whose Work Area it’s in), try the Document Finder, which will search the entire system for the Purchase Order or other document number.  From any modules, select…
> Help > Document finder

Finally, if a requisition approver is out of the office (the most common reason why a document/transaction might get tied up), use the Proxy approver feature rather than a Transfer utility…
> REQUISITIONS AND APPROVAL > Approval > Enable proxy approver

…or you can upgrade to the web-based version of SpendMap, so that you can approve requisitions using your smartphone or tablet while on the road.

Hope that helps.

How to set up PO access by user in free Purchase Order Software

I was speaking with Gwen in Connecticut about setting up user accounts in SpendMap for 20 or 30 of her staff.  Gwen wondered if there was a way in SpendMap to only display information on each user’s own Requisitions and Purchase Orders but not orders that the other staff had placed.

While it’s common for managers/approvers to have visibility over an entire department or across a division, sometimes policy requires a more restricted view at the end-user (requisitioner) level, while sometimes document level filters are put in place just for ease of use (e.g. to simplify searches).

You can limit the scope of documents that each user will have access to by locking the document filter option on the way into View PO Status, View Requisition Status, the Receiving utility, etc.

Just use “Add/remove individual menus and pop-up prompts” and navigate to the applicable utility, then select “Lock-out this option” and select the desired filter…

If the user will need access to all documents within their cost center, you can specify their default cost center in the [Settings] folder of the User Master File.

On a related note, there’s also a setting in PO Processing Settings to hide pricing (dollar amounts) in these areas in case your pricing information is confidential but you need users to view other people’s orders, which is not uncommon in some central Receiving and Accounts Payable environments.

TIP: Use your Testing System to play around with this stuff without fear of messing up your Live System. When you run the Testing System, it will give you an opportunity to copy your Live System’s data into the Test System, including all the user accounts, settings, etc.

Too many options for users in free Purchase Order Software

(or “I don’t want my users seeing that”)

One of the most common topics of discussion we’ve been having in our free system setup/training sessions has been around user profiles and how to restrict users so that…

  1. they can’t do certain things in the system,
  2. they can’t see certain information, or
  3. just to make it easier for users that don’t need access to the entire system.

Most of you seem to be logging into the Evaluation Copy using the user ID with full access to all functionality (the user “FULL”), but this user profile, while convenient for evaluation purposes, would be unusual for a real user account in your Live/Production system.

Rather, you would likely set up restricted user profiles with access to only the areas of the system that each user needs.  This is especially true for “casual” (occasional) users like Requisitioners and Approvers that may have little or no training on the system, so you want to make it as easy as possible for them.

To learn now to customize each user’s profile, check out this video tutorial or read “About User-Definable Menus and Pop-Up Prompts” in the Online Help.