SpendMap User Guide (v16.2)

Field

Description

INTERNAL mail provided by

•Select how you would like SpendMap to send messages to internal system users (i.e. users in the User Master File), such as automatic notifications or when using the internal messaging system.

•If you select "Internal messaging system", recipients can then read their messages with Read Your Messages, otherwise if you select MAPI or SMTP, they will receive their messages in their email software (don't forget to add each user's email address to the User Master File).

•If you select MAPI or ISP/SMTP, please see additional "MAPI Settings" or "SMTP Settings", below.

EXTERNAL mail provided by

•Select how you would like SpendMap to send messages to external recipients, such as when emailing POs and other documents to suppliers.

•Please see additional "MAPI Settings" or "SMTP Settings", below.

Sender of INTERNAL/EXTERNAL automatic messages

•These settings determine which email address will be used as the "From" email address, for automatic email messages (i.e. messages that SpendMap sends without user interaction).  By contrast, messages that are keyed-in manually by a user (e.g. when using the internal messaging system) will always use the user's email address (in the User Master File) as the sender.

•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).

•The "sender" for these automatic messages can either be;
 
1) If you select "current user", SpendMap will use the email address (in the User Master File) of the user that processed the transaction in SpendMap that initiated/triggered the email message, or
 
2) If you select "SpendMap", the sender will be the email address specified under "Sender of system-generated email messages", at the bottom of the screen.

SMTP Settings

•If you selected the ISP/SMTP option at the top of the screen, you can enter the SMTP server name or IP address to connect to, as well as a User Account, Password, and other settings that may be required to connect to your outgoing mail server (ask your IT Department or Internet Service Provider for details).
 
TIP: The IP address or name will look something like
"123.456.7.890" or "smtp.serviceprovider.com".
 
TIP: Not all fields are mandatory.  If you're not sure, start by filling in only the server name or IP address, user account and password, and leave the default values for the other fields, and only modify the other fields if recommended by your IT Department or Internet Service Provider.

•You can use our free email service by entering "SpendMap" (without the quotes) as the server name or IP address, and ignore all other SMTP settings.  If so, your email messages will be sent through SendGrid's mail servers (there is no charge to you for this service).

MAPI Settings

•If you selected the MAPI option at the top of the screen, you can optionally enter a prefix for email addresses for all outgoing system email. For example, some email systems require "SMTP:" to precede email addresses.

•If SpendMap's email server is running as a service AND you are using the MAPI protocol, additional settings may be required to successfully log in to a MAPI account.

•TIP: For most MAPI compliant email systems, these fields are not needed.  If you're not sure, start out with them blank, and only used these fields if recommended by your IT Department or Internet Service Provider.

•NOTE: SpendMap supports 32-bit MAPI with 32-bit email clients but not 64-bit.  

Name to appear on external messages

•You can specify a name to appear on all external messages (e.g. ABC Company Purchasing Department) or leave this field blank and the name of the user who is processing the applicable transaction will be used (e.g. the Buyer’s name in the case of POs).

Boilerplate for POs/Releases/RFQs

•To add text to the email cover when sending POs and other documents by email, enter a boilerplate code.

•When emailing documents, SpendMap will generate and send the email without manual intervention, so you will not be able to type a message (other than any comments that appear on the PO itself). Therefore, the boilerplate might include something like "Please process the attached order(s) and reply with receipt confirmation..." and/or might include additional contact information, etc.

Send documents as

•When emailing POs and RFQs to your suppliers, SpendMap can either
 
1) attach a PDF copy of the document to the email message itself, or
 
2) include a hyperlink in the body of the email, that the supplier will click on to download the PDF file using their web browser.

•If using the Hyperlink option, the PO Acknowledgment and RFQ Acknowledgment utilities will be updated automatically when the supplier downloads their documents, whereas these utilities would need to be updated manually (if desired) when using the Attachment option.
Note: the use of the PO and RFQ Acknowledgment features are optional.

•To use the Hyperlink option, you must have a website that is open/exposed to the public Internet, so that your suppliers have access to the files to download.  
 
By default, if you are using SpendMap's Web App AND your website is open to the public Internet, SpendMap will use this website automatically and you do NOT have to setup another website.  
 
However, if you are not using SpendMap's Web App or if your website is private, you will need to set up a separate, public website in order to use this feature (please contact SpendMap Technical Support for setup instructions).  Also see the related settings, below.

More about the Hyperlink option..

Attachment prefix for external messages

•When emailing POs and other documents to your suppliers, the attachment filenames can either be system-assigned, incrementing numbers (e.g. 12345678.PDF) or you can use this setting to use filenames that will be more meaningful to your suppliers.

•To use meaningful attachment filenames, enter a filename "prefix" representing your company, such as "AcmeInc" or "ABC-Company".  If so, the attachment filenames will look like...
 
ABC-Company-PO-1234567-YYYYMMDD-HHMM.PDF
 
...where "ABC-Company" is the prefix you enter here, "PO" is the document type (may show other document types here), "1234567" is the document number (PO number in this case), "YYYYMMDD" is the year/month/day of the document/transaction, and "HHMM" is the hour/minutes that the document was processed.

Physical path to website Common folder

•This setting is required when using the Hyperlink option in the "Send documents as" field, above, and you have set up a separate, public website for this feature (as opposed to using the Web App's website).  

•Please contact SpendMap Technical Support for instructions.

Public website URL

•This setting is required when using the Hyperlink option in the "Send documents as" field, above, and you have set up a separate, public website for this feature (as opposed to using the Web App's website).  

•Please contact SpendMap Technical Support for instructions.

Send email notification reminders every (days)

•The frequency, in days, to send automatic email reminders of previous notifications, should the user not take action on the original notification. Enter zero (0) to disable reminders.

•This setting applies to the following email notifications:

oNew invoice discrepancies logged

oRequisition waiting for your approval

oNew POs in your Work Area

oNew Requisitions in your Work Area

oNew Releases in your Work Area

oNew RFQs in your Work Area

Maintain a log of sent email messages

•Check this box to keep a history/log of email messages sent by SpendMap. You can view the email history with Sent Email Log.

•If so, enter the number of months of email history to maintain, in the adjacent field.

"Sender" of system-generated email messages
 
Proper User Name
and
User Email Address

•Enter the name and email address to use as the "sender" for system-generated email messages that are not associated with a specific user in SpendMap (and therefore cannot use the user's email address for the "From" field in the email message).

•A sender name and address is required for system-generated email messages in case the recipient either replies to a message or if an error occurs during transmission (the sender would typically get an "undeliverable mail" message from the outgoing mail server if a transmission error occurs).

•You may choose to set up an email account as "SpendMap" for this purpose (e.g. SpendMap@YourCompany.com).

•This may also apply to user-generatede-mails, depending on your selection for the settings "Sender of INTERNAL/EXTERNAL automatic messages" above.

SpendMap User ID...for return of unsendable server messages

•Enter the user ID to receive notification via the email error log if a system generated email cannot be delivered to the outgoing mail server.

•This setting determines who will see the error notification (red "X" in the bottom left corner of the Main Menu) if an email is sent to the email error log.

•This would typically be your System Administrator, as errors of this type typically mean that the system is not configured properly.