SpendMap User Guide (v16.2)

Field/Setting

Description/Options

Requisition cancel/reload option

•This setting determines what happens when requisitions are canceled and reloaded back into the Shopping Cart, which users may do if one or more line items are rejected during the approval process, so that they can make changes to the requisition and resubmit it for approval.

•Canceled/reloaded requisitions can get a new requisition number or can retain the same/old requisition number, and you can determine which line items will need re-approval (either all items or only the items that were modified).

•If you select one of the options to only re-approve items that are modified prior to reprocessing the requisition, SpendMap will retain/remember the approval status of each item, so if the user makes changes and reprocess the requisition, items that were previously approved will not need approval again unless modified.  Note the Status indicator in the Shopping Cart, which helps the user see which items were rejected, approved, still in the approval process, etc.

Go to next page when Lookup on field and only one field exists?

•Check this box to automatically advance to the next page when selecting codes from Lookup lists in cases where only one field exists on the page.

•If there is only one field on a page and the user selects a code from a Lookup list, the system will immediately process the entry and advance to the next page (as opposed to filling in the field with the selection from the Lookup list and requiring the user to click the [GO] button as a separate step).

Use extended Lookup option?

•Check this box to use Extended Lookup for all searches. If this is enabled, whenever the button is selected on any page in the Mobile Web App, you will be brought to the Extended Lookup Page where you will have various additional/advanced search options. If this option is turned off, when you perform a Lookup, you will simply be brought to the search results with codes displayed in alphanumeric order and, to perform an Extended Lookup, you must select the “extended lookup” link. By enabling this setting, you can reduce mouse clicks if you commonly perform extended searches.

Refresh Catalogs

•Select how often you would like to refresh the Mobile Web App item catalog (i.e. the item details that are displayed on the Product Sourcing Page) based on the latest information in the Item Master File.

•Regardless of the time interval set here, SpendMap will attempt to minimize delays for the users by waiting for a period of 20 minutes of inactivity before initiating the refresh procedure. That is, once the time interval selected here has elapsed, the refresh procedure will not take place if the system is under heavy use.

•Your choice will depend on how long is takes for your item catalogs to be rebuilt. If you have a small item master file (perhaps only a few thousand items) and/or a fast server, you may elect to rebuild the catalogs frequently to reduce the amount of "stale" data. However, if you have a large item master file, you may elect to rebuild the catalog once per day when the system is not being used. The available settings are:

Available options

Maximum number of display rows for lookups

•This setting affects the number of rows (codes) that will be displayed when using the Lookup feature to list master file codes and documents in the Mobile Web App. If a Lookup search results in more than the number of codes/rows set here, there will be an option at the bottom of the page to list "next X codes" and "previous X codes".
A recommended value for most systems is 15.

Reclaim user license if user is inactive for

•If you purchased a concurrent-user license for SpendMap (as opposed to licensing based on total/named users), access the system will be limited to a certain number of concurrent/simultaneous users but you may have more named users in the system (i.e. in the User Master File).

•Enter the amount of time, in minutes, of inactivity for a user's session before the user's license will be recycled (i.e. concurrent license released to be used by another user).

•TIP: Instruct users to log out of the system when they are finished their work to ensure that the maximum number of concurrent user licenses are available for other users.
A recommended value for most systems is 10.

Maximum number of Mobile users allowed to login

•If you purchased a concurrent-user license for SpendMap (as opposed to licensing based on total/named users), you may have either a separate concurrent user license for the Mobile Web App or you may have a single/consolidated block of licenses that are shared between the Mobile Web App and the core system (Desktop Application and Web App).

•If you have a single/consolidated concurrent user license, you can optionally use this setting to restrict the number of licenses that Mobile Web App users will have access to.  

•This can be used to ensure that Mobile Web App users (who are typically "casual" users) do not consume all licenses so that the "core" users can always get into the Desktop Application or full Web App.

Related setting

Number of failed logins allowed per IP address

•This setting is established in Security Settings and is displayed here for convenience only.

Notify <user> if average response time exceeds X seconds

•To have SpendMap send an automatic email notification to the system administrator should the average response time exceed a certain threshold, enter a user ID code to send the email notification to along with the response time threshold, in seconds. Do not forget to enter the email account for the applicable user ID code in the User Master File.

•This can be used to identify excessive load on the server that hosts the Mobile Web App and may be an indication that server needs to be upgraded.

•A recommended value for most systems is 5 seconds.

•See related setting, below.

Send performance statistics to <user>  every X hours (zero to disable)

•To have SpendMap send periodic performance statistics to the system administrator via automatic email notification, enter a user ID code to send the email statistics to along with the frequency, in hours. Do not forget to enter the email account for the applicable user ID code in the User Master File.

•The statistics include a variety of performance-related information and can be used to identify performance issues on your server(s).

•See related setting, above.

Maximum attachment size

•This setting restricts the size of attachments that users can upload when using the Mobile Web App. Enter zero to prohibit uploading of attachments in the Mobile Web App.

•Other settings that affect attachment uploading can be found in Security Settings.