Basic Configuration and Setup Wizard
The Main Purchasing Module is where you create and manage your Purchase Order, as well as all system-wide settings and utilities. The Purchasing Module is a prerequisite to all other modules.
To help you get started faster, the Setup Wizard will take care of the basic configuration for you.
If you need to change the settings in the future, you can visit the applicable setup utilities, referenced below; what you enter during the Setup Wizard is not permanent.
The Setup Wizard will prompt you for various pieces of information that will be used to auto-populate the following settings. If you like, you can visit these areas after running the Setup Wizard to see the results and you can optionally configure more advanced settings that are not included in the Wizard.
Select USA or Canadian/British terminology, which will affect the titles and spelling of various fields and text throughout the system (e.g. zip code vs. postal code, color vs. colour, etc.).
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While you can have an unlimited number of bill-to and ship-to accounts in the Cost Center Master File, you need to configure the primary/default bill-to and ship-to accounts.
The default bill-to and ship-to accounts will be used for all new POs and other transactions but you can always manually override the bill-to or ship-to information for each new Purchase Order if you need to.
The Setup Wizard will use the information that you enter here to 1) add the bill-to and ship-to records to the Cost Center Master File, and 2) fill in the system-wide default bill-to and ship-to codes in User Defined Field Defaults.
Advanced Options: The bill-to and ship-to information can also default for each new transaction based on the charge-to Cost Center and/or the User entering the transaction.
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You can configure the formatting for various fields, such as how you want to enter dates, numbers, etc..
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The Wizard will prompt you for your next sequential PO number, which will be used to configure PO Number Set A.
Advanced Option: If you use more than one sequence of PO numbers, you can configure additional PO number sets.
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You will be prompted to select a layout/style for your POs and other forms. This will be used to configure basic settings in PO Printing Options.
The layout/style that you select will affect all your forms (e.g. PO, Requisition, RFQ, etc.).
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While it's technically not part of the Purchasing Module, receiving is a very popular function in SpendMap, so the Setup Wizard will ask if you want to enable the Receiving Module.
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This screen is used to 1) rename the title of the sales tax fields and optionally 2) setup default tax codes to be used for new POs and other transactions.
While you can have an unlimited number of sales tax codes in the Tax Master File (e.g. you might have locations in different states or provinces, each paying different taxes), most SpendMap users find it helpful to setup default taxes. If you setup tax defaults by checking the applicable boxes and filling in the adjacent fields, the tax codes will be used for all new POs and other transactions but you can always manually override the taxes for each new Purchase Order if you need to.
The Setup Wizard will use this information to 1) rename the title of the tax fields in User Defined Field Names and Terminology, 2) add new records to the Tax Master File, and 3) fill in the system-wide default tax codes in Tax Settings.
Advanced Options: SpendMap can default the taxes on POs and other transactions based on a number of other fields, such as the selected item (some items might be tax exempt), where the items are being shipped to, etc. See Defaulting Tax Codes on Transactions for complete details.
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The Setup Wizard will prompt you for information to setup your first user account, which will be added to the User Master File.
You can then add additional user accounts, if needed, once you log in to the system.
Important: Make sure to enter a valid email address, as it will be used for the "Forgot My Password" feature on the Login Screen.
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If you are using the Paid Version of SpendMap, your Client Services Rep. will work with you to develop an implementation plan based on your specific needs.
If you are using the Free Version of SpendMap, please review the Getting Started Documentation for tips for how to get started implementing the system.
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Create User Accounts
The Setup Wizard will create your first user account for you but if other people are going to be using the system, you'll need to add additional user profiles.
Master Files
Master Files contain information that will be re-used in order to reduce data entry and save time. For example, when creating Purchase Orders and other documents, you can select suppliers, items, and other information from the Master Files, which will default information on the document, such as the supplier's address, description of the item and pricing, etc.
While the use of Master Files certainly has many benefits, you don't necessarily have to set up the Master Files before you start entering Purchase Orders. You may elect to not use a Master File at all, in which case you can use one-offs.
You might also decide to add to the Master Files on-the-fly as you create each new Purchase Order, rather than setting them up in advance. This means that you can start processing Purchase Orders sooner but each PO will take longer as you add the Master File information on-the-fly as you go.
If you do decide to set up your Master Files in advance, you can save a bunch of time by importing the data, rather than manually keying it into each Master File.
TIP: The two biggest Master Files (i.e. the two that are the most work to set up) are the Supplier and Item Master Files. If you're finding that it's too much work to set up all your suppliers and items in advance, consider the 80/20 rule. That is, 80% of your Purchasing volume is likely with 20% of the total number of suppliers and items that you deal with. If so, you can pre-populate only 20% of the most commonly used items and suppliers, so that you can start processing orders sooner than later. Then, you can add the balance (80%) of the items and suppliers on-the-fly as you create each new Purchase Order. Again, just one option to consider - if you already have your lists of items and suppliers, then go ahead and pre-load them all to save time once you start processing orders. Or, again, feel free to use one-offs if you prefer that over using the Master Files.
Other Configuration Options
In addition to the basic configuration described above (i.e. completed by the Setup Wizard), there are many other settings that affect Purchase Orders and the other features of the Main Module.
For example, you might want to change the names of some fields or perhaps force certain fields (i.e. make them mandatory) when entering POs.
So you might want to review the various settings in the Settings area, in particular the options in the User Defined Terminology and Settings menu group and in the Purchase Order Settings menu group.
Again, you can always come back and visit these more advanced configuration options in the future if you prefer.
Need a Little Help?
SpendMap offers a full range of Professional Services, such as training and implementation consulting. Just contact our Client Services Group, who can configure this module to your needs and help you get started faster.
