SpendMap User Guide (v16.2)

Field

Description

Update item history comment for purchases with

•Determines what will show in the Comment Column for purchase transactions in View Item History and related reports.

•The Comment Column can either be populated with the Requisition number or one of the two user-definable comment fields on the PO Header Screen. 

Convert document value to landed value using

•Determines the currency conversion rate that will be used for subsequent transactions related to Purchase Orders (e.g. releases, invoices, etc.). The conversion can either be based on:

•the current exchange rate at the time the calculation takes place (e.g. when the transaction is being processed) or

•the exchange rate for the applicable PO (i.e. locked in when the PO was created).

PO change order processing options

•If you are using the Requisitions and Approval Module, you can optionally route Change Orders for on-line approval.

•When a change order is processed using the Advanced PO Modification Utility and this setting is enabled, an Item Requisition will be created with the details of the changes to the PO and the Change Order will remain “on hold” in the Buyer’s PO Work Area until the requisition is approved, at which point the Change Order will be “released” and can be processed as usual.

•A corresponding email notification called “Approved or rejected PO change orders” is available to inform the Buyer when the change order is ready for processing, rejected, or canceled.

•The approval levels that will be required for the requisition will be an accumulation of all the approvals rules that apply to all lines of the new (modified) PO.

PO change order processing VALUE threshold

•If the last option is selected in the previous setting ("...only if value increased by"), enter the dollar value that the PO must be changed by in order to require online approval.  Change Orders below this threshold will not require approval. Enter "0" (zero) to ignore the dollar value threshold and require approval regardless of the change in dollar amount.

PO change order processing PERCENT threshold

•Same as previous setting, but as a percentage threshold.  Again, you can enter "0" (zero) to ignore the percent threshold and require approval regardless of the change in dollar amount.

Modification print option

•When processing Change Orders, you can include all lines on the PO form (modified lines will be highlighted) or you can include only lines that have changed (i.e. unchanged lines will not appear on the order).

Document revision option

•Choose how to display revisions numbers on Change Orders.

Codes to update on open receipts/releases...

•In most cases, the information (fields) that you modify on Change Orders do not affect already processed transactions related to the PO.
 
However, these settings can be used to update the applicable account codes on any open Receipts and Releases related to the PO when change orders are processed.

•If you do not enable these settings, SpendMap will not update the account coding on open receipts/releases when a PO is modified (ie. the receipts and releases "own" their own account coding).

Store a printed PO image with each revision?

•SpendMap can optionally save a copy of each version of the PO whenever a Change Order is processed. You can view/print the PO version in the [PO CHANGE LOG] Tab of View PO Status.

Store a printed Change Order image with each revision?

•Similar to the previous setting, but stores a copy of each Change Order (which may be in a different format/layout than your regular PO.

Delete Change Order image when PO is closed and archived?

•If you are saving copies of POs or Change Orders using the previous two settings, check this box to delete these copies when POs are archived, otherwise the copies will be archived as well (which will consume additional disk space).

Do not allow processing of PO over ($)

•If you would like to limit the dollar value of POs that can be processed (by all buyers) with the Process New POs Utility, enter a maximum dollar value here. See the next setting for details on processing POs over this limit.

TIP: The Requisitions and Approvals Module offers more sophisticated options for limiting/controlling the dollar value of orders.

Access level to process these exceeded POs

•If you have entered a dollar limit for processing POs in the previous setting, enter the user access level required to process POs over the limit with the Process POs Over Limit Utility.

Number of days before closed POs are moved to the Closed PO Archive

•Enter the number of days before closed POs are moved to the Closed PO Archive when you Archive Closed POs.

•This setting is used to keep recently-closed POs in the Open PO Table for easy access and reporting purposes.  For complete details on archiving closed POs and the use of this setting, please see Archive Closed POs.

•A suggested value for most companies is 365 days.