SpendMap can automate and simplify many time-consuming Purchase Order management tasks, such as Purchase Order creation and status tracking, Change Order management, supplier and item catalog maintenance, spend analysis reporting, etc.
SpendMap will help you eliminate paperwork/spreadsheets/emails, save time, reduce errors and increase visibility in your Purchasing Department.
SpendMap supports a self-service environment where your staff can easily order the products and services that they need while maintaining full control over who buys what.
Requisitions are routed for online approval based on your business rules (workflow) before anything is ordered. Approvers are notified by email and can approve or reject Requisitions right from the body of the email notification itself, or they can log in to SpendMap on their PCs, tablets or phones to complete the approval process.
If you’re using paper, Excel or email for your approval process, this efficient online system will significantly reduce costs and accelerate the requisitioning process by days.
And if you’re currently waiting for your suppliers’ invoices to show up before the approval process begins, SpendMap can help you make the shift to pre-purchase approval to control spending at the source and gain visibility into your spending much earlier in the procurement process.
When goods or services are delivered, you can record receipts in SpendMap to update all applicable areas of the system, such as the status of the Purchase Order, the supplier’s delivery performance, item history, and so on.
Receiving also updates other modules of SpendMap as well, for example, increasing stock levels in the Inventory Control and Asset Management Modules. Receiving will also create an “accrual” to match the supplier’s invoice to for payment approval, in the Invoice Approval Module.
Receivers no longer have to send paper Packing Slips around your company since the folks in Purchasing, Accounts Payable and other departments can access receipt information in SpendMap to do their work.
The Receiving Module eliminates bottlenecks and lost documents while reducing the administrative burden of paper files.
In far too many organizations, the invoice approval process and reconciliation within the Accounts Payable department is the most laborious, time-consuming and error-prone step of the procurement cycle.
SpendMap complements your current Accounting or ERP system by replacing a cumbersome, paper-based invoice approval process with an efficient online system.
You can quickly and easily approve your suppliers’ invoices for payment, both Purchase Order related invoices as well as non-PO invoices. Once approved, invoices can be exported to your Accounts Payable system using the built-in A/P Interface.
With SpendMap’s invoice approval module, you will immediately increase control over payments, reduce data entry and document management costs and accelerate the invoice approval process by days.
The Request for Quotation Module makes it easy to get up-to-date pricing and encourages competition between your suppliers so that you get the best possible deal.
It’s fast and easy to create new RFQs in SpendMap and once you receive the bids and pick a supplier, you can convert/flip the RFQ into one or more Purchase Orders, with no duplicate data entry.
There’s even a handy Vendor Portal where your suppliers can respond to your RFQs and enter their pricing for you online.
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