Purchase-to-Pay Software Modules

Purchasing (Purchase Orders)

The ease of use, extensive functionality and superior support allows us to schedule our Purchase Orders, track the process and analyze our commitments which allows us to set the mark of a superior organization to our vendors.
– Karl Wighaman, Network Manager

Highlights

• Create Purchase Orders with a few clicks of a mouse or copy existing Purchase Orders or PO Templates to save even more time.
• Automatically build POs from approved Requisitions.
• Customizable PO form with your company logo and optional electronic signatures
• Print or email Purchase Orders to your suppliers directly from the system.
• Optionally push orders directly into Amazon, Staples, Dell and other online stores, with PunchOut integration.
• Change Order management, including revision numbering and tracking.
• Budget controls.

Benefit Summary and ROI

The diligent use of Purchase Orders is usually the first line of defense against unwanted spending but when paper, Excel, email and other rudimentary systems fall short, many Buyers, Purchasing Managers, CFOs and business owners turn to SpendMap to gain control of their Purchasing.

SpendMap can automate and simplify many time-consuming Purchase Order management tasks, eliminate paperwork/spreadsheets/emails, save time, reduce errors and increase visibility in your Purchasing Department.

Requisitions and Approvals

Great product!  Love how I am able to keep track of the requisitions that our employees make.  We are finally able to see how much each department spends and how.  SpendMap has made my purchasing a breeze and the employees say that it is as easy as ordering online.  Thank you.
– Maricela Partida, Buyer

 

Highlights

• Enter and approve Requisitions on any computer, smartphone or tablet.
• Easy-to-use Shopping Cart makes it a pleasure for your staff to order the things that they need.
• Select items from an internal Item Catalog or PunchOut to leading supplier websites like Staples and Amazon to pick items.
• Route Requisitions to approvers/managers for online approval based on business rules in the system (automatic workflow).
• Automatic email notification and Email Approvals (approve or reject right from the body of the email).
• Flip approved Requisitions into Purchase Orders with no additional data entry, or route to the Stock Room to be filled from your internal inventory.
• Requisitions update budgets immediately, before orders are placed with suppliers, rather than weeks later when the invoice shows up.

Benefit Summary and ROI

With SpendMap’s Requisitions and Approvals Module, staff members can easily order the products and services that they need while maintaining full control over who buys what.

New Requisitions are sent for online approval based on your business rules (workflow) before anything is ordered.  For the ultimate speed and convenience, Approvers are notified by email and can approve or reject requisitions right from the email message itself, or they can log into SpendMap to complete the approval process in seconds, using any computer, tablet or phone.

If you’re using paper, Excel or email for your approval process, this fast and easy online system will significantly reduce costs and accelerate your requisition and approval process by days.  And if you’re currently waiting for invoices to show up before the approval process starts, you can make the shift to pre-purchase Requisition approval to control spending at the source and gain visibility into your spending much earlier in the procurement process.

Receiving

Highlights

• Record receipts using any computer, smartphone or tablet.
• Supports both central and end-user receiving.
• Unlimited receipts per Purchase Order.
• Receipt history and late PO reporting.
• Export receipt data to other systems if needed.
• Optional Barcode Module simplifies receipt transactions.

Benefit Summary and ROI

When your suppliers deliver products and services, you can record receipts in SpendMap to keep an eye on late orders, track item history, and report on the status of your Purchase Orders.

If you’re using SpendMap’s optional Inventory Control modules, entering receipts/packing slips in SpendMap will increase stock levels automatically.

And if you approve your suppliers’ invoices using SpendMap, Receiving will also create an “accrual” to match the supplier’s invoice to for payment approval.

Receivers no longer have to send paper Packing Slips or email information around your company manually because 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.

Supplier Invoice Approval

We have integrated SpendMap with our accounting system, painlessly and with complete success.
– John S. Barlow, Global Manager – Technical Services

Highlights

• Two and three-way invoice matching for fast and easy approval of Purchase Order related invoices.
• Optional AI-Powered “No-Touch” invoice approval – the AI does most of the work, so you only have to deal with the exceptions.
• Support for non-PO invoices (e.g. rent, utilities, etc.).
• Export approved invoices to your Accounting or ERP system for payment processing.
• Add freight and other charges at invoice approval stage, without having to modify the PO.
• Route invoice discrepancies for additional approvals, if necessary.
• Attach scanned invoices.
• Split-charge invoices to multiple account codes.
• Detailed reporting, including Accrual and Invoice Aging reports.

Benefit Summary and ROI

In many organizations, the process of approving supplier invoices for payment is one of the most time-consuming and error-prone steps of the procurement cycle.

With SpendMap’s Invoice Approval Module, supplier invoices can be approved quickly and easily, and then optionally exported to your Accounting or ERP System for payment processing.

The Invoice Approval Module will help you increase control over payments, reduce data entry and document management costs, and accelerate the invoice approval process by days.

Request For Quotation (RFQ)

Highlights

• Create RFQs with a few clicks of a mouse or copy existing RFQs or RFQ Templates to save even more time.
• Automatically build RFQs from approved Requisitions.
• Customizable RFQ form with company logo.
• Print or email RFQs to your suppliers directly from the system, or invite suppliers to your private Supplier Portal where they can review their RFQs and submit their pricing online.
• Award entire RFQ to a single supplier or split RFQs between multiple suppliers.
• Automatically build Purchase Orders or Requisitions from awarded RFQs with no duplicate data entry.

Benefit Summary and ROI

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 Supplier Portal where your suppliers can respond to your RFQs and enter their pricing for you online.