Purchase Order Software Quick Tour

Introduction

  • Click on these screenshots for a quick look at how SpendMap can simplify your entire purchasing process and help you better control your company’s spending.
  • For a deeper dive, check out our Free Demo Systems.
  • SpendMap is modular and expandable, so you can start with just your Purchase Orders or bring on optional modules at any time to automate more of your purchasing process, from initial requisition and approvals all the way through to the approval of the supplier’s invoice.

Create Requisition

  • Easy-to-use Shopping Cart makes it a pleasure for your staff to order the things that they need to keep your business running.
  • Request products and services on any computer, tablet or phone.
  • Encourage use of your preferred items and suppliers, for more on-contract spend.
  • Slash paperwork, eliminate errors, reduce costs and accelerate the requisitioning and approval process by days!

Approval Workflow

  • New requisitions are sent to the right people based on your business rules (i.e. your workflow).
  • Proper approvals are enforced for every order, every dollar, every time.  Nothing falls through the cracks.
  • Instantly notify managers/approvers with automatic email notifications.

Approve Requisition

  • Approve requisitions on any computer, tablet or smartphone.
  • Avoid logging into the system and approve right from the body of the email notification that you receive from SpendMap (i.e. Email Approvals).
  • All supporting information is at your fingertips, including full account coding, attachments, real-time budget visibility and prior purchasing history.
  • Full audit trail of who approved what and when.

Generate Purchase Order

  • Convert/flip approved requisitions into Purchase Orders with no additional data entry and no errors.
  • Easily consolidate orders to reduce shipping costs.
  • Create Purchase Orders from scratch (no requisition) when needed.
  • PO form can be customized to your needs, with your logo, electronic signatures, optional Terms and Conditions page, and so on.

Send Purchase Order

  • Send Purchase Orders to your suppliers by email, including any attachments.
  • Be confident that your suppliers receive your orders, with automatic receipt confirmation.
  • Optionally upload your orders to Amazon, Staples, Grainger and other online stores, with PunchOut integration.
  • Print hardcopy Purchase Orders when needed.

Receiving

  • Receive products or services using your computer, tablet or smartphone to update the status of the order for late order tracking and easy supplier invoice approval (see below).
  • Consumable inventory and asset records are updated instantly when items are received (if using those optional modules).
  • Supports both end-user and central receiving process.

Approve Supplier's Invoice

  • Easily match your suppliers’ invoices to Purchase Orders and receipts in SpendMap (i.e. three-way matching) for quick and easy payment approval.
  • Route any invoice discrepancies for additional approvals (e.g. price change, additional freight charge, etc.).
  • Accounting system integration: Send approved invoices to your Accounts Payable system for processing, with no duplicate data entry.
  • Slash invoice processing time, eliminate late payment charges and start taking advantage of early payment discounts.

Consumable Inventory Control

  • Manage your consumable inventory such as office supplies, maintenance supplies, parts, etc.
  • Real-time inventory levels at your fingertips.
  • Budgets and usage history are updated instantly when items are removed from stock.
  • Automatically build Purchase Orders for items that are low in stock; eliminate stock-outs and expensive rush orders.
  • Quickly and accurately calculate the dollar value of your inventory for month-end or year-end reporting.

Fixed Asset Management

  • Manage your fixed assets such as computers, equipment, furniture, vehicles, and so on.
  • Track the location of your assets and easily identify assets that are missing.
  • Quickly calculate the dollar value of your assets, as well as depreciation and book value, for your year-end reporting.
  • Generate accurate asset reports for insurance claims, government and audit requirements.

Are you ready to get started with SpendMap?

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