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.
  • While each module is optional, SpendMap automates things like Purchase Orders, requisitions and approvals, supplier invoice approval and inventory control.

Create Requisition

  • Easy-to-use Shopping Cart makes it a pleasure for your staff to request the products and services that they need, using on any computer, tablet or phone.
  • Encourage use of your preferred items and suppliers, for more on-contract spend.
  • Get rid of paperwork/spreadsheets/emails, eliminate errors 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.
  • 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 the approver’s fingertips, including real-time budget visibility and previous spending history.

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 more.

Send Purchase Order

  • Send Purchase Orders to your suppliers by email, including any attachments.
  • Automatic receipt confirmation to make sure your suppliers receive your orders.
  • Optionally upload your orders to Amazon, Staples, Grainger and other online stores, with PunchOut integration.
  • Print hardcopy/PDF Purchase Orders if needed.

Receiving

  • Receive products or services using your computer or phone, 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.
  • Send 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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