Purchasing Software Quick Tour

Introduction

  • At SpendMap, we develop both Cloud and On-Premise software systems that automate the purchasing or procurement process in businesses and other types of organizations.
  • SpendMap is modular and easily expandable, so you can automate just your Purchase Orders if that’s all you need or you can add optional modules at any time to simplify more of your procurement process, from initial requisition and approvals all the way through to the approval of the supplier’s invoice and ongoing inventory control.
  • Click on the screenshots below or check out our System Overview Tutorial on YouTube.

Create Requisition

  • Enter requisitions on your computer, tablet or phone.
  • Easy-to-use Storefront/Shopping Cart makes it easy for staff to order the products and services that they need.
  • Guide staff to approved items and suppliers, for more on-contract spend.
  • Order directly from Amazon, Staples, Dell, Grainger and other online stores, with PunchOut integration.
  • Eliminate errors, slash paperwork, reduce costs and accelerate the requisitioning and approval process by days.

Routing Decision

  • New requisitions are routed to the right people based on business rules in the system (workflow).
  • Proper approval levels are enforced for every order, every dollar, every time.
  • Instantly notify managers/approvers of pending requisitions with automatic email notifications.
  • Send requisitions to a Proxy Approver when the primary approver is absent.

Approve Requisition

  • Approve requisitions on any computer, tablet or smartphone, or approve right from the body of the email notification that you receive from SpendMap (Email Approvals).
  • All supporting information is at your fingertips, including full account coding, attachments, real-time budgets status visibility and accurate purchasing history.
  • Optionally modify requisitions during the approval process to keep things moving forward.
  • Automatic email reminders if approval takes too long.

Generate Purchase Order

  • Flip approved requisitions into Purchase Orders or RFQs 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.

Distribute Purchase Order

  • Deliver Purchase Orders to your suppliers in seconds by email or instantly upload orders to Amazon, Staples, Dell, Grainger and other online stores with PunchOut integration.
  • Print hardcopy POs when needed.
  • Easily track order status online with automatic order receipt confirmation/acknowledgement
  • Replace internal paper copies with online Purchase Order data for receiving, invoice approval and easy historical analysis.

Receiving

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

Approve Invoice

  • Easily match supplier invoices to online Purchase Orders and receipts (three-way matching) for quick and easy payment approval.
  • Route any invoice discrepancies for additional approvals based on business rules/workflow.
  • Flexible integration tools to export 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/perpetual inventory levels at your fingertips.
  • Budgets and usage history are updated instantly when items are removed from stock.
  • Easy stock replenishment eliminates stock-outs and expensive rush orders; auto-build Purchase Orders for items low in stock.
  • Quickly and accurately calculate inventory dollar value for your 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 asset dollar value and depreciation for 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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