Purchase Order Software Quick Tour
- 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.
- 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!
- 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 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.
- 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.
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