To reduce the number of printed documents and to reduce processing time, you can send Purchase Orders, Releases and RFQs to your suppliers by fax and e-mail.
In addition, SpendMap offers a PunchOut module that can be used to push Purchase Orders directly into your suppliers’ online order entry systems, with no human intervention on your part or the part of your suppliers.
Finally, suppliers can receive their RFQs using the Supplier Portal.
For additional information, see Document Forms.
Selecting a Delivery Option for each Supplier and Document
You can indicate how each supplier wants to receive their documents, using the Send Documents Via field in the [GENERAL] folder of the Supplier Master File.
In most cases, you will have the option to override the supplier's default document delivery option for each new document as they are created.
Processing New Documents
When processing new POs and other documents, SpendMap will automatically transmit the documents to your suppliers, with no manual intervention required. The system will get the supplier’s fax number or e-mail address from the Supplier Master File and will generate cover pages automatically.
For those documents that are being sent electronically, you will also have the option to print a hard copy as well.
Documents in PDF Format
When you e-mail documents to your suppliers, they will be in PDF format if PDF support has been enabled in your system.
Attachments
If you have attached files to POs and other documents, when e-mailing the documents, the attachments will be included with the e-mail automatically.
If faxing documents, only .PDF and .TXT attachments will be incorporated into the body of the fax itself. If you attach other types of files, you will be prompted to print them separately when the documents are sent.
E-mail Notification of Canceled Documents
Suppliers will receive an automatic e-mail notification if a Purchase Order, Release or RFQ is canceled that was originally sent to the supplier by e-mail.
