Release Work Area

In addition to entering new Releases directly into your Work Area (i.e. from scratch), Releases can be built automatically from other sources, including:

•Approved Requisitions.

•Inventory items that have fallen below their re-order level, via the Staging Batch.

•Item requirements imported from another system, via the Staging Batch.

Various utilities related to your Release Work Area can be found in the Releases section of the Main Menu, including utilities to process new releases, cancel releases, etc.

When you [ADD] new Releases, the Release Number will default to the next available number and you may be able to modify the number, based on the settings in Incrementing Release Numbers.

If you have already added a new Release in this session, when adding subsequent items, you will be prompted to [USE THIS NUMBER] to add the new items to the current Release that you are working on or you can select [CREATE NEW NUMBER] to begin a new Release document.

Status	Description
(deleted)	•Item has been [DELETED] and will be removed when the batch is processed.
(on hold)	•Item has been placed on [HOLD] and will remain in the Work Area when other Releases are processed. The item will remain on hold until the hold is removed or the item is deleted.
(ready)	•Item is ready for processing.
(error)	•An error was encountered while processing the release. If this occurs, the line will remain in the Work Area. To view the applicable error message, select [MODIFY] or double-click on the line. Make the appropriate adjustments and process the Release again.

Button	Description
[DONE]	•Exit the Work Area and return to the Main Menu. You will get a pop-up option to process the batch now or you can leave Releases in your Work Area to be processed later.
[ADD]	•Add a new Release line item, either to the current Release or to a new Release. For details, see "About Release Numbering", above. •You will be prompted to select a PO to release against, after which you will be at the PO Line Item Summary Screen where you can select a line item on the PO to release against. You can release items from multiple POs on the same Release number if you wish.
[MODIFY]	•Modify the selected line item. Alternatively, double-click on the line. This takes you to the Release Line Item Details Screen.
[DELETE]	•Deletes the selected line item. •A "" symbol will be displayed in the Status Column indicating that the item will be removed when the Releases are processed. •Click [DELETE] again (before processing) to undelete the line.
[HOLD]	•Place the selected line item on hold. Click [HOLD] again to remove the hold. •A "" symbol will be displayed in the Status Column indicating that the item will NOT be processed and will remain in the Work Area when other Releases are processed.
[RESET STATUS]	•Resets items flagged as (error) back to a non-error status so you can try processing them again.
[VIEW PO]	•View the PO Status details of the PO that the selected item was released against.

Field

Description

Quantity Released

•You can only release up to the On Order quantity, less any open Releases.

Unit of Measure

•The Unit of Measure defaults to the units used on the PO but can be changed.

•If you change the units, when you save the Release, SpendMap will convert back to the item’s base/stocking units of measure and you will have the opportunity to [ACCEPT] or [REJECT] the converted quantity.

Location

•For Stock Items that are kept in multiple stock Locations/Warehouses, enter a location to receive the item.

Date Required

•The Delivery Date for the item.

•In addition to appearing on the Release Document to inform the supplier when the item is needed, this date is also used to determine when items are late in various areas of the system (e.g. Late Purchase Orders Report, Supplier Performance Report) should the item not be received by this date.

Release Number

•When you add new Releases, the Release Number will default to the next available number and you may be able to modify the number, based on the settings in Incrementing Release Numbers.

A/P Comment

•This optional comment field is commonly used to pass additional information along to Accounts Payable when using the Invoice Approval Module but can be used for any purpose (it will carry forward to many screens and reports).

•The title of this field is user-definable.

Request-By

•While the title of this field can be renamed, the Request-By field is typically used to record the individual that needs an item being purchased (i.e. the end-user of the item) when that person is not creating the order in the system him or herself. That is, Request-By codes are most commonly used when someone is ordering on behalf of someone else.

Ship-to

•The ship-to code specifies where the item is to be shipped by the supplier. A different Ship-to can be entered for each item on the Release.

G/L Account

•Enter an individual G/L Account for this line item or use the [SPLIT] button to charge this line to more than one G/L.

•G/L Account Codes are used to categorize and track your spending. While the title of this field can be renamed, the term “G/L Account” generally defines the type of item being purchased. For example, most organizations would have G/L Account codes for things like office supplies, computer supplies, services, etc.

Cost Center

•Enter an individual charge-to Cost Center for this line item or use the [SPLIT] button to charge this line to more than one Cost Center.

•Cost Center Codes are used to categorize and track your spending. While the title of this Master File can be renamed, the term “Cost Center” generally refers to who or what will be using an item being purchased, that is, the “end-user” of the item. Aside from “Cost Center”, commonly used terminology includes Charge-To, Department, Business Unit, Project, Job, etc.

Project and Job

•The Project and Job fields can be used to complement the G/L Account and Cost Center fields to categorize and track your spending. You can track purchase history and otherwise sort, filter and search for information in SpendMap by Project and Job.

Button

Description

[OK]

•Save the Release.

•You will then be presented with various additional options...

[CANCEL]

•Exit (back up one screen) without saving your changes.

[SPLIT]

•Split-charge the Release to more than one G/L Account or Cost Center.

[NOTES]
(includes file attachments)

•View or modify the internal notes or attachments for the PO line item.

•Separately, you can enter notes on the Release itself (rather than the associated PO line item) when you click [OK] to save the Release. For details, see "Questions and Options", below.

[VIEW PO]

•View the PO status details of the PO line.

[VIEW ITEM]

•View the Item Master File details of the item (in view-only mode).

SpendMap User Guide (v14.5)