Supplier Master File

You can select whether to display 1) the code or 2) the description when displaying the supplier on screens throughout the system.

In addition to creating new suppliers in the Supplier Master File, suppliers can also be imported from other systems.

Suppliers can also be added "on-the-fly" as you work in other areas of the system.

You can track changes to this master file with the Master File Update Log.

While most Master File codes can be deleted directly from the main Master File screen, additional functions are performed when suppliers are deleted, and so a separate Delete Utility is provided.

To prohibit use of a supplier while retaining the supplier in the Supplier Master File for reporting and reference purposes, you can lock supplier codes.

Use the [NOTES] button to enter internal notes and attachments for the supplier for reference purposes.

TIP: You can view the Supplier Screen (and therefore the notes and attachments) from most areas of the system by selecting the [VIEW] button on any supplier Lookup list.

You can indicate which items are supplied by each supplier in the [SUPPLIER] folder of the Item Master File.

If you have multiple lists/groups of suppliers , you can divide your Supplier Master File into multiple Catalogs. For example, you might have separate lists of suppliers for different business units or users.

Address Groups are used to maintain a single Supplier Code in SpendMap for reporting purposes while allowing for different information (address, terms, etc.) to default on POs and other documents based on the Address Group selected for each order. When you select the Supplier Code on a PO or other document, if there are multiple Address Groups for the supplier, you will be prompted to select an Address Group to use for that order.

While working in the Supplier Master File, just select an Address Group from the Current Address Group drop-down list to see the Address-Group-specific information.

If you select a secondary Address Group (i.e. other than the Primary Address Group) and a field is not accessible (grayed out) in one of the folders, it means that the field must be the same for all Address Groups. In this case, SpendMap will pull the information from the field in the primary Address Group, regardless of which Address Group is selected when the PO or other document is created.

NOTE: Never reuse Address Groups for a new/different supplier location (business unit). Always add a new Address Group for each new supplier location and delete old Address Groups if no longer needed. If you were to reuse an old Address Groups and simply change the address information, previous orders that reference that Address Group would reference the new (incorrect) address information.

Managing Address Groups

Use the Current Address Group field in conjunction with the [ADD], [DELETE] and [RENAME] buttons...

Button	Description
[ADD]	•Adds a new Address Group and copies the applicable fields from the currently selected Address Group.
[DELETE]	•Deletes the currently selected Address Group.
[RENAME]	•Renames the currently selected Address Group.

Field

Description

Supplier Code

•Used to reference the supplier on screens and reports.

•Once the supplier information is saved, you will not have access to this field. To modify an existing Supplier Code, use the Rename Utility.

•Can be 12 characters in length and any combination of letters, numbers, or spaces.

•This is a mandatory field.

Name

•Description or name of the supplier, used to reference the supplier on screens and reports.

•May print on forms and can be searched when searching for suppliers.

•This is a mandatory field.

Contact Info

•The contact person, address, phone and fax numbers may print on POs and other forms.

•The fax number will also be used in conjunction with the with the Send Docs Via field, below, to send POs and other documents to this supplier by fax. If a prefix to the fax number is required when dialing (e.g. “+9” to get an outside line, “+1” for long distance, etc.), you can either include the prefix in the fax number itself or you can use the Fax Rate Type field and then indicate the applicable dialing prefixes for each Fax Rate Type in Fax Settings.

Send Docs Via

•Used to establish how POs and other documents are to be sent to this supplier by default. Regardless of your choice here, you will have the option of modifying this field for each PO in your PO Work Area.

•See also Electronic Documents.

REGULAR/MAIL - A hard copy will be printed when documents are processed.

DIRECT FAX - Documents are faxed automatically when processed with the Faxing Module. You have the option of printing a hard copy when processing. Ensure that you enter the supplier's fax number and select the appropriate Fax Rate Type.

E-MAIL - Documents are sent via e-mail when processed with the E-mail Module. You have the option of printing a hard copy of the document when processing. Ensure that you enter the supplier's e-mail address.

NONE/VERBAL - Documents are not printed or transmitted when processing. Use this option when you phone in orders to the supplier AND do not want to print/send a confirmation copy. If you want to print or send a confirmation of a verbal order, select another Send Docs Via option (above) and, if required, you can select the Confirmation Only check box on the Purchase Order Header Screen so that "Confirmation Only" or equivalent prints on the PO document.

Additional Option (PunchOut, XML)

In addition to the options listed above, if you are using PunchOut, you can also send POs to your suppliers via XML. However, there is no “XML” Send Docs Via option for the supplier here. Rather, if you have set up the details for the supplier in the [PUNCHOUT] folder AND the PO was created by selecting items from your supplier’s web site via a PunchOut session, the Send Docs Via field on the PO will default to XML automatically. That is, the use of PunchOut/XML will override the default Send Docs Via setting for the supplier.

E-Mail Address

•Used in conjunction with the Send Docs Via field, above, to send POs and other documents to the supplier by e-mail.

•To create an e-mail message for this supplier in your default e-mail system, click on the [GO] button. You can also broadcast an e-mail to all or some suppliers.

Web Site Address

•To launch your browser and go to the site entered, click on the [GO] button.

TIP: You can view the Supplier Screen (and link to the web site) from most areas of the system (PO entry, Requisition entry, etc.) by selecting the [VIEW] button on any supplier Lookup list.

•To link to a product-specific page on a supplier’s web site, you can also store links in the [SUPPLIER] folder of the Item Master File.

Field	Description
Currency	•For suppliers that sell to you in currencies other than your own (landed) currency, enter the supplier's currency code. •The supplier's currency will print beside the values on POs and other forms and will show on various screens and reports. •SpendMap will automatically convert the value of purchases from foreign to landed currency for internal report purposes. •NOTE: You cannot change the currency for a supplier once you start processing POs or other transactions for the supplier.
Global Note	•A reminder note that will be displayed (pop-up) throughout the system when the supplier is selected. TIP: If more space is needed, consider using the [NOTES] button (which supports unlimited internal notes for the supplier), and enter “See internal notes” in this field.
Comment	•Will carry over to POs and other documents. •Might be used for your Account Number with the supplier. •The title of this field is user-definable.
FOB Point	•The FOB code will carry over to POs and other documents. •Defines who is responsible for payment of shipping costs and where the title to the goods is transferred to you.
Delivery Note	•Will carry over to POs and other documents. •Indicates how shipments from the supplier are to be delivered. •For example, "Pick-Up", "Federal Express Overnight", "your truck", etc.
Terms of Payment	•The Terms of Payment will carry over to POs and other documents. •The Terms describe the conditions of payment for the order and typically specify the period allowed for the buyer (you) to pay the amount due. •The Terms are also used to calculate early payment dates and discounts.
Boilerplate for Purchase Order	•The text from the Boilerplate indicated here will automatically be added to POs and other documents created for this supplier. For example, you may have special terms or instructions that you want to appear on all POs for this supplier only. •For more details, see Boilerplate Summary.
Tax Codes	•Used to default the taxes on POs and other documents for the supplier, if the taxes are determined by the supplier that is selected for the document, such as when using out-of-state/province suppliers and self-assessing taxes. •Taxes can also default on documents based on many other fields and there is a priority/hierarchy. For details, see Tax and Exchange Rate Master File.
PO Expediting	•Indicates whether this supplier should receive Delivery Expediting Notices.

Field	Description
A/P Interface Option	•This setting can be used to override the default export option (i.e. the "Interface Option" selected at the top of the screen in A/P Interface Settings) for transactions for this supplier. For example, if you normally export approved invoices to our A/P system electronically but prefer to enter invoices FOR THIS SUPPLIER manually in your A/P system, you might only include transactions for this supplier on the report (e.g. to use as a working document to process the transactions manually).
Accounting Code	•This can be used to replace the Supplier Code specified in SpendMap when exporting transactions to your Accounting/financial/ERP or other systems. •If this field is populated, the contents of this field it will be used instead of the Supplier Code entered in SpendMap, when performing transactional interfaces, such as when passing invoices, receipts or other transactions from SpendMap to another system, as well as on related reports. •Sometimes called "code mapping", this allows you to use different coding in SpendMap than in your other systems.
Remit-to Address	•If entered, the Remit-To Address will be used instead of the regular supplier address when performing an Invoice Export (A/P Interface). This is useful when the supplier has different addresses for Purchase Orders (i.e. Sales) and Accounts Receivable. •This is only used if you include the supplier's address fields as part of the Invoice Export data format. In many cases, the address to send payments to will be taken from the Accounting System (i.e. not included in the Invoice Export), in which case these fields are not used. •In addition, the address can optionally be displayed to users when approving Invoices. See Invoice Options for details.

Button	Description
[ADD]	•Add a new classification to the list.
[DELETE]	•Delete the currently selected classification.
[NEW]	•Delete all classifications (start over).
[SELECT PRIMARY CLASS]	•Make the currently selected classification the primary classification for the supplier.

Field	Description
PUNCHOUT URL	•The URL for the supplier’s PunchOut website. Enter either the supplier’s URL or a Network Commerce Hub URL. •The checkbox below indicates whether the URL represents a Network Commerce hub and will enable/disable certain functionality.
URL FOR XML POs	•The URL that SpendMap will use to send XML Purchase Orders to the supplier.
OPTIONS FOR XML POs	•Select the first option to allow ad hoc (i.e. non-PunchOut) items to be included on XML POs for this supplier, that is, if the supplier accepts line items that were NOT created by Punching Out to select the items via the supplier’s Shopping Cart. •Select the second option if this supplier accepts attachments with XML POs. This field will be disabled if you are using a Network Commerce Hub.
ITEM MAPPING OPTION	•Select this option if you would like SpendMap to use an internal item code from the Item Master File instead of a one-off (“*”) item code on POs and other documents that are built from a PunchOut session. •If this feature is enabled, once a user has Punched Out to select items from the supplier’s web site, when the items are brought back into the system to populate the document, SpendMap will search for an internal item code based on a matching supplier’s item code (as specified in the [SUPPLIER] folder of the Item Master File). If a match is found, the Item Code Field on the document will be populated with the applicable internal Item Code and the item’s history will be updated with the transaction accordingly. •In addition, SpendMap will automatically update the following fields in the Item Master File based on the item’s information on the supplier’s web site to keep internal item information current: short description, extended description, price and price units.
SUPPLIER’S IDENTITY	•Enter the supplier’s DUNS number or Network ID, used to uniquely identify the supplier's organization.
YOUR IDENTITY	•Enter your company's DUNS number or Network ID, used to uniquely identify your organization. •If you select "DUNS", SpendMap will pull the value from PunchOut Settings, otherwise you can enter a Network ID to override the default value when Punching-Out to this supplier.
SHARED SECRET	•Enter the password that has been issued to you by your supplier to access the supplier’s PunchOut site.

Button	Description
[REFRESH PUNCHOUT SETTINGS]	•If you are using a network commerce hub, use this to update the PunchOut settings from the hub (in the event the supplier changed something). This allows the settings to be updated automatically instead of manually.

Button

Description

[ADD]

•Add a new user to the list. This will take you to a blank Portal User Details Screen.

[MODIFY]

•Modify the currently selected user. Alternatively, double-click on the line. This will take you to the Portal User Details Screen.

[DELETE]

•Delete the currently selected user.

[INVITE USERS]

•When new users are added and saved, use this button to send them an e-mail invitation. The system’s default invitation will be displayed for you to edit if necessary before sending.

Field	Description
Name, Title, Position	•Used for reference purposes. May show on some screens and reports.
Comment	•Used for reference purposes. May show on some screens and reports.
Phone and Fax	•Used for reference purposes. May show on some screens and reports.
E-Mail	•E-mail address used to log into the Portal and to receive e-mail notifications from the system (e.g. initial invitation, when new RFQs are posted, etc.).
Last Login	•The last time the user logged into the Portal. Updated automatically.

Button	Description
[OK]	•Saves the information entered and exits back to the [PORTAL] folder.
[CANCEL]	•Exits back to the [PORTAL] folder without saving changes.
[INCLUDE/EXCLUDE TASK]	•Turns the currently selected task on or off. Same as double-clicking on the line or clicking the box () in the Include Column..
[RESET PASSWORD]	•Clears/resets the user’s password. You will be prompted to enter a new temporary password for the user. The user will be prompted to change their password the first time they log into the Portal.

Folder	Contents of the Folder
GENERAL	•Address and other contact information that will carry forward to POs and other documents.
MISCELLANEOUS	•Other default information that will carry forward to POs and other documents.
ACCOUNTS PAYABLE	•Alternate Supplier Code, Remit-to Address and other settings for use with the Invoice Approval Module.
CORPORATE	•Miscellaneous statistics and company information for reference purposes.
CLASSIFICATIONS	•Classification (categories) for the supplier, for use when searching and filtering reports.
PUNCHOUT	•URL and other information used when integrating with the supplier’s web-based order entry system (e-commerce site).
PORTAL	•Users who can access the Supplier Portal.

SpendMap User Guide (v14.5)

General Folder

Miscellaneous Folder

Accounts Payable Folder

Corporate Folder

Classifications Folder

PunchOut Folder

Portal Folder

Fields