SpendMap User Guide (v14.5)

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Navigation: Purchasing (Main Module) > Setup System

System Alert Log Settings

PURCHASING > Setup system > System alert log settings

These settings determine the transactions that will be logged to the System Alert Log.

In addition to the optional transactions that can be configured here, some critical transactions are logged always and cannot be disabled or configured (e.g. cancelling a PO, system errors, etc.).

Related features

The System Alert Log is a good tool for monitoring what has happened in SpendMap (i.e. after-the-fact). For more proactive Spend Management, consider using the Requisitions and Approval Module.

System Alert Log Settings Screen

Fields

Field

Description

Purchase Orders

Log if PO line amount is over ($)

•This amount refers to a SINGLE PO line item, NOT the PO total amount. You may want to be made aware of high value orders.

Related settings

You can limit the maximum PO value that can be processed with Process POs Over Limit.

Log if PO line amount is under ($)

•This amount refers to a SINGLE PO line item NOT the PO total amount. You may want to be made aware of low value orders, for example, if your policy is to use other procurement mechanisms (e.g. P-Cards) instead of Purchase Orders for low value orders.

Log unit % price change over (%)

•This is the percent difference between the unit price defined in the Item Master File and the unit price entered on Purchase Orders for the item.

•NOTE: If Volume Discounts have been specified for an item, no entry to the System Alert Log will be made regardless of this setting.

Related settings

You can optionally allow users to update prices in the Item Master File while entering POs. For details, see PO Entry Settings.

Log number of week of stock over

•If you are using the Inventory Control Module, you can keep track of when more than a certain number of weeks worth of stock is purchased. This can help keep stock levels (and associated carrying costs) to a minimum.

•This setting only applies if your system has been configured to “Display/calculate stock forecast” in Inventory Options.

Log number of weeks of stock under

•Similar to previous setting, this can help you keep track of when you are ordering less than a certain number of weeks worth of stock. This can help spread per-order (fixed) procurement costs over a reasonable quantity of items, thereby reducing the overall cost of goods.

•This setting only applies if your system has been configured to “Display/calculate stock forecast” in Inventory Options.

Log if non-standard supplier chosen?

•Standard suppliers are defined for each item in the Item Master File. If you check this box, users will be prompted to enter a reason for selecting a non-standard supplier when entering POs and Purchase Requisitions, and a log entry will be made, including the reason they type in.

•TIP: To proactively prohibit users from buying from non-standard suppliers (as opposed to just logging it after-the-fact), use the setting "When selecting items to add to document" in PO Entry Settings.

Receipts and Invoices

Log canceled receipts

•To log when receipts are canceled, check this box.

Log attempts to exceed invoice

•If you are using the Invoice Approval Module, this setting can be used to log when users attempt to process invoices that exceed the PO value by more than the user’s allowable invoice error (which can be specified for each user in the User Master File).

•This setting will log when any of the following occur:

•If the Invoice Discrepancy feature has NOT been enabled in Invoice Options (i.e. users cannot create invoice discrepancies), a log entry will be made if a user is stopped from processing an invoice (i.e. the invoice would exceed the user’s allowable invoice error).

•If the Invoice Discrepancy feature has been enabled, a log entry will be made if a user is stopped from processing/approving a discrepancy (i.e. the invoice would exceed the user’s allowable invoice error).

•All invoice discrepancies that are successfully processed will also create a log entry.