Purchase Orders are at the core of SpendMap (and arguably at the core of the Procurement function), so you should be up and running with Purchase Orders before implementing the other modules of the system.
Even if you plan to implement the optional Requisitioning Module, start with POs. While it's true that the requisitioning and approval process precedes the creation of the Purchase Order, it's a good idea to get comfortable with Purchase Orders before requisitions start coming through the system. Just keep doing your requisitions the way you are now (e.g. phone, e-mail, etc.) and create the Purchase Orders in SpendMap until you're comfortable, then you can start building POs from approved requisitions when you're ready.
Basic Configuration and Setup Wizard
Compared to other modules, there is a bit more configuration needed to start using the Main Purchasing Module. To help you get started faster, the Setup Wizard will take care of the basic configuration for you.
If you need to change the settings in the future, you can visit the applicable setup utilities (referenced below) to make the adjustments.
Create User Accounts
The Setup Wizard will create your first user account for you but if other people are going to be using the system, you'll need to add additional user profiles.
Master Files
Master Files contain information that will be re-used in order to reduce data entry and save time. For example, when creating Purchase Orders and other documents, you can select suppliers, items, and other information from the Master Files, which will default information on the document, such as the supplier's address, description of the item and pricing, etc.
While the use of Master Files certainly has many benefits, you don't necessarily have to set up the Master Files before you start entering Purchase Orders. You may elect to not use a Master File at all, in which case you can use one-offs.
You might also decide to add to the Master Files on-the-fly as you create each new Purchase Order, rather than setting them up in advance. This means that you can start processing Purchase Orders sooner but each PO will take longer as you add the Master File information on-the-fly as you go.
If you do decide to set up your Master Files in advance, you can save a bunch of time by importing the data, rather than manually keying it into each Master File.
TIP: The two biggest Master Files (i.e. the two that are the most work to set up) are the Supplier and Item Master Files. If you're finding that it's too much work to set up all your suppliers and items in advance, consider the 80/20 rule. That is, 80% of your Purchasing volume is likely with 20% of the total number of suppliers and items that you deal with. If so, you can pre-populate only 20% of the most commonly used items and suppliers, so that you can start processing orders sooner than later. Then, you can add the balance (80%) of the items and suppliers on-the-fly as you create each new Purchase Order. Again, just one option to consider - if you already have your lists of items and suppliers, then go ahead and pre-load them all to save time once you start processing orders. Or, again, feel free to use one-offs if you prefer that over using the Master Files.
Other Configuration Options
In addition to the basic configuration described above (i.e. completed by the Setup Wizard), there are many other settings that affect Purchase Orders and the other features of the Main Module.
For example, you might want to change the names of some fields or perhaps force certain fields (i.e. make them mandatory) when entering POs.
So you might want to review the various settings in the Setup System area, in particular the options in the User Defined Terminology and Settings menu group and in the Purchase Order Settings menu group.
Again, you can always come back and visit these more advanced configuration options in the future if you prefer.
Need a Little Help?
SpendMap offers a full range of Professional Services, such as training and implementation consulting. Just contact our Client Services Group, who can configure this module to your needs and help you get started faster.
