Many fields in SpendMap have "Master Files" behind them.
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, users, account codes and other information from the Master Files.
Information will be copied from the Master Files onto the document/transaction but in many cases can be modified for each document. For example, you might need to modify a supplier’s address or contact information that defaults on a PO or Requisition.
Each Master File entry (each "record") is identified by a code, such as supplier codes, account codes, item/part codes, etc. On data entry screens, you can either type the Master File codes if you know them by heart or you can search for Master File codes using the Lookup Feature (outlined below).
In addition to reducing data entry, Master Files can also help you control your spending by directing your staff to your preferred suppliers and items (with negotiated pricing and terms). Master Files are a primary tool to help reduce maverick purchasing.
The information in a Master File may also be used to determine how various system functions will operate. For example, in the Supplier Master File you can indicate how each supplier wants to receive their POs (e.g. hard copy, by fax, e-mail, etc.), while in the Item Master File you can indicate whether or not you keep stock of an item, which will enable the inventory control functions for that item.
Finally, when you use Master File codes on POs and other documents/transactions, you will be able to track history for the applicable codes. You can generate reports by supplier, by item, by account code, etc.
Using One-Offs
In some cases, even if there is a Master File available for a field, you may elect to not select a code from the Master File and use a "one-off" instead (i.e. enter the details "free form"). For example, when creating Purchase Orders, you can use one-off suppliers, items, bill-to and ship-to accounts.
To use a one-off, enter <*> (an asterisk) in the applicable data entry field.
While you will need to enter the details manually when using one-offs (i.e. information will not default from the applicable Master File), if you will never be using a supplier, item, etc. again in the future, it may not be worthwhile to add a new code to the Master File.
However, while this is convenient for one-time purchases, the use of one-offs should be limited as you cannot track code-specific history, since there is no supplier, item or other code to report by for one-off transactions. While one-off transactions are still stored in SpendMap's database and will show on reports and inquiry screens, you cannot, for example, get a history of purchases for a specific one-off supplier (although in some cases you can perform keyword searches).
More importantly, do not use a one-off when the applicable supplier, item, etc. exists in the Master File as the history for that transaction will not be included when you generate reports or search using the applicable codes.
You can restrict the use of one-off items on POs and other documents (i.e. force users to select from the Item Master File) with a setting in the User Profile.
See also Adding to Master Files “On-The-Fly”, below.
|
Searching for Master File Codes using Lookup
When entering transactions throughout the system, you can search for Master File codes based on most fields in the underlying Master File. For example, when creating a PO, you can search for a supplier by the supplier code, the supplier’s name/description, postal/zip code, the supplier’s classification, etc.
Lookup is available on all fields that have a  button to the right. You can either left-mouse-click on the button for an alphabetical list of codes or you can right-mouse-click for advanced search options.
For complete details, see Lookup.
|
Maintaining your Master Files (add, edit, delete)
The Master Files section of each module’s Main Menu provides utilities to add, edit, and delete codes in the various Master Files, as well as any optional utilities related to maintaining the Master Files.
In some rare cases, due to its importance and frequency of use, a Master File may be given its own section in the Main Menu (rather than being a subsection of Master FileS), such as the User Master File in the Purchasing Module and the Asset Master File in the Asset Module.
|
Copying Master File codes
To save time and reduce data entry, Master File codes (and all related information) can be copied. To copy a Master File code, just click the [ADD] button to get a blank screen, then enter an existing Master File code in the Code Field; you will be prompted to copy the existing code to a new code.
All details (fields) will be copied to the new code, which can then be modified as required.
|
Renaming Master File codes
Since Master File codes are referenced on POs and other transactions, you cannot edit Master File codes once they have been saved. To modify an existing code, use the Rename Utility, which will search and replace the code on all transactions throughout the system, in addition to updating the code in the Master File itself.
|
Importing Master File data
In addition to creating new codes in the Master Files themselves, many Master Files can also be imported from other systems.
|
Adding to Master Files “On-The-Fly”
Many Master File codes can also be added "on-the-fly" as you work in other areas of the system. For example, while creating a new PO or other document, you might add a new supplier or item or account code on-the-fly.
Provided this feature has been enabled in your user profile, to add a new code on-the-fly you can either;
1.Type a new (nonexistent) code into the applicable data entry field on screens throughout the system, or
2.You can click the [ADD NEW CODE] button on the applicable Lookup List.
When you do, you will be brought to the applicable Master File to complete the details. When you save your work and exit the Master File, you will be back on the original screen that you were working in.
See also Using One-Offs, above.
|
Suggested Sequence for Loading Master Files
Meaningful Codes and Descriptions
Some organizations use meaningful Master File codes that are easily identifiable by system users. For example, a supplier code for Acme Office Supplies might be ACME or ACME100.
The use of meaningful codes is recommended whenever possible to simplify use of the system and make it easier for users to interpret the information on screens and reports. This is especially important when deploying the system to a large number of casual users, such as with the Requisitions and Approval Module.
However, some organizations are predisposed to using meaningless (random or numeric) Master Files codes, often when the coding nomenclature is already in use in other business applications, such as the Accounting or ERP system.
SpendMap includes a number of optional features that can either 1) enable you to use meaningful codes in SpendMap even if you are forced, for example, to use numeric codes in other systems that SpendMap might be integrating with, or 2) if you decide to use random or numeric codes in SpendMap as well, these features can at least make it easier for users to work with the Master File codes and otherwise more easily interpret the information on screens in SpendMap.
These features include:
Code Mapping: Many Master Files in SpendMap offer an “alternate accounting code” field that allows you to use different coding in SpendMap than you use in your Accounting or ERP system, while ensuring that the systems can still “talk to each other”. That is, you can use meaningful codes in SpendMap but specify an “alternate accounting code” to use when exporting data to other systems, such as when performing an Invoice Export (A/P Interface).
The following Master Files offer an alternate accounting code:
•Supplier master file
•G/L account master file
•Cost center master file
•Project master file
•Job master file
•Tax/exchange rate master file
•Request-by master file
•Terms of payment master file
•User master file
Displaying Codes and Descriptions on Screens: If you decide to use codes in SpendMap that will have no meaning to end-users, you can optionally select to display the description on screens throughout SpendMap, rather than the code. This feature can also be used to toggle/alternate between displaying the code and the description on screens while you use the system. You can also hyperlink to view the full details of the applicable Master File record.
Sorting Lookups by Code or Description: You can also determine the order (sequence) that Master File records will show on Lookup lists, either by code or description.
|
Master File Reports
The REPORTS section in the Main Menu contains a MASTER FILES sub-section with options for listing out (printing) the contents of the various Master Files.
|
Locking codes
To prohibit use of a code while retaining the record in the applicable Master File for reporting and reference purposes, you can lock certain Master File codes.
|
Master File Catalogs
You can divide the primary Master Files into one or more catalogs, each containing a subset of the codes in the entire Master File.
This can be used to simplify searches (you can search within a catalog, which might be easier than searching the entire Master File) or to restrict user access to Master File codes (you can “lock” users to a catalog, thereby limiting the codes that they can use).
|
Tracking changes to Master Files
There are two main reasons why you may want to keep track of changes that are made to SpendMap’s Master Files. First, in a multi-user environment where more than one person is responsible for maintaining/updating Master File data, a manager may want to audit or review the changes to ensure that the data is accurate.
Secondly, if Master File data is being shared with another system, you may want to keep track of changes to ensure that the other system’s Master Files are in sync. Purely as one example, if you are exporting Purchase Order or Invoice data to your Accounting or ERP system, you will need to ensure that any account codes that appear on POs or Invoices are in both systems.
However, since there can be many records/entries in any one Master File (you may have thousands of suppliers, items or account codes), it can be challenging to identify where the changes have been made.
There are two utilities in SpendMap that can assist with this effort, the Master File Update Log and the Master File Change Log.
|
