SpendMap User Guide (v14.8)

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Navigation: Purchasing (Main Module) > Master Files

Request-by Master File

PURCHASING > Master Files > Request-by codes > Add/Modify/Delete

While the title of this Master File 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. Request-By codes are most commonly used when someone is ordering on behalf of someone else.

While Purchase Orders and other transactions are automatically stamped with the User ID Code of the person who is logged on when creating the order, that person may also manually select a Request-By code to indicate another end-user for the items being purchased.

As such, Request-By codes share some of the functionality of User ID Codes, including the ability to set up automatic e-mail notifications to notify the end-user (Request-By) of critical events.

That said, in some organizations where there is no need to indicate separate end-users for orders (e.g. when everyone does their own orders in SpendMap and, therefore, each end-user has their own User ID), the Request-By Field can be used for other purposes, such as account coding. See Account Coding – Overview and Guidelines.

Request-By Master File Screen

Information for Request-By codes is organized into the following folders (tabs).

Folder	Description
GENERAL	•Contains basic contact information
E-MAIL NOTIFICATIONS	•Lists the automatic e-mail notifications for the Request-By.

General Folder

The [GENERAL] Folder contains basic information for the Request-By, including name and contact info.

E-Mail Notifications Folder

The [E-MAIL NOTIFICATIONS] Folder is used to enable/disable various automatic notifications for the request-by.

For each notification that shows a check mark ( _check ) in the “Include” column, an automatic message will be sent to the e-mail address specified in the [GENERAL] folder when the applicable event occurs in relation to a document that contains the Request-By code.

These notifications are in addition to any notifications that might be set up in the User Master File. If your Requesters are also users of SpendMap (i.e. are set up in the User Master File), you do NOT need to enable the notifications here (or add them to this Master File for that matter). These notifications are intended for your staff who may request items (e.g. verbally) but are not users of SpendMap.

For details on each message, please see the Help for the User Master File.

Field	Description
Request-By Code	•Used to reference the Request-By on screens and reports. •Once the information is saved, you will not have access to this field. To modify an existing Request-By Code, use the Rename Utility. •Can be 15 characters in length and any combination of letters, numbers, or spaces. •This is a mandatory field.
Description	•A long description of the Code (usually the person’s full name). •May print on forms and can be searched when searching for Request-By codes throughout the system. •This is a mandatory field.
Phone/Fax	•Not used by the system but you may want to enter this information for reference purposes, for example, if someone ever needs to contact the person to inquire about an order.
E-Mail	•The e-mail address to receive automatic e-mail notifications related to orders for this Request-By, as configured in the [E-MAIL NOTIFICATIONS] folder •To create an e-mail message for this Request-By in your default e-mail system, click on the [GO] button.
Accounting Code	•This can be used to replace the Request-By 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 Request-By 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.