SpendMap User Guide (v14.8)

Symbol

Description

•Usage is ready to be processed.

•Usage has not been completed (i.e. missing details) and is not ready for processing.

•Usage was put on [HOLD] and will not be processed until the hold is removed.

•An error occurred when trying to process the usage. If this occurs, the usage will remain in the Work Area. To view the applicable error message, double-click on the line.

Button

Description

[DONE]

•Exit the Work Area and return to the Main Menu. You will get a pop-up option to process your new usages or you can leave them in your Work Area to be processed later.

[ADD]

•Add a new usage to the list. This takes you to the Usage Detail Screen.

[MODIFY]

•View or modify the selected usage. Alternatively, double-click on the line. This takes you to the Usage Detail Screen.

[DELETE]

•Delete/remove the selected usage.

[HOLD]

•Put the selected usage on hold so that it is not processed with other usages when the batch is processed. “” will show in the Status Column.

[FIND]

•Find/locate a usage by searching by the Item Code.

[SCAN BARCODE]

•Scan the item’s barcode, as an alternative to entering the Item Code manually on the Usage Detail Screen.

•See also Scanning Barcodes.

Field

Description

Item Code

•The item code to remove from stock.

Location

•For items that are kept in multiple stock Locations/Warehouses, enter the location to remove the item from.

•If the item is set up as a Single Location Item, the location will default accordingly and you will not be able to change the location (i.e. the field will be grayed-out), otherwise the field defaults based on your User Profile but can be modified as required.

Quantity and UOM

•Enter the quantity to remove from stock and the unit of measure (UOM). The UOM will default to the base/stocking UOM for the item but can be changed and SpendMap will do the conversion for you.

       Field options

       Matching a usage to reserved stock

G/L Account

•Enter a G/L Account for the usage transaction.

•G/L Account Codes are used to categorize and track your spending. While the title of this field can be renamed, the term “G/L Account” generally defines the type of item being removed from stock. For example, most organizations would have G/L Account codes for things like office supplies, computer supplies, services, etc.

Defaulting and options

Cost Center

•Select a Cost Center to charge the usage to.

•Cost Center Codes are used to categorize and track your spending. While the title of this Master File can be renamed, the term “Cost Center” generally refers to who or what will be using the item, that is, the “end-user” of the item. Aside from “Cost Center”, commonly used terminology includes Charge-To, Department, Project, Job Number, etc.

Defaulting and options

Project and Job

•The Project and Job fields can be used to complement the G/L Account and Cost Center fields to categorize and track inventory usages. You can track history and otherwise sort, filter and search for information in the system by Project and Job.

Defaulting and options

Request-by

•Select a Request-By code for the usage, if applicable.

•While the title of this Master File can be renamed, the Request-By field is typically used to record the individual (staff member) that needs the item (i.e. the end-user of the item).

Defaulting and options

Reference

•Enter a comment to appear in Item History and other reports that show the usage transaction.

Defaulting