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SpendMap User Guide (v15)

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You can print hard copies of your Purchase Orders and other documents and you can send documents to your suppliers electronically.

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Depending on the modules that you are using, your SpendMap system may include the following forms:

Purchase Order

Requisition

Request for Quotation

Release  

Packing Slip

Supplier Expediting Notice

Standard Forms, Custom Forms and "Smart" Forms

You will either be able to select from a variety of preconfigured form layouts (styles) or custom forms will be designed for your unique needs through SpendMap Client Services.

Selecting a Form Layout/Design:  Your system may include a variety of preconfigured form layouts, in which case you can select your layout preference during the Setup Wizard or using the [CHANGE MY PO LAYOUT]  button in PO Printing Settings.  The layout/style that you select will affect all your forms (e.g. PO, Requisition, RFQ, etc.).  

Custom Forms and Smart Forms: Alternatively, a custom layout may have been designed for you through SpendMap Client Services.  In addition to customizing the look and feel of your forms, custom forms can include logic that determines how the forms will “behave” based on the details of the document. For example, different logos might be included based on the company or division specified on the order, special comments or instructions might be included based on the type of order (e.g. regular order vs. blanket order, etc.), different electronic signatures might be included based on the value of the order, or perhaps the form prints in a different language based on the supplier. These are just a few examples; virtually any component of the form can include logic that determines its behavior.

Electronic Signatures

Your forms can optionally include electronic signatures, so that POs and other documents will have official signatures without anyone having to actually put pen to paper.

When forms are printed or sent to suppliers electronically (e.g. by e-mail), SpendMap will include the appropriate signatures automatically. This would typically be the Buyer's signature (i.e. the person who processed the order), but can be anyone's signature, such as a manager or other person of authority. With the "Smart Form" feature (see above), the electronic signature(s) that are included on each document might even be based on some logic (e.g. a different signature based on the type of order, the value of the order, etc.). Again, virtually any logic can be accommodated.

You can set up your electronic signatures using the [MANAGE USER SIGNATURES] button in PO Printing Settings.

Logos

All standard forms and most custom forms include a space for your company logo.

Reminder: with Smart Forms (see above), you can use multiple logos, the selection of which can be based on logic (e.g. different logos for each division, company, etc.).

Multiple Copies and Supplemental Documents

You can optionally print up to 5 copies of Purchase Orders, Purchase Requisitions and RFQs  (e.g. internal copy, supplier copy, receiver copy, etc.) and, depending on the design of your forms, each copy may have different information. You might, for example, want to leave the pricing off certain internal copies of your POs.

In addition, there are supplemental documents that can optionally print when documents are processed, including the Split-Ship Report, the Split Charge Summary and one or more Terms and Conditions pages (details below).

Multiple copies and supplemental documents can be enabled for POs, Requisitions and RFQs in either PO Printing Settings, Requisition Printing Options or RFQ Printing Options.
 

hmtoggle_arrow0        About Terms and Conditions Pages

hmtoggle_arrow0        About the Split Ship Report

hmtoggle_arrow0        About the Split Charge Summary Sheet