Show/Hide Toolbars

SpendMap User Guide (v15)

Navigation: Inventory Control

Master Files (Inventory)

Scroll Prev Top Next More

Click to watch video tutorial on this topic

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, 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.

hmtoggle_arrow0        Using One-Offs

hmtoggle_arrow0        Searching for Master File Codes using Lookup

hmtoggle_arrow0        Maintaining your Master Files (add, edit, delete)

hmtoggle_arrow0        Copying Master File codes

hmtoggle_arrow0        Renaming Master File codes

hmtoggle_arrow0        Importing Master File data

hmtoggle_arrow0        Adding to Master Files “On-The-Fly”

hmtoggle_arrow0        Suggested Sequence for Loading Master Files

hmtoggle_arrow0        Meaningful Codes and Descriptions

hmtoggle_arrow0        Master File Reports

hmtoggle_arrow0        Locking codes

hmtoggle_arrow0        Master File Catalogs

hmtoggle_arrow0        Tracking changes to Master Files