7 Ways SpendMap Can Cut Your Purchasing Costs

Top SpendMap Tips for Better Purchase Order ControlEffective purchase order (PO) control reduces maverick spending, prevents duplicate orders, improves cash flow forecasting, and keeps your suppliers and internal teams aligned. SpendMap, a widely used procurement and purchase order management system, offers many tools and settings to tighten PO controls — from user security to automated approvals and smart reporting. This article presents practical, actionable tips to help you get the most from SpendMap for better purchase order control, whether you’re new to the system or looking to optimize an existing implementation.

1. Start with a clear purchasing policy and map it in SpendMap

A strong PO control process begins with a written purchasing policy: who can buy, what thresholds trigger quotes or approvals, preferred suppliers, and acceptable payment terms. Translate that policy into SpendMap’s configuration.

Define dollar thresholds that automatically enforce approval routing.
Configure supplier catalogs and “approved supplier” lists to discourage ad-hoc buys.
Set up purchase types (capital, expense, services, stock) and link them to different workflows.

Benefits: reduces ambiguity, creates predictable buy patterns, and makes SpendMap automation meaningful.

2. Use role-based security and user permissions

SpendMap’s user and security settings let you control who can create, edit, approve, or receive POs.

Restrict PO creation to trained buyers or designated requestors.
Use separate permissions for “create” vs “approve” vs “receive” actions.
Implement segregation of duties — avoid letting the same person create, approve, and reconcile POs.

Tip: Regularly review user roles and access, especially after staff changes.

3. Configure automated approval workflows

Automated approvals stop delays and ensure compliance with policy.

Build multi-level approval chains based on department, dollar amount, or account code.
Use conditional rules (e.g., extra approvals for non-preferred suppliers or unusual GL codes).
Enable email notifications and reminders so approvers don’t forget pending requests.

Example: Orders under \(5,000 route to the department manager; \)5,000–\(25,000 route to procurement head; above \)25,000 require finance sign-off.

4. Leverage supplier catalogs and punch-out integration

Catalogs and punch-out reduce manual entry errors and enforce negotiated contracts.

Import supplier catalogs into SpendMap or enable punch-out to vendor sites for live pricing.
Encourage end-users to buy from preferred catalogs for approved items and pricing.
Maintain catalog hygiene—remove obsolete items and update prices regularly.

Result: fewer price discrepancies, faster PO creation, and improved contract compliance.

5. Enforce item master and part number validation

Mismatched part numbers or vague descriptions cause incorrect deliveries and invoices.

Use an item master with validated part numbers, descriptions, and preferred suppliers.
Require selection from the item master when creating POs rather than free-text entry.
Maintain vendor-part cross-reference tables for multi-sourced items.

This improves receiving accuracy and helps three-way matching for invoices.

6. Implement three-way matching and invoice controls

Three-way matching (PO, receipt, invoice) is essential to prevent overpayment and fraud.

Configure SpendMap to require receipts or receipt quantities before invoice approval.
Set tolerance levels for price and quantity variances and require overrides for exceptions.
Route invoice exceptions to a reconciliation team rather than allowing blanket approvals.

Benefit: tighter AP control and fewer disputes with suppliers.

7. Use automatic PO numbering and audit trails

Consistent numbering and audit logs simplify reconciliation and audits.

Enable automatic, sequential PO numbering and include prefixes per department or entity if needed.
Keep detailed audit trails of PO edits, approvals, rejections, and cancellations.
Archive or lock closed POs to prevent accidental changes.

Auditability increases trust and speeds financial close processes.

8. Configure budget checking and commitment accounting

Avoid overspending by checking budgets at the point of PO creation.

Enable real-time budget checks against relevant cost centers or projects.
Hold POs that exceed budget pending manager approval or route to budget owners.
Use encumbrance accounting to reserve funds when POs are issued.

This ties purchasing control into financial planning and prevents unexpected liabilities.

9. Standardize and simplify requisition forms

A clear, concise requisition form reduces errors and speeds approvals.

Only collect essential fields required for purchasing and approvals.
Use dropdowns and validated lookups (accounts, cost centers, items) instead of free text.
Provide guidance text or templates for commonly ordered services or complex buys.

Simpler forms increase user adoption and reduce back-and-forth clarification with buyers.

10. Set up alerts, dashboards, and exception reporting

Proactive visibility makes it easier to catch problems quickly.

Create dashboards for pending approvals, overdue receipts, unapproved invoices, and PO aging.
Configure alerts for duplicate POs, duplicate invoices, long lead-time orders, or supplier delivery issues.
Run regular exception reports (e.g., POs with no receipts, invoices without POs, PO price variances).

Use reports to drive corrective actions and continuous process improvement.

11. Use document attachments and notes for context

Attach contracts, quotes, specs, and correspondence to POs.

Require attaching quotes or approval memos for orders above a threshold.
Use standardized naming conventions for attachments to ease retrieval.
Maintain internal notes to explain non-standard approvals or supplier exceptions.

Attachments provide evidence during audits and speed dispute resolution.

12. Train users and maintain process documentation

Technology alone won’t fix process gaps — invest in training and clear procedures.

Provide role-based hands-on training: requestors, approvers, buyers, receivers, and AP staff.
Maintain a short operating procedures guide with screenshots for common tasks.
Offer periodic refresher sessions when features or policies change.

Good training reduces errors, support tickets, and compliance risks.

13. Regularly review supplier performance and PO patterns

Data-driven supplier management helps control costs and delivery reliability.

Track on-time delivery, price variance, and invoice dispute rates by supplier.
Use SpendMap reports to identify frequent non-compliant suppliers or recurring PO adjustments.
Consolidate spend where possible to preferred suppliers to simplify control and increase leverage.

Actionable supplier metrics help you enforce contracts and improve purchasing behavior.

14. Automate routine tasks with rules and templates

Templates and rules speed common purchases and reduce manual work.

Create PO templates for regular purchases (e.g., office supplies, maintenance contracts).
Use recurring PO functionality for subscription services or monthly deliveries.
Automate GL coding rules based on item type or department to reduce coding errors.

Time saved on routine tasks lets procurement focus on exceptions and strategic sourcing.

15. Periodically audit and refine SpendMap settings

Continual improvement keeps your controls aligned with business needs.

Schedule quarterly reviews of approval chains, thresholds, and user access.
Reconcile SpendMap data with ERP/financial records to ensure consistent codes and reporting.
Test exception scenarios (overrides, budget holds, receipt mismatches) to validate controls.

Small, regular adjustments prevent control drift and keep processes efficient.

Quick implementation checklist

Define purchasing policy and thresholds in SpendMap.
Set role-based permissions and segregation of duties.
Configure automated approval workflows and budget checks.
Import supplier catalogs and maintain item master data.
Enable three-way matching, automatic PO numbering, and audit trails.
Train users and set up dashboards and exception reporting.
Regularly review supplier performance and refine system settings.

SpendMap can significantly strengthen purchase order control when configured and used thoughtfully. The combination of clear policy, disciplined master-data management, automated routing, and proactive reporting reduces risk, shortens cycle times, and improves spend visibility.