Costpoint Capabilities - .NET Framework

CP-95:Purchase Orders – Not Just for Materials:

How Small to Medium Sized Businesses Can Automate Acquisition of Subcontractors and Suppliers

Kimberly Meagher, Deltek

Agenda» Costpoint Capabilities

» Procurement Overview

» Purchase Order Types

» Items (Product Definition)» Parts» Services» Goods

» Purchase Requisitions and Approval Workflows

» Vendor Quotes

» Purchase Orders

» Receiving

» Automated Accounts Payable Processing

» Supplier Portal

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2

Costpoint Capabilities


Project Accounting: Integrated project

accounting,financial reporting and

compliance

Human Capital Management: Acquire,

develop, retain and optimize your key

human capital

Project Management: Monitor, analyze and

plan for all aspects of service or product

delivery

Business Intelligence: All data in one

system for consistency in a variety of

levels and views

Procurement and Manufacturing:

Automate to eliminate many non-value

add tasks

Platform: Scalable, flexible and secure

platform for the modern world

Contract Management: track opportunity

costs and automate the project initiation

process

Procurement BasicsReq to Check

The Purchasing Process

5

Requisitions ApprovalsPurchase

Orders

Receiving &

Inspection

Accounts Payable

Processing

• Unlimited Processes

• Apply additional

requirements during

approval process

• Functional Role and

Dollar Driven

• Back-up Approvers

• Assign a default

process to a Project

• Optional

• In process reporting• REQ to PO

conversion

• Blanket & GFM POs

• Full audit trail and

traceability

• 2 or 3-way matching

• Receive and accept

all in one screen

• Control accidental

payments on

discrepant material

All procurement data in one system

Linked with Costpoint financials

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.

• Automate voucher

entry and reduce

keying

• Control what you

pay and the period

of performance

Why Purchase Orders? Visibility.


Why Purchase Orders? Control.


Purchase Order Types


Purchase Order - This is a normal purchase order. This is the default for new purchase orders.

Blanket Order - This is a blanket order, which will have releases issued against it. The blanket PO gives the supplier and subcontractor a preview of the requirements and commitments over a period of time.

Release Order - This is a blanket order release that is being queried. This value cannot be modified. A release order must be issued against a Blanket type PO. The release orders will be subsets of the larger requests on the blanket.

Subcontract Retainage PO - This is a subcontract retainage purchase order. Only service items and miscellaneous lines (that is, S and M line types) can be entered in the table window, where quantities, units of measures and unit costs cannot be specified.

Subcontractor Agreement - This is a subcontractor agreement order. If this PO type is selected, all Security Requirement fields are enabled.

Subcontractor Agreement Blanket - This is a subcontractor agreement blanket order. If this PO type is selected, all Security Requirement fields are enabled. The blanket PO gives the supplier and subcontractor a preview of the requirements and commitments over a period of time.

Subcontractor Agreement Release - This is a subcontractor agreement release order. If this PO type is selected, all Security Requirement fields are enabled. A subcontractor release order must be issued against a Subcontractor Blanket Type PO. A releaseorder must be issued against a Blanket Type PO. The release orders will be subsets of the larger requests on the blanket. The release type PO can have work assignments applied against the PO.

GFM/GFE Order - This is a Government Furnished Material (GFM) or a Government Furnished Equipment (GFE) order. This purchase order type is not subject to discounts or taxes and is excluded from commitments.

Product Definition - Items1. Parts

2. Services

3. Goods

Product Definition - Parts


Product Definition - Services


Product Definition - Goods


• Linked with Costpoint financials

• Out of the box approval workflow

integrated with email

• All procurement data in one

system

• Apply additional requirements

during approval process

• Review compliance before PO

creation

• In process reporting

Purchase Requisitions

Manage Purchase Requisition Approval Processes


Configurable Workflows


Manage Purchase Requisitions


• Request Quotes from within

Costpoint (email it!)

• Record Vendor Quotes and attach

the Quotes to the record

• Satisfy FAR flowdowns or company

procurement requirements for

optimizing pricing

Vendor Quotes

Manage Request for Quotes By Vendor


Manage Vendor Quotes By Vendor


• Issue PO from within Costpoint

directly to the Vendor

• Reporting by vendor, project, buyer,

item and other fields

• REQ to PO automated data

conversion

• All procurement data in one system

• Business focused PO type options

including blanket & GFM

• Subcontractor Management

• Full audit trail and traceability

Purchase Orders

PO Type = Purchase Order


Purchase Order – Line Detail


Purchase Order – Cost Amounts


PO Type = Subcontract Retainage PO


Update Subcontract Retainage PO Status


PO Type = Blanket Order


Blanket Order Accounts – Header Default


Blanket Order Accounts – Line Level


PO Type = GFM/GFE Order


GFM/GFE Order – Line Level


Automate Subcontractor Management

33

•Identify opportunities & the need for subcontractors

•Subcontractor Agreement PO ‘s are negotiated and approved

Subcontractor Agreement

•Work Assignments are created from the PO

•Once approved, are available for contractor resources for time recording

Work Assignments •Subcontractors charge

labor against work assignments authorized

•Project Managers can review/approve labor along with monitoring budgets

Time Collection

•Subcontractor resources’ approved time creates the subcontractor invoice

•Invoice approval creates the PO Voucher

Invoicing PO Voucher •Once the PO Voucher is

posted, the PO is relieved and subcontractor time is ready to be billed to the final customer

Project Billing

CONFIDENTIAL © Deltek, Inc. All Rights ReservedCONFIDENTIAL © Deltek, Inc. All Rights Reserved.

Must use one of the


Purchase Order Types

Work Assignments are

created from the PO Lines

Resources are Vendor

Employees


34

• Identify opportunities & the need for subcontractors

• Subcontractor Agreement PO ‘s are negotiated and approved



Tie back to Purchase Order & Vendor

Multiple Resources can be assigned to one PO Line with Hours +/or Dollars

Give access in Time Collection once approved

Rules on how vendor employee interacts with Time Collection

Work Assignments

35

• Work Assignments are created from the PO

• Once approved, are available for contractor resources for time recording

Work Assignments


Just like a normal employee but with the rules of the Work Assignment

Information seen on timesheet lines can be adjusted

Time Collection

36

• Subcontractors charge labor against work assignments authorized

• Project Managers can review/approve labor along with monitoring budgets

Time Collection


Invoicing

37

Create Subcontractor Invoices via PO, Vendor, Project, WA, Timesheet Line Date

Manage Invoices similar to Standard Bills

Posting of Invoice creates PO Voucher

• Subcontractor resources’ approved time creates the subcontractor invoice

• Invoice approval creates the PO Voucher

Invoicing PO Voucher


Project Billing

38

Once PO Voucher is posted:

Purchase Order is relieved based on the invoice

Transactions populate Open Billing Detail for billing to final

customer

• Once the PO Voucher is posted, the PO is relieved and subcontractor time is ready to be billed to the final customer

Project Billing


• Integrated with Costpoint

Financial applications

• Receive and accept all in one

screen

• 2-way & 3-way match options by

PO and item

• Receive and tag fixed assets

• Buy, Receive & Pay from one

data set

• Control accidental payments on

discrepant items

Receiving & Inspection

Manage Purchase Order Receipts


Receipt to Voucher Options


Managing Communications with Suppliers

© Deltek, Inc. All Rights Reserved. 43

A new Costpoint procurement capability that connects

buyers to suppliers in a self-service user experience to

streamline communications.

“It’s a purchasing process efficiency

booster for government contractors’

buyers and their suppliers and

subcontractors.”


Features & Benefits of the Supplier Portal• Subcontractor/Standard Purchase Orders

• Change Orders, Modifications, Expediting Requests

• Communication Tracking

Post Award

Order Management

May 2019

• Shipping Notifications

• Subcontractor/Standard Invoice Visibility/Approval

Shipping and Invoice Management

CP 8.0

• Request for Quotes/Vendor Quote Submittal

Pre Award

RFQs/Bids

CP 8.1

• Vendor Profile Management

• Vendor Contact Onboarding

• Supplier Performance Dashboard in CER

Vendor Profile and Onboarding

CP 8.2

» Suppliers are set-up as “Users” in Costpoint

» Supplier data is limited based on user rights & org security

» Send email notifications and messages

» Communication tracking

» Attach documents with CMI

How the Supplier Portal Works

© Deltek, Inc. All Rights Reserved. 45

Supplier

» Supplier Portal Dashboard

» Manage Supplier Actions

Buyer

» Buyer Dashboard

» Manage Buyer Actions

New Applications – PO Collaboration – CP 7.1.1



» Buyers know what is happening

across their purchase orders

» Suppliers and subcontractors see

incoming and outgoing status

» Minimizes paperwork, phone calls

and emails, while consolidating PO

transactions into an easy to view

dashboard

» Be proactive and strategic with

visibility and drill in access

Supplier Portal PO Dashboards

Effortlessly track and communicate on PO status & changes

What Did We Learn?» Costpoint Capabilities

» Procurement Overview

» Purchase Order Types

» Items (Product Definition)» Parts» Services» Goods

» Purchase Requisitions and Approval Workflows

» Vendor Quotes

» Purchase Orders

» Receiving

» Automated Accounts Payable Processing

» Availability of NEW functionality – Supplier Portal


Costpoint Capabilities - .NET Framework

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