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
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Costpoint Capabilities
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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
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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
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• Automate voucher
entry and reduce
keying
• Control what you
pay and the period
of performance
Why Purchase Orders? Visibility.
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Why Purchase Orders? Control.
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Purchase Order Types
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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
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Product Definition - Services
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Product Definition - Services
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Product Definition - Goods
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• 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
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Configurable Workflows
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Manage Purchase Requisitions
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• 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
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Manage Vendor Quotes By Vendor
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• 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
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Purchase Order – Line Detail
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Purchase Order – Cost Amounts
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PO Type = Subcontract Retainage PO
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Update Subcontract Retainage PO Status
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PO Type = Blanket Order
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Blanket Order Accounts – Header Default
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Blanket Order Accounts – Line Level
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PO Type = GFM/GFE Order
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GFM/GFE Order – Line Level
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Automate Subcontractor Management
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•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
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Must use one of the
Subcontractor Agreement
Purchase Order Types
Work Assignments are
created from the PO Lines
Resources are Vendor
Employees
Subcontractor Agreement
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• Identify opportunities & the need for subcontractors
• Subcontractor Agreement PO ‘s are negotiated and approved
Subcontractor Agreement
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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
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• Work Assignments are created from the PO
• Once approved, are available for contractor resources for time recording
Work Assignments
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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
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Invoicing
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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
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Project Billing
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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
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• 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
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Receipt to Voucher Options
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PO Voucher Automation
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• Auto-create A/P
Vouchers
• Eliminates duplicate
keying
• Two way and three way
match capability
Managing Communications with Suppliers
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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.”
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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
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Supplier
» Supplier Portal Dashboard
» Manage Supplier Actions
Buyer
» Buyer Dashboard
» Manage Buyer Actions
New Applications – PO Collaboration – CP 7.1.1
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» 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
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