Driving Smarter Procurement & Vendor Management with Costpoint Materials Updates

Product User Community Project Management

May 28, 2025

Padma Raghunathan

As manufacturers in the government contracting (GovCon) industry embrace automation to make their operations more efficient, the need for robust digital solutions has never been greater. Findings from the latest Deltek Clarity GovCon Survey reveal that manufacturers are turning to technology to streamline operations while maintaining compliance and accuracy. Solutions like Deltek Costpoint are pivotal in this transformation, enabling manufacturers to navigate complexity with ease.

As supply chain teams face increasing demands for speed, accuracy, and control, digital tools are becoming essential to managing growing supplier networks and complex purchasing workflows. Costpoint continues to evolve to meet these needs. With its Fall 2024 and the latest Costpoint 2025.2 releases, Deltek introduces powerful Materials enhancements that simplify and strengthen procurement, vendor onboarding, and data integration-helping teams stay ahead of change and focused on what matters most: delivery and compliance.

Let's dive into what's the latest and how these updates help GovCon manufacturers stay ahead of the competition.

Key Enhancements to Streamline Purchase Order Management

Managing purchase orders (POs) can be a complex and time-consuming task for businesses, especially when dealing with ever-changing compliance requirements, progress payments, and the need for seamless integration across systems. Firms often face challenges in ensuring accuracy, maintaining compliance, and tracking payment schedules throughout the entire PO lifecycle. These inefficiencies can lead to delays, errors, and increased administrative burden.

The Costpoint releases streamline the management of POs with a set of enhancements designed to improve accuracy, visibility, and processing speed.

Customizable DPAS Rating FAR Clauses

For manufacturing firms, the DPAS rating FAR Clauses and the verbiage required on the purchase order can change or can have different interpretations to meet business needs. To address this, Costpoint now offers a configurable DPAS Rating FAR Clause feature.

Configurable DPAS Rating FAR Clause

Users can now customize the DPAS clause verbiage on purchase orders, requisitions, and RFQs. With this enhancement, users can tailor the wording to their specific requirements while maintaining the default verbiage as a fallback option if no customization is set, ensuring compliance without compromising consistency.

Enhanced Purchase Order (PO) Payment Schedules

Managing progress payments can be cumbersome without dedicated tools and solutions.

New PO Line subtask to setup Purchase Order Payment Schedules for each line

To simplify this process in Costpoint, we've added a Payment Schedule subtask to purchase order (PO) lines.

This enhancement enables you to set up payment amounts and due dates for each line, which then flow seamlessly into PO vouchers, ensuring smooth and accurate processing when payments are due.

Manage Purchase Orders

We've also enhanced the Manage Purchase Orders application to integrate payment schedules directly into the PO creation process.

To indicate a payment schedule on a PO line, select the Payment Schedule code set up in Line Charge Types

In the Payment Schedule Subtask, you can easily define the schedule's dates, percentages, and payment amounts. The total schedule amount must match the line's extended cost, ensuring precision and consistency. As vouchers are created, the subtask updates to show the remaining balance. This streamlined approach not only saves time but also enhances financial accuracy and ensures all parties stay aligned.

PO Invoices/Vouchers

For POs with payment schedules, the PO Invoice and Voucher applications now allow you to enter the invoice extended amount instead of a quantity.

Manage PO Invoices/Vouchers

The Payment Schedule subtask ensures accuracy by displaying the amounts to be paid while taxes and discounts are automatically applied as needed.

Reports & Printing

We've updated reports to support payment schedules, adding the option to print payment schedules on POs and PO Change Orders.

Print Payment Schedule on Purchase Orders & Changes Orders

Additionally, the Print Discrepancies Report now includes an indicator for payment schedules, making it easier to track and review discrepancies.

New in Costpoint 2025.2: New PO Controls for Greater Flexibility

As part of the Costpoint 2025.2 release, new controls have been added to give buyers and procurement teams more flexibility in managing POs efficiently and securely.

Digital PO Signatures: Buyers can now upload and auto-print digital signatures on POs, eliminating manual signing, scanning and speeding up PO approvals. Up to five additional signature lines can be included as needed.

Signatures can now be automatically printed on POs

Default Print Settings for Due Dates: You can now default the print option to show either original or revised due dates on POs, saving time and ensuring consistency across teams, especially when printing directly from Manage POs.

Option to print Original Due Date versus New Due Date on PO

Edit POs on Inactive Projects: A new setting allows you to edit existing POs or PO lines on inactive projects-without reopening the projects so teams can close out pending activity without disrupting compliance controls or reactivating projects.

Users no longer have to keep a project active just to close out the PO tasks, they can now make changes to POs in inactive projects

Vendor Onboarding Made Easy

Onboarding vendors can often be a time-consuming and complex process. With multiple systems, manual steps, and varying approval workflows, ensuring vendors are properly vetted, approved, and activated can delay operations and create unnecessary risk.

Costpoint transforms vendor onboarding by streamlining and automating key steps in the process - saving time and ensuring data integrity across systems.

Prospective Vendor Functionality Expanded to Materials and Accounting (Opt-In)

We've expanded prospective vendor management to Accounting and Materials, enabling you to set up vendors, capture details, and manage tasks and agreements within these domains. Prospective vendors can now be reviewed and approved in the Approve Prospective Vendors screen, seamlessly transitioning into active vendors for use in POs and invoices once approved. For those leveraging GovWin IQ, prospective vendor data can be imported to further streamline the process.

Prospective Vendor Management in Accounting Domain

Automated Email Notifications for Prospective Vendors

With Costpoint 2025.2, you can now configure customized email verbiage to be sent when a prospective vendor is approved or rejected.

Procurement teams can define global email templates or edit the message during approval, helping to streamline communication and avoid manual follow-ups.

This saves time and ensures vendors are notified promptly, reducing delays in onboarding.

Send automatic emails when a prospective vendor is approved or rejected.

This functionality improves communication and speeds up the onboarding decision process, helping procurement teams keep vendors in the loop without manual follow-up.

Supplier Portal Automatic User Onboarding

Setting up Supplier Portal users manually can be resource-intensive especially for organizations managing thousands of suppliers. We've introduced three streamlined onboarding options:

• Automatically create users from vendor contacts during vendor setup or approval
• Send email requests to system administrators to create user accounts
• Allow existing Supplier Portal users to request access for additional users

Automatic User Onboarding

Vendor Address-Based Access for Supplier Portal Users

In Costpoint 2025.2, we've also added the ability to assign vendor addresses to Supplier Portal users ensuring they only see records relevant to specific divisions or locations. This is especially helpful for organizations with multi-division suppliers, where visibility must be tailored to avoid confusion and maintain confidentiality.

Limit supplier facing data based on Vendor address so Supplier users will only see pertinent information and records

A Future-Proof Solution for GovCon Manufacturers

The Materials enhancements in the latest Costpoint releases address real-world operational needs with smart, purpose-built features. From streamlining procurement workflows and improving vendor onboarding to enabling deeper integration with third-party systems, these updates help GovCon manufacturers maintain compliance, reduce friction, and scale with confidence.

Costpoint continues to lead the way in supporting digital transformation efforts delivering tools that meet the needs of procurement teams, buyers, IT, and finance alike.

Explore the Latest Costpoint Releases

To learn more about the full scope of the 2025.2 Materials enhancements, visit the Deltek Learning Hub and check out what's new and how it can help you.

• Industry Automation
• Product Release
• Procurement
• Project ERP
• Purposeful Innovation

Padma Raghunathan