How the Costpoint B&P Refresh Process Works
A typical refresh begins by identifying the planning data that needs to be updated and the source information that should feed it. The organization then runs the applicable refresh procedure, reviews the resulting data, and resolves any validation issues before using the refreshed information for planning decisions.
The process generally connects operational and financial information across Costpoint. Actual transactions, project costs, commitments, workforce information, budgets, and other planning inputs can be brought into the appropriate B&P structures. The timing and scope of a refresh depend on the organization's planning calendar and configuration.
- Identify the refresh scope: Determine which projects, periods, accounts, organizations, or planning versions require updated information.
- Update source information: Confirm that accounting, project, procurement, and operational data are current before refreshing B&P.
- Run the refresh: Execute the applicable Costpoint B&P process to update planning data.
- Validate results: Compare refreshed values with source records and investigate material differences.
- Continue planning: Use the updated information for forecasting, budgeting, resource decisions, and management reporting.
Financial Data and Validation
Data quality before a refresh is important because B&P outputs depend on the information supplied by underlying Costpoint processes. Finance teams should verify that relevant transactions are posted, project information is current, and planning structures are correctly configured before starting the refresh.
Invoice processing also benefits from consistent validation before financial information reaches planning. For example, invoice capture, extraction, matching, and GL coding should produce reliable accounting data aligned with the chart of accounts. This helps refreshed planning information remain consistent with financial reporting and project cost structures.
For tax-related workflows, Extraction And Validation Of Origin And Destination Addresses can support accurate identification of invoice address information used for sales-tax determination. Maintaining reliable source data makes downstream financial and planning information easier to reconcile.
Rates, Strategies, and Planning Assumptions
Not every B&P refresh involves the same type of information. Some refreshes update financial rates or planning assumptions, while others incorporate operational changes or revised forecasts. A Rate Refresh can be relevant when updated rates need to flow into calculations that depend on current assumptions.
Planning teams may also perform a Strategy Refresh when business priorities, resource allocations, contract expectations, or forecasting assumptions change. These activities help keep the planning environment aligned with the organization's current operating model rather than an earlier planning cycle.
Other supporting workflows may require a Certificate Refresh when certificate-related information must be renewed or updated as part of a connected business process. The specific relevance depends on the organization's configuration and the data integrated with Costpoint.
Procurement and ERP Integration
Procurement information can affect B&P because commitments and expected expenditures influence forecasts and project budgets. Requisitions, sourcing activity, approvals, and a purchase order can provide important visibility into expected spending. Reviewing procurement data before a refresh helps planners distinguish committed costs from future assumptions.
Approval controls are also relevant when procurement data feeds financial planning. A documented Purchase Order Approval Process: Policies & Routing 2025 can help organizations establish consistent routing and authorization before commitments become part of planning analysis.
Costpoint environments may also exchange information with other enterprise applications. When extending finance workflows around an ERP such as deltek, teams should establish clear data ownership, synchronization rules, and refresh timing so that planning information remains aligned across systems.
The Integrations List page can provide visibility into supported ERP connections and data-exchange capabilities. Connected workflows can help organizations maintain timely financial information across applications while supporting consistent planning processes.
Auditability and Refresh Controls
A controlled B&P refresh should leave finance teams able to understand what information was updated, when the process occurred, and which approvals or validations supported the resulting planning data. This is especially important when refreshed information contributes to forecasts, budgets, project reporting, or management decisions.
Audit Trails For Accruals can provide a record of accrual-process steps, including automation and approvals, supporting audit and compliance requirements. Similarly, Audit Trails for Sales Tax Verification can document actions taken during sales-tax verification and related journal-entry workflows.
Organizations can also use the Hyperbots Platform to support process-specific AI workflows around finance operations. Maintaining traceable inputs and review points helps teams connect operational automation with reliable financial information used in planning.
Best Practices for Costpoint B&P Refresh
Organizations can make the refresh process more dependable by establishing a repeatable operating procedure around data preparation, execution, validation, and review. The objective is to ensure that planners work from information that is current, reconciled, and appropriate for the planning period.
- Define which B&P data sets and periods are included in each refresh.
- Complete required accounting and project updates before refreshing planning data.
- Review procurement commitments and approved purchase activity for material changes.
- Reconcile refreshed values against source financial and operational records.
- Document refresh timing, ownership, validation steps, and significant adjustments.
- Use consistent planning assumptions when comparing forecasts across periods.
Summary
Costpoint B&P Refresh Process keeps Budgeting and Planning information aligned with current financial and operational data. By preparing source records, refreshing the appropriate planning inputs, validating results, and maintaining auditability, organizations can improve the reliability of budgets, forecasts, project analysis, and financial decisions.