How Costpoint Receiving Works
The receiving process generally begins when a supplier delivers goods or completes services associated with an approved purchase order. The receiving team records the relevant receipt information in Costpoint, including the items or services received and applicable quantities.
The recorded receipt can then be compared with the purchase order and supplier invoice. This creates an important control point between what the organization ordered, what it actually received, and what the supplier billed.
- Purchase order reference: Identifies the authorized purchase associated with the receipt.
- Receipt details: Records quantities, items or services, dates, and other relevant receiving information.
- Verification: Confirms that the received goods or services correspond with the expected purchase.
- Financial connection: Provides information that can support invoice matching and accounting activities.
In operational terms, Goods Receiving establishes the record that a supplier's goods or services have been delivered and accepted according to the organization's receiving process.
Receiving and Invoice Matching
Receiving information is particularly important for accounts payable because invoices can be evaluated against both purchase orders and receipt records. When the quantities or services recorded at receipt align with the purchasing information, finance teams have stronger transaction evidence for invoice approval and posting.
During invoice processing, captured invoice information can be extracted and validated against relevant purchase order and receiving records. Accurate receipt data supports matching, GL coding, approval, and posting while helping maintain reliable financial records.
The organization's chart of accounts also provides the accounting structure used when transactions associated with purchasing and receiving ultimately flow into financial records. Receiving therefore contributes operational evidence that supports accurate downstream accounting.
Receiving Verification and Monitoring
Receiving controls should establish whether the goods or services recorded in Costpoint correspond with the expected purchase. Receiving Verification provides a structured way to confirm receipt details before they are relied upon for downstream financial processing.
For ongoing visibility, Receiving Monitoring helps teams track receiving activity and identify transactions that require attention. Monitoring can support procurement and finance teams as they review outstanding receipts, supplier deliveries, and transactions awaiting invoice processing.
These activities are particularly useful when an organization manages numerous purchase orders across multiple projects, departments, locations, or suppliers. Consistent receiving records make it easier to connect physical or service delivery with financial transactions.
Costpoint Receiving and ERP Workflows
Costpoint Receiving operates within the broader ERP environment, connecting purchasing, receiving, accounts payable, and accounting processes. Organizations using deltek can structure finance workflows around the ERP so receiving information can support related procurement and financial activities.
Integration is especially relevant when receiving data must flow into downstream invoice validation, matching, approval, and posting processes. A connected ERP workflow reduces the need to treat receiving as an isolated operational activity and instead makes it part of the complete procure-to-pay record.
Receiving and Other Finance Transactions
Although receiving primarily concerns purchases, accurate transaction records can also contribute to broader financial data quality. Once purchasing and receiving information is properly recorded, related invoices can be evaluated against documented deliveries before financial posting.
Receiving should remain distinct from cash application, which concerns matching customer payments, remittances, deductions, and unapplied cash to the appropriate receivables. The two processes serve different points in the financial lifecycle, but both depend on accurate transaction records and appropriate matching controls.
Best Practices for Costpoint Receiving
A reliable receiving process starts with timely recording and clear responsibility for verifying deliveries. Organizations should establish procedures that align receiving activities with purchasing requirements and downstream AP controls.
- Record receipts promptly when goods or services are delivered.
- Reference the correct purchase order and relevant line information.
- Verify quantities, descriptions, and service completion before confirming receipt.
- Maintain consistent documentation for exceptions, partial deliveries, and adjustments.
- Connect receiving records with invoice validation, matching, approval, and posting workflows.
These practices help procurement and finance teams maintain accurate records of commitments and deliveries while supporting efficient invoice processing and dependable financial reporting.
Summary
Costpoint Receiving records the delivery and acceptance of goods or services associated with purchase orders in Deltek Costpoint. By connecting purchase orders with verified receipt information, the process supports invoice matching, accounts payable controls, accounting, and financial reporting. Consistent receiving practices provide a reliable transaction trail from procurement through invoice processing and help organizations maintain accurate operational and financial data.