Core Components
The module brings several related material workflows into a common Costpoint environment. The exact configuration depends on the organization's procurement, inventory, accounting, and project-control requirements.
- Material requisitions: Capture internal requests for materials and establish the business need before purchasing.
- Purchase orders: Connect approved requirements with vendors, quantities, prices, delivery expectations, and project or accounting information.
- Receiving: Record quantities received and maintain the transaction history needed for inventory and invoice matching.
- Inventory: Track material quantities, locations, issues, transfers, and other inventory movements.
- Material usage: Associate consumed materials with projects, contracts, work orders, or other relevant cost objectives.
How the Materials Workflow Works
A typical workflow begins when a project or operating department identifies a material requirement. A requisition establishes the requested item, quantity, required date, and relevant project or accounting information. After approval, purchasing can create a purchase order and communicate the requirement to the vendor.
When materials arrive, receiving records the actual quantity and relevant receipt information. The receipt creates an important control point between purchasing, inventory, accounts payable, and project accounting. Material can then be stored, transferred, issued, or consumed according to operational requirements.
These transactions provide finance teams with source information for project costing and financial reporting. Keeping the procurement, receiving, inventory, and accounting records connected also makes it easier to trace a material cost back to its operational origin.
Integration With Finance and ERP Workflows
Because Costpoint materials activity affects purchasing, inventory valuation, project costs, and accounting records, integration with the broader ERP environment is important. Organizations using deltek can connect materials workflows with procurement, project accounting, general ledger, and other financial processes while maintaining a consistent ERP data structure.
The relationship between operational material transactions and accounting is also central to Deltek Integration Finance, where ERP integrations help move relevant transaction data between business processes and finance workflows. This can support consistent coding, reconciliation, reporting, and financial visibility across connected systems.
Finance teams should define which fields must remain synchronized, including item identifiers, vendors, projects, warehouses, accounts, organizations, quantities, and transaction dates. Clear ownership of these data elements helps maintain reliable downstream reporting.
Materials and Accounts Payable
Material purchases eventually connect with supplier invoices, making receiving data important for accounts payable controls. A finance workflow can compare invoice information with purchase orders and receipts before approval and posting. In this context, invoice processing can incorporate invoice capture, extraction, validation, matching, GL coding, approval, and posting while using material-receipt information as part of the transaction evidence.
For example, if a purchase order specifies 500 units and the receiving record confirms 500 units, the corresponding supplier invoice can be evaluated against those records before the payable is posted. This creates a clearer connection between what was ordered, what was received, and what the organization is being billed for.
Materials, Production, and Business Costing
Materials data becomes particularly valuable when organizations need to understand the financial effect of individual components or assemblies. Bill Of Materials Management organizes the components and quantities required to produce or assemble an item, making it relevant to material planning, production costing, inventory control, and profitability analysis.
Costpoint materials records can also support broader financial analysis by connecting material movements to projects and cost objectives. This allows project managers and controllers to investigate material consumption, compare actual costs with expectations, and identify transactions that require review.
Material-related documentation can also contribute to financial governance. Disclosure Materials are documents or supporting information used in financial, regulatory, or business disclosures, so maintaining organized source records can help teams support reporting and audit requirements.
Month-End Close and Financial Reporting
Materials transactions can influence inventory balances, project costs, accruals, and accounts payable, making timely transaction processing important during month-end close. Finance teams typically review receipts, issues, transfers, invoices, and outstanding purchasing activity to confirm that the accounting records reflect activity for the correct period.
Reconciliations, journal entries, close tasks, and close readiness checks can help identify open material-related transactions before reporting deadlines. When these activities are synchronized with operational records, organizations can work toward a faster close while maintaining a clearer audit trail from source transaction to financial statement.
Best Practices for Managing the Module
Effective use of the Deltek Costpoint Materials Module depends on consistent master data, disciplined transaction processes, and clear connections between operational and financial responsibilities.
- Standardize item and vendor data: Maintain consistent identifiers, descriptions, units of measure, and purchasing attributes.
- Maintain project coding: Apply project, contract, organization, and account information consistently to material transactions.
- Reconcile receipts and invoices: Review differences between ordered, received, and billed quantities promptly.
- Monitor inventory movements: Track issues, transfers, adjustments, and consumption so project costs remain traceable.
- Review period-end activity: Validate material transactions before financial reporting deadlines and month-end close.
Summary
The Deltek Costpoint Materials Module connects material procurement, receiving, inventory, usage, project costing, and financial reporting within a unified ERP workflow. Its value comes from maintaining traceable material transactions and connecting operational activity with accounting information. When configured with consistent master data, project coding, receiving controls, invoice matching, and period-end procedures, the module provides finance and operations teams with stronger visibility into material-related business performance.