Deltek Costpoint Procurement for Manufacturers: Replace, RFQs, and Alternate Part Numbers

In this final edition of our three-part article series highlighting some lesser-known beneficial Deltek Costpoint Procurement features that manufacturers can reap large benefits from, we will dive into the “Replace” function, the RFQ capabilities, and Alternate Part numbers. Most of these features can benefit more than just manufacturers; however, if you are a manufacturer and unaware of them, you are missing out. Fully utilizing the capabilities contained within these Deltek Costpoint modules will bring efficiency to your business and drive value.

“Replace” Function

While this first item is not even specifically a Deltek Costpoint Procurement function, I’d be remiss not to mention it, since Buyers & Requisitioners benefit greatly from it. Costpoint has a “Replace” function, similar to the “Find & Replace” function you likely have used in Excel or Word. I can’t tell you how many times I have pointed this out, in passing during a training session, and seasoned Costpoint Buyers stop me to say they never knew it existed and that I just saved them countless amounts of time manually changing fields line-by-line on long PR’s/PO’s. Please tell all your friends, all Costpoint users can benefit from this one!

When you are in Table View, you can right-click on the column header of any editable column and select the “Replace” option. A pop-up window will appear, similar to a query screen, but allows you to set up the “Replace” criteria.

• A typical situation I use frequently is replacing the condition “Is Blank” with “[insert what you want to have it autofill the whole column with here].” This would replace all the blank cells in a column with the value you specified.
• Another common use case in purchasing is to replace the “Original Due Date” on all rows of a PO. When the header’s default “Due Date” is changed after lines are already created, the “Original Due Date” field does not automatically update from the header’s “Load Due Date” gears function. Utilizing the right-click “Replace” function, you can instruct it to replace all “Original Due Dates” where the condition “Is Equal to” is the current date in the rows you want to change, with the desired revised date [see screenshots below].

Once you input your criteria, do not forget to click the “+” icon, as this adds the criteria to what will be executed. Once added, click “Replace All” and you will be all set. The system will inform you how many rows were updated, saving you a lot of time by not having to click row by row. A sample is shown below in the new Harmony User Interface, but please note these steps are identical in the Legacy 8.2 User Interface:

Right-click on “Original Due Date”/Select “Replace”

Insert Replace Criteria and “Replace All”

Request for Quote (RFQ) Generation Function

Suppose you are utilizing the Costpoint Purchase Requisition (PR), the immense benefits of which we have discussed in previous articles. In that case, you have the capability to also take advantage of the Request for Quote (RFQ) functionality. While this feature is not best suited for every situation, if you tend to have larger PRs with lots of lines, this can be a huge time saver. It can also help in standardizing RFQ formatting to help you properly flow FAR-compliant RFQ’s. This will aid in satisfying CPSR requirements through the use of standard text to ensure proper flow-downs, terms, etc., are included on all RFQ’s.

Where is the Costpoint RFQ Function Located?

Costpoint has two separate RFQ applications, both of which are located in the Procurement Planning module. The application names are as follows:

• Manage Request for Quotes By Item
• Manage Request for Quotes By Vendor

What Do the Costpoint RFQ Functions Do?

The first application, “Manage Request for Quotes By Item,” I find to be less useful, as it is specific to an item, and typically, I want to send out an RFQ to a vendor that contains all the various items I am looking to have the supplier quote.

The second application, “Manage Request for Quotes By Vendor,” is where I find the real value. This will allow you to autoload all of the lines from your PR and let you down-select (if necessary) which lines to include in your RFQ to the vendor. You can then clone the RFQ once created if you intend to send it to multiple separate vendors when seeking competitive quotes.

In addition to automatically loading the PR line detail onto the RFQ, the RFQ applications allow you to specify typical key header & line elements of an RFQ, such as Quote Due Date, Requested Quote Validity, Requested Part Lead time, standard text clauses, and quality requirements. The actual printout of the Costpoint RFQ resembles the formatting of the Costpoint PR and PO, as shown below.

Why is This so Beneficial?

Suppose you are already utilizing the PR to convey all of your procurement requirements, including things such as QC requirements, part number, manufacturer part number, notes, etc. Do you really want to have to manually transpose all that information over to an email or a spreadsheet before you inquire with your prospective vendors? That is what people are typically doing, but why? It is so inefficient. Since the information already resides within Costpoint on the PR, your real efficiency gain is to have this information automatically populate a preformatted RFQ template that can be printed and sent to your vendors. This removes any double entry in the RFQ process, with the added benefit of standardizing the look and content of your RFQ’s, as mentioned above.

Alternate Part Numbers – Speaking the Same Language

While the “Alternate Part” functionality is based in the Product Definition module, it extends into the Procurement modules, and that is where its benefits are seen. The best way to understand an “Alternate Part” is to think of it as a magic decoder ring or a crosswalk, linking your Costpoint P/N with the Vendor and/or Manufacturer P/N. It allows you to communicate on the face of your PO, both “your language” (your Costpoint P/N) and the “vendor’s language” (Vendors/Manufacturer P/N). This removes any translation issues and ensures you and your vendor are on the same page.

Why is This so Beneficial?

When it comes to Engineering Design, BOMs, and Inventory Management, it is best practice to establish one part number that represents that “thing.” Even if the “thing” being bought is sold under different Vendor Part Numbers depending on which vendor it is purchased from (i.e., multiple distributor P/N’s), I need to track it as one common Costpoint P/N that can be utilized in my design (since we assume they are all created equal). For example, you don’t want to have the same screw sitting in inventory under three different Costpoint part numbers because you purchased it from three separate distributors. The vendor’s numbers are arbitrary, in the end, since they all represent the same thing (i.e., the same root manufacturer’s part number or the same NAS/MS base part number). Utilizing the Alternate Part Numbers capability enables you to deploy the best practice of using a single common part number for all Costpoint applications, while still allowing you to crosswalk to specific vendor part numbers as needed.

Shown below is a sample of how this data displays on a PO (Costpoint P/N in the top box and Mfg. and/or Vendor P/N in the lower box):

Below is a sample of how this data carries forward into the Serial/Lot table within the inventory record:

By incorporating these features, whether it’s the efficiency of the “Replace” function, the automation and standardization gained through RFQs, or the clarity provided by Alternate Part Numbers, manufacturers can significantly streamline their procurement operations within Deltek Costpoint. Each of these capabilities helps reduce manual effort, eliminate errors, and improve communication between internal teams and suppliers. When fully leveraged together, they create a more connected, efficient, and compliant procurement process that directly supports production goals and organizational growth.

Maximizing the Value of Deltek Costpoint Procurement

Deltek Costpoint provides a comprehensive suite of procurement features that enable manufacturers to enhance efficiency, accuracy, and communication throughout their operations. Many of these capabilities are often underutilized yet deliver measurable benefits when fully implemented. Redstone Government Consulting’s team of experts supports government contractors and manufacturers in optimizing their use of Costpoint through system assessments, process improvement, and implementation support. Our software consulting team also provides role-based training and ongoing system guidance to help organizations maintain streamlined and compliant procurement operations. Our CPSR consulting services help ensure your purchasing system and supporting documentation meet the requirements of government reviews, reinforcing compliance across every stage of the procurement lifecycle.