Purchase Order Payment Schedules

Organizations often need to pay vendors in installments rather than one full payment. For example: deposits, milestone payments, or staged progress payments. The Purchase Order Payment Schedule feature in Deltek Costpoint allows teams to define those payments directly on the PO line, improving payment tracking and eliminating manual spreadsheets.

With this feature, users can create a schedule that defines when and how much of a purchase order should be paid over time instead of a lump sum. Each payment line contains a date, percentage, and amount, and the schedule automatically updates as vouchers are created.

Why This Feature Matters

Enabling Payment Schedules

1. Enable Payment Schedule in Manage Line Charge Types
2. Create or open a Purchase Order
3. Select the Payment Schedule Code on the PO line
4. Open the Payment Schedule Subtask
5. Enter payment schedules (description, date, percent, amount)

Example payment schedule in Costpoint:

Payment schedules can be printed directly on purchase orders and change orders, allowing vendors to clearly see the agreed payment milestones and dates. This assists in reducing confusion and helps improve vendor communication.

When Purchase Order Vouchers are generated with payment schedules:

• Quantity and unit cost fields are disabled
• Users enter the Invoice Extended Amount
• Discounts and Taxes will be applied to the PO Header and Line
• The system updates the Vouchered Amount for the schedule line
• Remaining balances update automatically

Read Only VIEW of Payment Schedules available in the following Applications:

• View Purchase Order Status
• Approve Pending Purchase Orders
• Expedite Purchase Orders
• Approve Subcontractor Invoices
• Supplier Portal Manage Supplier Actions
• Supplier Portal Manage Invoices
  
  

Common Mistakes

• Schedule totals do not equal PO amount - All payment schedule lines must add up to the PO line extended cost or the schedule will not save. 
• Payment Schedule Code field blank - If the dropdown is blank when selecting a code, verify the line charge type has Payment Schedule enabled and you have saved new record in the setup screen. 
• Payment Schedule subtask fails to open - A Payment Schedule Code must be selected before the system allows you to open the subtask and define schedules.
• Payment schedules must be created prior to vouchering - Payment schedules can only be created before invoices are processed to help ensure more accurate tracking.