Resource Name	Resource Type	Potential Users
Contracts Naming Conventions	Guidance Document	Contract Administrators, Contract Attorneys, Contract Approvers
Adding a Contract Administrator to an Existing Contract	Stepper	Contract Administrators and Attorneys
Downloading an Action Item from the BOE Website	Stepper	Contract Administrators
Downloading a Copy of a Fully Executed Contract	Stepper	Contract Administrators
Using Reports as a Contract Administrator	Stepper	Contract Administrators
If a Contract is Rejected	Stepper	Contract Administrators

Resource Name	Resource Type	Potential Users
Exception to Policy - Contract Creation	Guidance Document	Contract Administrators
Creating an Exception to Policy Noncatalog Purchase Requisition for a Contract that it not yet Active.	Guidance Document	Contract Administrators

Resource Name	Resource Type	Potential Users
Contract Administrator No Lines Agreement Resource Guide	Reference Guide	Contract Administrators
Create a Contract (No Lines Agreements)	Stepper	Contract Administrators
Quick Reference Guide for a No Lines Agreement	Reference Guide	Contract Administrators
Creating Fulfillment Lines on an ACTIVE No Lines Agreement	Stepper	Contract Administrators
Creating a Requisition from a Contract Request Form	Stepper	Contract Administrators
No Lines Agreement: Fulfillment to Receipting Workflow (FAQ)	Guidance Document	Contract Administrators
Fulfillment Checklist for No Line Agreements	Reference Guide	Contract Administrators

Resource Name	Resource Type	Potential Users
Contract Administrator LCA Resource Guide	Reference Guide	Contract Administrators
Program Offices: Create a Limited Contract Agreement (LCA)	Stepper	Contract Administrators
Program Office: Quick Reference Guide for LCAs	Reference Guide	Contract Administrators
School-Based: Create a Limited Contract Agreement (LCA)	Stepper	Network Executive Assistants
School-Based Quick Reference Guide for LCAs	Reference Guide	Network Executive Assistants
Create Fulfillment Lines and Purchasing Documents for an ACTIVE Contract Ending in a PO	Stepper	Contract Administrators, Network Executive Assistants
Contract Ending in a PO: Fulfillment to Receipting Workflow FAQ	Guidance Document	Contract Administrators, Network Executive Assistants
Fulfillment Checklist for an LCA	Reference Guide	Contract Administrators
Viewing Payments on a PO that Originated from a Contract	Stepper	Contract Administrators

Resource Name	Resource Type	Potential Users
Create a Contract (Ad Bid Contract)	Stepper	Contract Administrators
Contracts Quick Reference Guide for Ad Bid Contract	Reference Guide	Contract Administrators
Creating Fulfillment Lines on an ACTIVE No Lines Agreement	Stepper	Contract Administrators

Resource Name	Resource Type	Potential Users
Amending a Contract Ending in a PO for Administrative Purposes	Stepper	Contract Administrators
Amending a No Lines Agreement for Administrative Purposes	Stepper	Contract Administrators
Amending a Contract (No Lines Agreement)	Stepper	Contract Administrators
Amending an LCA Contract (Ends in a PO)	Stepper	Contract Administrators
Amending a Contract (Contract Ending in a PO)	Stepper	Contract Administrators
Duplicating a Limited Contract Agreement (LCA)	Stepper	Contract Administrators

Resource Name	Resource Type	Potential Users
Contract Approval and Rejection	Stepper	Contract Approvers
How to eSign a Contract	Stepper	Contract Signers

Resource Name	Resource Type	Potential Users
Sending a Contract for Signature	Stepper	Contract Attorneys & Paralegals
Assign a New Contract Owner	Stepper	Contract Attorneys & Paralegals
Attach Documents for Signature Send Off	Stepper	Contract Attorneys & Paralegals
Converting PDFs to Word XML files	Stepper	Contract Attorneys & Paralegals
Create Contract Terms Template	Stepper	Contract Attorneys
Create Clause and Insert Variables	Stepper	Contract Attorneys
Edit a Term/Clause	Stepper	Contract Attorneys
Setup a Manual Variable	Stepper	Contract Attorneys
Simplified Templates in the Terms Library	Stepper	Contract Attorneys & Paralegals

1. When creating a contract, there are many different “types” to choose from. How do I know what type to choose?
   Reach out to your OGC attorney before selecting your contract type. Most paid contracts will be entered as No Lines Agreements unless your contract is a Limited Contract or LCA, but your specific contract selection may vary depending on whether or not you are using grant funds. It is important to select the correct contract type as once the contract type has been selected, it cannot be changed in the ERP.
2. Are there naming conventions for the “Name” of the Contract?
   Yes. Please navigate to philasd.org/ERPHelp>Finance>Contracts to locate the “Naming Conventions for Contracts” document and other resources to support in creating contracts.
3. How can we ensure that principals can see information in the contract for their schools?
   Principals can be included as team members on the Parties tab, so that they have read access to a contract. If you are working on a school-based LCA, select “Principal” as the Role, then assign Read access.
4. I have been asked to take over several contracts in my office, but I can’t find them in the Contracts with either a contract number search or contract owner search. What should I do?
   You will need to be added as a Contract Administrator on the Parties tab in order to access the contract. Reach out to the current contract administrator and ask them to add you as a Contract Administrator. If the current Contract Administrator is not available or unknown, reach out to contracting@philasd.org for help in locating this contract. Additional Contract Administrators can be added to a contract at any time – even when the contract is Active. Use this stepper if you need to add another Contract Administrator to your contract.
5. I’m trying to add someone else as a Contract Administrator to my contract, but I can’t find them during a search.
   On the Parties tab, go down to the Contracts section and click on the ‘+’ button. Be sure to select the Role from the dropdown first, then start your search by clicking on the magnifying glass. Use the First Name or Last Name for your search. Do NOT use the Name field. Generally, select the name that is least common to limit your search. Check to ensure the email matches.
6. Once the contract is approved, signed, and active, will I need to create multiple fulfillment lines if my contract is a No Lines Agreement?
   Generally, only one Fulfillment Line will need to be created for the full contract amount on a No Lines Agreement regardless of the duration of the contract. After creating the Fulfillment Line, don’t forget to create the Purchasing Agreement (PA).
7. I created a purchasing agreement, but I need a PO. What are the next steps?
   Once you have your Purchasing Agreement number (PA), use the Contract Request Google Form on Procurement’s For Employees page to ask Procurement to create a Contract Request Form for this contract. This process takes about 2 days.
   • Once the request form for this contract has been created, the Designated Purchaser/Requester for your office can create a requisition using the contract request form. This will encumber the funds.
   • Once the RQ is approved, it will generate a PO, allowing the Designated Purchaser/ Requester to monitor the PO as it makes its way through the approval process.
   • This process allows for multiple RQs to be submitted and purchase orders (PURs) created as needed. Each purchase order (PUR) pulls from the amount left on the purchasing agreement (PA) in the contract and will not allow the contract to spend more than is allocated.
8. How do I create an Limited Contract Agreement (LCA) in the ERP system?
   LCAs can be submitted by central office departments and for schools by the Chief of Schools Office using the LCA terms templates. If submitting a school-based LCA, please follow all established guidelines outlined in the Google Form, including the OGC-2 Form. The steppers below can assist in the LCA creation process:
   • Create a Program Office Limited Contract Agreement (LCA)
   • Create a School-Based Limited Contract Agreement (LCA)
   • Additional resources can be found for Limited Contract Agreements at philasd.org/ERPHelp>Finance>Contracts.
9. When can I start preparing my agreements in the ERP Contracts Module?
   If you are ready to start working on a new agreement, reach out to your supporting attorney for guidance on selecting the appropriate Contract Type.
10. How does purchasing off contracts work in the system?
    Purchasing off of contracts depends on the contract type selected and the type of purchasing documents generated from the contract during the fulfillment stage. For more information regarding fulfillment to receipting consult one of the following documents:
    • For LCAs and other contracts ending in a PO: Fulfillment to Receipting Workflow
    • For No Lines Agreements: Fulfillment to Receipting Workflow
    • For a broad overview of the overall purchasing process in contracts, please see this document to review the ordering, invoicing, and receipting process.

Resource Name	Resource Type	Users
Introducing Updates to the ERP's Procurement Module	Video	Purchasers, Cost Center Managers
Signing In and Navigating to Applications	Stepper	Purchasers, Cost Center Managers
Exploring Notifications and Things to Finish	Stepper	Purchasers, Cost Center Managers
Add an Attachment	Stepper	Purchasers, Cost Center Managers
Withdrawing a Notification	Stepper	Purchasers, Cost Center Managers

1. What browsers can I use to access the ERP system?
   Chrome, Firefox, and Safari are our recommended browsers. Use any browser except Internet Explorer or Edge.
2. Can orders be placed outside of the school network?
   Yes, this system is cloud based and can be accessed anywhere with internet access. It also won’t close at 7 pm each night.  It will be available 24 hours a day.

Resource Name	Resource Type	User
Set Purchasing Requisition Preferences	Stepper	Purchasers, Cost Center Managers
Purchasing Requisitions: Where Do I Start?	Chart	Purchasers, Cost Center Managers
ERP Category Codes	Quick Reference Guide	Purchasers, Cost Center Managers
Financial Approval Workflow	Stepper	All Users
Is My Supplier In the ERP?	Stepper	Purchasers, Cost Center Managers

Resource Name	Resource Type	User
Create and Submit an Attendance Swipe Supplies (CustomTech) Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit an Inventory Catalog Requisition	Stepper	Purchasers, Cost Center Managers
Create and Submit a Facilities Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit a Food Services Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit a Noncatalog Purchasing Requisition for Goods	Stepper	Purchasers, Cost Center Managers
Create and Submit a Noncatalog Purchasing Requisition for Services	Stepper	Purchasers, Cost Center Managers
Create and Submit a Punchout Catalog Requisition	Stepper	Purchasers, Cost Center Managers
Create and Submit a Printing Services Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit a Technology Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit a Transpasses Smart Form	Stepper	Purchasers, Cost Center Managers
Create and Submit a Transportation Smart Form	Stepper	Purchasers, Cost Center Managers
Creating a Requisition from a Contract Smart Form	Stepper	Purchasers, Cost Center Managers

Resource Name	Resource Type	Potential Users
Managing Purchasing Requisition Chart	Chart	Purchasers, Cost Center Managers
Edit a Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
Process a Change Order on a Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
Duplicate, Delete and Cancel a Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
Editing Multiple Requisition Lines at One Time	Stepper	Purchasers, Cost Center Managers
Requisitions Stuck in Pending Approval	Stepper	Purchasers, Cost Center Managers

1. Will the ERP system share when a check has been mailed to the company?
   The person who created the requisition can view when an invoice was paid. There is also the Invoice Expenditure Detail report which provides you information on when an invoice was paid and from what charge account.
2. How can we check the amounts in each account?
   There are budget reports. Need to link to stepper for this report.
3. Is there a compiled list of all the suppliers?
   No, the list of suppliers will not be constant, so we would prefer people to search at the time of ordering rather than look at a static list that may be outdated. To search for current available suppliers, follow the steps to create a Noncatalog Requisition. Then, search within the supplier fields to determine whether or not the supplier is available in the system
4. Will you be able to start orders and come back to them later?
   Yes, you can Save and Close when creating a requisition.
5. Do you still have to get quotes?
   For many order types you will not need a quote. Quotes are needed for Noncatalog items. You also may need a quote for some request forms. Each request form has instructions on the form letting you know what information is needed.
6. In the past, we have been granted funds from Office Depot to use. It was set up as a separate account with separate login through Office Depot. Is this process continuing in the new system?
   There will no longer be a separate account that users will need to access in order to purchase from Office Depot. Users should complete the Punchout Catalog Requisition as directed, and include their appropriate Alias/Charge Account when completing the billing details for the order. They will not need to utilize a separate log-in to access those funds, either. That process that existed previously will no longer exist for Punchout catalogs in ERP.
7. Any chance that there is a price comparison across suppliers? IE. copy paper is less expensive at Office Depot than at School Specialty.
   It’s best to check in real time. Paper prices change quarterly and suppliers may have sales. Unfortunately, The system does not have the capacity to pull up products from different punchouts and compare them.
8. Will we see supplies for facilities or will the Building Engineer only have access?
   You will be able to order facilities supplies but as always you should coordinate with your Building Engineer about what is needed, etc.
9. Are the charge accounts pre-loaded based on what you selected at the budget table? Or are all aliases available?
   All aliases will be available. Choose the correct alias and enter and select your Department.
10. Can we get suppliers added to this list? Or items?
    To have suppliers added to the ERP email oraclesupplier@philasd.org
11. How does shipping or freight work in the ERP system? Can we get suppliers added to this list? Or items?
    For punchouts and internal catalogues, requesters do not need to add shipping to any order. For Request Forms and noncatalog requisitions, shipping must be added unless the supplier is offering it at no charge. For these orders,  purchasers will start with a quote from the supplier. If shipping is a line on the quote, you must add a line item for shipping on your requisition.
    If you input a requisition and realize that did not add shipping PRIOR to the requisition being approved, you can withdraw and edit. If you input a requisition and realize that did not add shipping AFTER the requisition is approved and purchase order has been created, the buyer will instruct the end users to cancel the entire order and re-enter.  (In the future, there will be an option to simply add the shipping without cancelling the order, but that is not how the system currently works.) The cancellation needs to be approved through the workflow as well as the new requisition. If users are getting quotes, they should not have this issue.
12.  How can we process employee reimbursements?
    Employee reimbursement expenses will continue to be process via Advantage until 7/1/2021.  Employees should submit an employee expense reimbursement request SEH-195 form to obtain reimbursement.
13. If requisitions are rejected, are encumbered funds immediately released back into the budget?
    The funds are not encumbered until the requisition is fully approved.
14. In the old system, things have to run at least overnight (if not longer) before funds were unencumbered. Does this system encumber funds (from cancelled orders) overnight?
    No overnight process is needed. If an order is cancelled and approved, the funds are released automatically.

Resource Name	Resource Type	User
Purchasing Requisitions and Fund Status: What Do They Mean?	Stepper	Purchasers, Cost Center Managers
One Time Setup of Manage Requisitions Search Criteria	Stepper	Purchasers, Cost Center Managers
Search for a Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
View Life Cycle of an Inventory Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
View Life Cycle of a Non Inventory Purchasing Requisition	Stepper	Purchasers, Cost Center Managers
View an Invoice	Stepper	Purchasers, Cost Center Managers

Resource Name	Resource Type	User
Approve or Reject a Financial Transaction	Stepper	Cost Center Managers
Approve or Reject a Financial Transaction for an IT, Grants or Curriculum Approver	Stepper	IT, Grants or Curriculum Approvers
Setup an Approval Delegate	Stepper	Cost Center Managers
Approve a Financial Transaction even if a Delegate is Assigned	Stepper	Cost Center Managers
Create Worklist Views	Stepper	Cost Center Managers, Office Approvers
Monitor Purchasing Requisition Approvals	Stepper	Purchasers, Cost Center Managers
Approving/Rejecting Action Required Notifications in the BPM Worklist	Stepper	Cost Center Managers, Purchasers, Office Approvers

Resource Name	Resource Type	Potential Users
Monitor Purchasing Requisition Approvals	Stepper	Purchasers, Cost Center Managers
Approving Invoices for Grant-Funded Services	Stepper	Purchasers, Cost Center Managers
Approving Invoices for Grant-Funded Services	Video	Purchasers, Cost Center Managers

1. As an approver, what happens when a school requests help inputting orders? Do we still get a request to approve if we are the creator of the order?
   Yes, you will still get a request to approve. The approval workflow is dictated by the items included in the requisition as well as the charge accounts identified, not the requester.
2. If the third approver in the workflow rejects the requisition, do the first two approvers get notified?
   No, the requester gets notified.
3. Can an approver make edits to a requisition if they notice an error? Will we be able to edit anything the requester inputs to correct typos/incorrect names, etc.?
   No, an approver included in the approval workflow will not have the ability to make edits to a requisition. If something needs to be revised, the approver should outline the revisions within the Rejection Comments field and then Reject the requisition.
4. If I’m a Cost Center Manager who should I delegate approvals to?
   Assign the task to someone who would have authority to approve spending funds. Even if you delegate approvals, you will be able to see approvals and can still approve. As the Cost Center Manager, you are ultimately held accountable for approvals in your school or department.

Resource Name	Resource Type	Potential Users
Create a Receipt by Quantity or Amount	Stepper	Purchasers, Cost Center Managers
Correct a Receipt	Stepper	Purchasers, Cost Center Managers
Entering and Correcting Receipts in ERP	Video	Purchasers, Requesters, Cost Center Managers
Monitoring the Receipt Status of POs	Video	Purchasers, Requesters, Cost Center Managers

Resource	Type	Potential Users
Funds Available Report Stepper	Stepper	All Users
Missing Receivers Report	Stepper	All Users
Invoice Expenditure Report Stepper	Stepper	All Users
Purchase Order Detail Report	Stepper	All Users
Requisition Detail Report Stepper	Stepper	All Users
Supplier Information Report Stepper	Stepper	All Users
Export a Report to Excel or PDF	Stepper	All Users
Annual Personal Property Inventory	Stepper	All Users

Resource Name	Resource Type
General Ledger Business Processes	Business Processes Document
General Ledger Knowledge Transfer	Knowledge Transfer Document
New Source Value Request Form	Supporting Documentation
New Project Request Form 2022.02.28	Supporting Documentation

Resource Name	Resource Type
Accounts Payable Business Processes	Business Processes Document
Accounts Payable Knowledge Transfer	Knowledge Transfer Document

Resource Name	Resource Type
Fixed Assets Business Processes	Business Processes Document
Fixed Assets Knowledge Transfer	Knowledge Transfer Document

Resource Name	Resource Type
Capital Projects Business Processes	Business Processes Document
Project Portfolio Management Knowledge Transfer	Knowledge Transfer Document

Resource Title	Resource Type
Expense Management Business Processes	Business Processes Document
Expense Management Knowledge Transfer	Business Processes Document

Resource Name	Resource Type
Inventory Business Processes	Business Processes Document
Inventory Knowledge Transfer	Knowledge Transfer Document

Resource Name	Resource Type
Procurement Business Process	Business Processes Document
Buyers Knowledge Transfer	Knowledge Transfer Document
Contracts Knowledge Transfer	Knowledge Transfer Document
Negotiations Knowledge Transfer	Knowledge Transfer Document
Supplier Management Knowledge Transfer	Knowledge Transfer Document

Resource Name	Resource Type
Accounts Receivable Business Processes	Business Processes Document
Accounts Receivable Knowledge Transfer	Knowledge Transfer Document
Treasury Business Processes	Business Processes Document
Case Management Knowledge Transfer	Knowledge Transfer Document

Resource Name	Resource Type
Recruiting and Onboarding	Business Processes Document