Oracle FAQ

When creating a project, can you remove the default field of US BU to a blank item?  This is an important field and if it is a forced selection item it will ensure the proper company is selected.   As if not entered correctly  this will be auto rejected and you have to start over.

• The default cannot be changed/removed. This was discussed in design, however it is a system requirement. We need to train our team to be hyper aware of this field when creating a project to ensure there are no errors.

When creating a project we had a team miss the additional information. It still went through approvals and went to active status. However there was an error email from oracle sync so it did not show in panel maintenance. Is there a way to push it to panel maintenance again, after making edits to the additional information, even though it is already active? 

• If we need to resend to Panel Maintenance, we would set status to pending close then withdraw back to Active status

If a Project Date is in the past, how will the Project Manager be made aware? When will the invoice throw an error against the past date project? When it's matched by AP, when it's coded by the OM, or when it's approved by the GM?

• AP will receive the error and they would contact the plant. Either the invoice is invalid and should not have come in because the supplier did not provide the services. If the invoice is valid, check that all expected costs are in the project, you need to open the project to extend the end date. If the project is still active, you need to change the end date.

If a project is auto rejected, can we get a notification as to why, as in what was missing that caused the auto rejection?

• This happens when the user has not selected the company on the project so the system auto rejects. There is no functionality in Oracle that includes the reason. Note: Include screenshot in the FAQs

Is it possible to get a notification to set the baseline (if it's not set) before you are able to submit a project?

• No, this function is not available. You'll receive an error when you go to create a PR against it.

Will we be able to run reports to see quarterly spending? ex. How much is spent on new build, maintenance  contract labor etc?

• Invoice Dashboard and there is an existing CR to allow "Manage Project Cost" to be viewable post Go-Live

Can you enter past new builds into Oracle or only new moving forward as of 4/1? 

• There is no need to reenter a past new build, as it will already be in our systems.  If there is an OPEN project (new build/conversion/etc) as of March 15th, that information will need to be entered in Oracle post Go Live as a new project.

Why would you want to add the Project Manager name as someone other than yourself?

• You wouldn't.

When completing a maintenance project, should we delete the Third Party Labor line if there is no third party labor?  

• Line item should remain, however no cost or details should be added

No longer using Direct Labor at the bottom for new material?

• No, you'll still use that.

Oracle US New Digital Growth template - sizes are described in inches- should be feet?

• Changes made in UAT but not DEV9 -- will be correct in Production.

When creating a new project/new build is there a work around if you do not have the lease built in the system yet? 

• A lease is required to start a new build.

Is a finish by date mandatory in the system for a new build or can you leave it blank.

• You must put a finish date, and you can revise/adjust as needed after approval.

Will we be updating our dismantle checklist for material value? An updated form because we will no longer be adding salvageable value

• Field will not set the value of salvage - it will be set based on the depreciated value of the asset. The form is attached to the project for awareness. Form needs to be updated (Cori) to remove any $ references.

I am following along the demo and trying to add myself as Project Manager but a different name is popping up.

• They masked the names and that's why you're seeing different names. We're working on that. If this happens in the future, just keep the other name and add yourself as well.

• When creating a digital conversion, do you have to create a panel only dismantle template also?
  1. Yes, we do not do conversions on digital. We have a template just for that = Panel Only Digital Dismantle.
• It won't allow me to add my own name at all to Project Manager.
  1. Try putting a "X" before the email address.
• How does a conversion affect billing and charting ? Is it like our current system where  we aren't able to remove a panel with active billing?
  1. Yes, if still in charting - will get an error message saying still in Billing -- need to remove panels from contract before removing.
• How many Tasks can you add to one Maintenance Project?
  1. Does not appear to be a limit.
• Will there be an active email during training to use to show trainees approvals?
  1. Yes, it can go through the training email.
• When placing the resources on the panel, if there are multiple items (ex 2 vendors for contract labor), do we just add the total and add that as one resource or do we separate each vendor out as 2 resources?
  1. You won't break that down on the panel level.
• Do we put LED Logos under Digital Materials, or to the Panel?
  1. Yes, under the Digital Display.
• For utility bill ACH: these will still be mailed/emailed to the plants for tracking purposes correct?
  1. Yes, nothing changing with ACH drops
• If we have a subcontractor that we need to pay a deposit to, would we set that portion of the payment up as a separate requisition then with the remainder of the bill as an additional requisition so that it issues two PO# so the deposit can be invoiced and paid up front? Or would it be set up another way?
  1. We don't have any subs that we pay "deposits" to -- mostly just go through invoices. The deposit acts as a normal invoice - doesn't come as a partial pay statement. The best path is to set up two POs/Reqs, one for the deposit and one for the remainder of the payment. *Note: We have not tested partial payment on PO*. Note: Only invoices are paid, not POs. 
• Is there a need to add our RDT as a resource on Digital projects?
  1. No.
• If we have material on hand, we should save it and put it in through the inventory system then move it to a project?
  1. Correct. You have to first create your project number and then go through the other side.
• It no longer asks us for a reason why we are dismantling?
  1. No, so you need to make sure that's filled out on your checklist. And if you salvage anything.
• Our Project can't go into the active status until the static panel is removed from Charting?
  1. Yes. But you'll have a separate project for your new digital that is replacing the static.
• When adding a structure, do you add the old panel number that you are replacing?
  1. It's not required. You need to add that you are adding a new panel to that structure though
• Why is structure and panel number required on a panel conversion (converting a bulletin to poster) in the additional info section, when the field is not marked with an asterisk?
  1. We learned to insert the old structure number and panel number in those fields to show what we are converting from.
• If the price of a project goes down rather than up does it still go back through all the approvals?
  1. Only if it goes up- you will have to go through the approval process. 
• As far as panel numbers go, those will stay in panel maintenance?
  1. You only go to panel maintenance to check that the panel number doesn't already exist. That's why you should go to panel maintenance first. If you do a maintenance project existing panel template, then you need to know your structure and panel number.
• For Named Storm, do you need to fill out Attributes? It's showing as Non Applicable.
  1. You need to fill that out.
• If we miss putting in additional info (media type)… and get an error from panel maintenance do we have to re submit if the project is active or will panel maintenance update?
  1. Project has to be re-submitted after additional information is added. Panel maintenance will not automatically trigger to update until the project has been re-submitted. 
• I'm getting 10 pieces of apron and there's a percentage there. Do you divide the percentage between two panels?
  1. Split out your requisition. 
• For Collecting Project Costs, is there still a Structure close out time or will this alleviate that?
  1. The project will be closed when it's closed by the project owner at the company. There will not be a cutoff anymore, you can enter any day of the week or month. 
• I heard Panels will automatically be added to Oracle. When panel numbers are created in an active status, will they be available to be pre-sold while we're creating the project?
  1. Yes, once you create the project, you identify panel numbers and put them in active status. That will push them to panel maintenance and charting. You will have to go into panel maintenance and fill out attributes of that panel. You will receive an email if it can't go to panel maintenance.
• Can we name projects? It would help to have a panel number in the name.
  1. You'll be able to pick the template which will start with your plant number and then what that project will be. You should put a note like panel number or street name to help you identify which is which.
• When attaching documents to a project, can you attach a file from your google drive?
  1. Yes. You can add the URL directly to the project.
• Are project team members on View Only status or can they edit Projects?
  1. Project team members that are added by the Project Manager are able to update various facets of the project (mainly managing purchase requisitions) but will NOT be able to update the Project Budget.
• When creating a project under panel details, what are milestone and critical referring to?
  1. Not being used as part of this roll out. Can be ignored.
• What happens when a project extends past the scheduled end date?
  1. If the project end date has passed, no requisition can be submitted for that project. The end date can be updated on the project at any time.
• For a project exceeding a calendar year, our typical process makes us resubmit for approval in the new calendar year. Will that go away?
  1. It's going to continue to roll into the following year. It won't get closed until the project gets closed out. The money might hit the current year that you are in though.
• If I get an invoice from a supplier who has worked on several different structures in a day, how will that look with a purchase order? Would each structure have a project number?
  1. Each will have their own project and structure number. The copy feature will be really helpful here. You can list more than one project on the invoice.  When you create an invoice, there is a feature to split the line into multiple lines to add projects and allocate costs. When you create a requisition, you'll reference the task in a line item to delineate how much goes to each one.
• When we are opening a project, is it automatically sent to GM AFM TM or RM or do we select it?
  1. It will automatically be sent. We can add a TM ad hoc to that if we need to. It will go through the workflow regardless of the dollar amount.
• As we get into bulk 1159s, are those going away? Operations Managers need to buy materials in bulk, will they create a project number for each?
  1. No, it will go into your inventory system and then it will go into a project. 
• When I do a dismantle project on Quantum, do I need to go back to maintenance to get rid of panel numbers?
  1. No, Oracle will take it out of maintenance for you. Attachments are very important and are the same way you do it today. Cori will move everything into your inventory system after this.
• How are new digital purchases factored into this? We don't typically get an invoice or know the cost.
  1. The digital team will add this to your project for you once it's paid. You don't need to look for that anymore. For digital displays, Rachel will give us a cheat sheet for your planned costs for your digitals so you will know what the average cost will be and then you will add that into your project. The invoice will automatically hit your project.
• In the system currently, when I go to remove a panel number, I'll get an error that won't allow me to take it out. Will the system know the contract needs to be automatically taken out?Taxes
  1. The new system will work the first way and will let you know that the contract needs to be removed. You will need to let the sales team know to remove it. Once billing is all on Oracle, it may be a different process in the future.
• How are journal entries going to work?
  1. Once invoices are paid and goes to requisition, it will automatically go to the tax department where they will assess the taxes and the taxes will go to the project automatically. For journal entries from company to company, they will be in the new Inventory module system. You still need to notify someone you want to move panels to another plant. Not really a journal entry; it's an inventory transfer. For digital displays, Rachel's team will move journal entries in for your project so you don't need to look for them.
• What about a journal entry for labor? If it's someone else from another plant?
  1. Labor works the same way, Rachel will put the journal entries into your project.
• What about material that doesn't have a cost if we keep something leftover from a job?
  1. That will be in the inventory system, but we are still working out the details. The new system will handle this out of inventory so you don't need to close out job tickets. This is a huge benefit. If you have material inventory, you will know what it is and how much it costs.
• Will there be a depreciation in the dollar amount that you will help out with when we bring in ad structures?
  1. We are trying to decide this, and we will come back with answers to these questions. We will rely on accounting because each structure has a value that depreciates naturally. We will have the assistance of teams to assign the value for us.

Supplier

• Where can I find the Request New Supplier form?
  1. MyLamar is where the form will live. It is not currently active.
• What are the next steps if you do select "Yes" the new Supplier wants a supplier portal?
  1. The request will be sent to AP for execution. AP will go into Oracle to create the Supplier as well as add the portal. You will be notified when the supplier has been created via the Request form notification system
• What is a Supplier Portal?
  1. A supplier portal is a view into a Supplier Profile that the Supplier has access to. We had planned to have Supplier invoices submitted through the portal, however, we are not proceeding with this at the time.
• Can an established supplier have more than one contact person/email to receive the POs?
  1. No, POs and Invoices will only go to the Supplier information that is already established as part the supplier data
• On a New Supplier Request, what is Supplier Hold?  Is that specific to Lessors?
  1. This is specific to Lessors and will be updated based on Corporate Needs
• How will we be notified now when changes have been made to the supplier are complete or a New supplier has been completed?
  1. AP will update the smartsheet and the requestor of the change/new request will be notified via email (from Smartsheet)
• If we don't give a supplier access to portal on the smart sheet, can we add at a later time?
  1. Yes - you can submit a change request form
• What is best practice as to when to add the Supplier? Does an invoice need to be pending?
  1. It is okay to submit a request for a new Supplier before there is an invoice in the system. You will also need the supplier set up in the system in order to make a Purchase Requisition. Otherwise, you'll use your best judgment. If AP receives an invoice from an unknown Supplier -- they will reach out to the field, field may be asked to submit a New Supplier Request form. 
• Do you only have to enter the last 4 digits of the supplier number, not the full number?
  1. You will have to enter the whole number
• Will this be the same process for customer refunds?
  1. There is a smartsheet request form for Customer Refund. Current business practice is that the money would be sent back to the address listed in Billing. 
• What is the Difference between 1025 and 1311 Cost Center # 225 #226 for TLC and what should be used?
  1. Should be doing 1025 and utilizing the 2 cost centers. 1311 should not be used.
• Can a comment section be added for Special Handling Requests on the Supplier smartsheet so a check can be sent back with a weekly packer versus creating a separate shipment?
  1. Weekly packers will discontinue - checks are being outsourced from the bank. Simone to review the smartsheet to confirm if the Special Holding Request is already on the sheet
• For a Home Depot type supplier, when they invoice as a full statement at the end of the month, how are we handling when part of the bill will be tied to a requisition (where we supply them with a PO that is hopefully included on the statement line), does that line match with the requisition/PO and pays by itself, where AP will grab the remaining lines and pay through regular invoicing process?  
  1. As long as the invoice stipulates which lines relate to different POs. As long as it's CLEAR  -- AP needs to understand which line relates to which PO for invoice creation.
• Have we gotten a notice letter yet for vendors to be notified of the changes that invoices now are to be directed to AP?
  1. Not yet - Change Management is handling communications and announcements.
• If a supplier shows up in our search, can we use that supplier? Suppliers are no longer plant specific?
  1. Correct. There's been consolidations to this in order to be more uniform. 
• If vendors are sending invoices electronically, will the invoice populate with the correct info to use?
  1. No, it will not come over with the supplier number. There is still info we need to put on the invoice, especially as we get started. Over time, the system will learn what to input.
• Will Smartsheet requests for New Suppliers/Lessors or Changes to Suppliers be processed/added to system before Go-Live? Can we use the forms for Training practice?
  1. The forms can/have been used for Training practice, however Lamar will not be processing the requests and will delete all pre Go-Live requests from the system before April 1. Requests submitted after April will be processed. 
• When we talk about invoices, we are talking about them on fixed asset and project level. If I want to make an order for office supplies, will we follow our current processes or does this change apply across the board?
  1. Currently, we are only doing requisitions for fixed assets and projects. But moving forward that can be an option if wanted.
• Will the Oracle system now create a new report for fixed assets?
  1. Yes but access to reporting is limited
• I have to set up a new supplier. When I submit New Supplier Form, do I also attach the invoice along with the company's W-9 OR do I scan the invoice separately? I don't know how AP would see that the new supplier form ties with the invoice
  1. The invoices should be sent in separately in order to go through the appropriate email address for input into Oracle. invoice needs to be sent in separately, if they want to also send in the invoice with the W9 for the supplier set up to make sure it's set up correctly for payment they are welcome to.
• How are we to handle the Michigan One-Stop Online payments? We usually code them up and email them directly to AP for payment are we to continue that procedure?
  1. Nothing is changing with our ECheck Process except they do not need to code them.. once I make the Payment in the portal, the invoice will be sent through for Invoice Coding & Approval in Oracle.
• Subcontractor is no longer an option in the Supplier Dropdown list in the supplier smartsheet (can attach screenshot, if needed). Will this be added back in at go-live?
  1. No. There will be a subcontractor smartsheet.
• We have always been required to include the customer contract number when purchasing vinyl, do we need to add that now? If so, where?
  1. The supplier should be including this on the invoice in order for it to be searched for. Without this information, AP will not include it in the description for search purposes
• Can you search for a vendor in “Deliver-to Location” under “Edit Requisition Preferences”? We commonly send materials to vendors for configuration/installation.
  1. No but the vendor address could be added manually if different than the supplier address for One Time Location
• For Purchase Requisitions where it is sub contract labor, sometimes you want to control when the project starts and the check is delivered. If PO is approved, does it go to the plant right away?
  1. If everything matches up, it's going to be processed. But in the templates in the project when doing a requisition, there is a lot of info we're able to input to feed to accounting. Once you have the requisition and receive the items, you still need an invoice. The invoice will flow from vendors to email and that invoice will have the Purchase Order number which will match with the items/services. The requisition will be approved, but not paid until the invoice comes in,
• Will we require PO numbers on all invoices moving forward?
  1. The PO is automatically generated in Oracle from a PR. If a PO exists for the invoice, it will be matched to its invoice (2 or 3 way match).
• Can Anyone receive Items in?
  1. Yes, if they have the security Access
• For corp IT, who receives the actual equipment?
  1. Currently Orders Team handles receiving -- it would be great if they could be brought into the Oracle fold. Should utilize the requestor field as the requestor is the one who will be receiving the goods.
• When a company gets 60 tax invoices, but the supplier needs only one check, what is the process?
  1. If all invoices are due at the same time and will be processed in the same check run, Oracle will automatically group them together on one check with all invoices listed on the remittance. Either the check will come back to Corporate and Corp will have to print all the tax bills or the plant will have to do it. Still have open questions on how AP will handle (need to know where all these tax bills are from - most are from TLC) 
• Are we requiring suppliers to include plant numbers on future invoices?
  1. There will be additional information on that soon. In training, that will be a task assigned to us with information from Change Management on how to approach that. All of our plants are going to 4 digits as well in the future. When the time comes, we will have that information documented to send to your suppliers.
• Can we do anything proactively in our plants to get us ready with our suppliers? Like putting our plant number on invoices?
  1. We still have a good amount of time before go-live and we need to figure out everything we need. Let's wait so we can give our suppliers a consistent message.
• If a project goes past the original end/project finish date, do we need to jump back in the system to update that?
  1. Yes, you'll have to judge that timeframe and go back in to update if it goes past the date.
• When creating a project, the "Project Finish date" is not a required field, but is it best practice to pick a date? 
  1. The finish date is not required but should always be entered.  It will cause problems when entering requisition for that project.
• For a new build, when you click the drop down for leak number, do you have to put that in?
  1. That's for requisitions and you will separate costs out by panel as you pay that invoice.
• We can upload blueprints, once it is approved, where does it go?
  1. It stays in the project and never goes away. So you can always refer back to the project.
• When we are completing steps is there something that will denote that it has been completed?
  1. No.
• Can we add more detail to the smartsheets (New Supplier/Supplier Change) fields? [Note: Supplier hold has been updated] 
  1. We are making edits as they come up and there will be a communication going out
• How do you know you have something to approve without logging into Oracle?
  1. You will get an email from anything that needs your approval.You should log into Oracle to review the information and then approve.
• Do you have to choose the people as resources in the first step in order for them to be in the approval steps? For example, if you put only your GM and AFM in as resources then will they be the only ones that need to approve?
  1. No, it will automatically go to the approvals that have been set for each template/project. If you left the AFM out of resources, when someone goes in for approval they will not be able to see that and will disapprove the project,
• Is the project number our PO number to be provided to contractors and suppliers?
  1. PO numbers are different. The project number will be used to create the requisition or the PO. You use the project number on the PO but the PO number is different.
• If an actual cost is more than the original budget for that item, will it need to be approved for the higher amount? Or are we just concerned about the overall budget?
  1. No. On ROI, the regional AFM will get an email that the project will probably go over budget. They will reach out to you to find out what is going on with the project.
• On the old system, when a bill came in for electrical work and was more money than what the 1159 was approved for, they wouldn't pay the bill. Now it will be paid?
  1. Yes.
• If a project goes over budget and we get the alert, do we have to go in and re-approve?
  1. Yes you can make them go in and update the budget and go back through the approval process.
• Can you see the panel maintenance report as soon as you submit for approval?
  1. You can see it once all approvals have gone through.
• When this happens is it also immediately in charting?
  1. Yes. You have to go into panel maintenance and fix anything to be updated and then it will go into charting
• Can we set up time to review logo templates?
  1. Yes.
• To enter the structure number twice when managing the project plan seems redundant. Is there a way to avoid that?
  1. No, you have to enter it twice.
• Are you pulling the apron and catwalk dollar amounts from inventory?
  1. Yes, it could be. If you are buying, you can do it through a requisition and put the project number there and it will come from the invoice being paid. If you have it in your inventory, then you can move it straight to a project.
• If we're adding material from our inventory to a structure, do we still need to get approval?
  1. Yes.
• For bulk purchases, is there a feature to do bulk purchasing of material and separate per panel?
  1. Yes, you purchase material and it will go in your bulk inventory system. When you are ready to use it, you can transfer it into a project. You need to create a project, know your project number, then move it into your project.
• Will notifications replace emails?
  1. You can change the settings to have emails along with notifications. You can choose one or the other, or both.
• If we have a vendor that you always buy one supply from, will it auto populate to supply GL from the last invoice or do we need to code the GL everytime?
  1. Nothing in place currently that will carry info over from previous invoices. We'll have certain segments that will default on the invoice. 
• For GL Accounts on the Regions and Territory it looks like we have to put a region (598 is Transit but both RM and TM for us) (599 is Airport) and we have to put a Territory, but I do not see a territory for all US transit or all CAN transit. Also, Airport West currently is 915 and East 916, but the sheet shows 905 and 906 so want to verify that is correct? 
  1. If you need to hit all US Transit or CAN Transit, please use 900- Transit Territory and we will get allocated appropriately. Yes, please use 905 for Airport West and 906 for Airport East as we tried to keep sequential numbering. 
• When clicking through on Materials, there's a line item for Materials and Materials Item. What's the difference?
  1. That will be taken down, there are some things we are still cleaning up
• Will we get approval notifications at every step or only when everyone has approved?
  1. You should be getting it when it's finalized/approved from the last step.
• Will we have the ability to look back at all of this stuff at a later date? For example, if we needed the print at a later date?
  1. Go to the Search screen in My Projects, search for Project Status, and filter by the date. Click on the project.
• If the cost hasn't changed, will it get kicked back for reapprovals if you made some changes?
  1. You can change the details. Until it goes to Closed, you can make changes by pushing the edit button. Once it's closed you can't change it.
• What if one face was static? How to designate?
  1. You will update the 2nd panel to static in the additional information section.
• So the word "resources" means contractor/materials etc and also means people that approve the project?
  1. If you don't add people on as Resources, they can't go in to view the project and take necessary action.
• Will we receive a list of people at corporate that need to be added?
  1. Add the people who are on your flow. We will give out instructions about who to add later down the line.
• Can any of your resources that you designate make changes to the project  I.E can my real estate manager change lease number at will?
  1. No, only the author of the project can make changes.
• Would you be able to select more than 1 category? Example: Buying a printer and office chair from Office Depot.
  1. Yes, there are additional lines.
• Don't the current Fixed Assets only go to GM and AFM?
  1. If you have a territory manager, it will flow to them.
• How will Corporate Department Fixed Assets need to be entered to flow to the correct approver?
  1. It should flow based on Cost Center but when you get to the final approval page, it's defaulting to 1311 and Joe approval. We need to talk to Primus about this routing issue.
• Is the GM required to put in a comment when approving?
  1. No.
• Can you create a requisition before you have the invoice, then reconcile the requisition before submitting the invoice for payment?
  1. Yes and no. Yes, you can create a requisition. But when you create it, a Purchase Order is generated, and only then can the supplier send you goods. Then you will receive an invoice.
• Would the OMs add the RM or would the GM add them at that point?
  1. As long as it's not at the Last Approver in the flow, you would be able to request RM approval.
• The approval flow didn't show the Territory Manager, so why was it showing in the demo?
  1. You can add in whoever is missing from the approval flow ad hoc for your particular region.
• Are PO numbers now required to be on the vendor invoice coming from a requisition?
  1. For Fixed Assets and Projects yes as those are the only ones we will start with with requisitions/POs.
• What will be the default printed on the vendor check?
  1. The invoice number and amount.
• Can we still request vendor checks to be returned to the plant?
  1. There will be a lot of training on this. We have a delivery channel option. We will have a cheat sheet to help as we learn. The delivery channel option has to be chosen for every invoice that enters into the system. 
• What about submitting the vendor's w9 when requesting a new vendor?
  1. In the smartsheet, there will be an option to attach documentation.
• Will Real Estate Managers be making these requests for the Lessors or only OMs?
  1. Real Estate Managers/Admins can make requests for their department.  In the smartsheet, there is a drop down for two options:  Suppliers and Lessors.
• Will the current fixed payables roll over to the Oracle system, or will we need to resubmit?
  1. That is something we are working on. Future communication will come out on that subject.
• Who can add contact information?
  1. It will come over Tririga from the lessor side.
• What about AP Close reports we review every month? How are those generated?
  1. We condensed our reports and they will be available and in a list to be distributed later.
• We had a meeting within our office to discuss how invoices will be handled in the near future. Do you have any guidelines or recommendations on how to proceed with advising vendors to send their invoices to corporate? When should we be advising vendors? Do you prefer invoices to be emailed or mailed and how will you know it is for Little Rock?"
  1. At this time we are not changing how invoices are coming in. Once we go live we will communicate changes to be made and that they will need to be emailed in individually.

Inventory Transfer

• Do we need to teach inventory transfer?
  1. Yes - The Demos in the deck are relevant to the field and then explain that the request for transfer from one company to another is still owned by Structure and will be requested to Cori's team the same as it is today
• Could you give us a scenario where you would determine whether it's Yard or Main when searching for items?
  1. You may have someone count your inventory for you and they will know where that material is because they are physical items.
• Will we get a list of the companies that have stuff in their inventory so when we demo the search we will know which one to use?
  1. As trainers, you should be getting in your plants and putting some items in there and practicing the transfer. You can build the inventory and pick the two companies you want to do that for.
• Is there a way to have a spreadsheet with all the inventory we have on hand?
  1. We have that in your inventory under "Reports." 
• When you move an item to a project and find out the panel is wrong after submitting, what do  you do?
  1. Move it from your project back into your inventory and re-do it for another project.
• Once we moved an item to a project and the project completely closed, then the item will move out of our inventory?
  1. Once you close a project, those items will move out.
• Does the system automatically send things for approval to the GM even if we don't select them?
  1. Correct, the approval flow never changes.
• With two people being in the same company, will that cause issues? I'm trying to add things and I can't.
  1. Correct- go into another company. Two people in one company trying to use the same workflow will get you kicked out. But this is only if they are logged into the same account.
• Do I need to fill in additional information under direct labor?
  1. No, only add costs for direct labor
• Will we have the ability to log into the panel maintenance when we do our training?
  1. Yes.
• When you purchase something directly to a project it still goes through the approval process even though the project budget has been approved.  Is this normal?
  1. If you have a project that is open and approved, and you are buying something through requisition, it will go through that approval process.If you already purchased it, it will not go through the approval process.
• When I went to receive inventory, how do I receive everything on one receipt? I made one requisition with two different suppliers?
  1. If it has two separate POs you have to receive it separately.
• If you're buying bulk inventory, what charge will that be? We're buying materials to go straight to a project from a requisition. How do we do that if we're buying 20 pieces of apron and split it between 3 projects?
  1. Select the category name by typing in "MT" and click search. In Dev9 not all the categories are available. Put the UoM, Quantity, and price per unit. To split into the projects, select supplier on the right and type something in the item description. Then select the project and task numbers. Search for expenditure type by putting Material in the Value box. 1215 for Expenditure Organization. In percentage, put 100. Then use the split button to split the line and enter a new project.
• I'm still fuzzy on putting in the price for purchase. I thought we were no longer receiving invoices?
  1. That's correct. You're putting the price of that quote. 
• We were asked if there was a Fixed Asset Inventory list that will either be accessible and/or sent out to us (like the inventory list is sent to us 1x per year now).  Because we can look at bulk inventory, they inquired about seeing FA inventory that we ordered. (Fixed Asset Audit list)
  1. No plan to provide field access since it's intended for financials, however a future report may be created for them to leverage (or provide it more frequently)
• When do the items "drop out" of the inventory listing? 
  1. Items in Bulk Inventory that are tied to a Project will come out of BI once the project is closed.
• I pulled up a project and it says I need to reopen it because an invoice came in late. Can I do that?
  1. Yes.
• If you have an active project and create panels in panel maintenance but you need to change the panels to a different number, will it automatically remove the first set that you put into panel maintenance?
  1. Yes.
• If a bill gets paid and we don't continue with a project, what happens?
  1. It'll be a planned expense if that project doesn't happen. To reverse pay, journal entry that back into the plant like we currently do today.

Requisitions

• Will a GM that is also a TM have to approve Purchase Requisitions (and projects?) twice?
  1. Yes.
• If you have already gotten approval through the current system on a fixed asset but it has not been paid yet. Will this need to go through the new system for the whole process again?
  1. Yes, they will need to be created as a Requisition in Oracle and through the Approval process. Be sure not to include a supplier email so a repeat order is not placed
• Looking at all of your purchase requisitions - what does a Funds Status "Liquidated" mean?
  1. Requisition status changed to Liquidated when the PO is created against the Requisition  (Project PR only). For Non Project based Requisition you will see the fund status as Not Applicable 
• What does the "claim" button mean when the GM gets the approval?
  1. Typically used if more than one person could review/approve an item during approval process to prevent more than one person from editing it. Not being used here as part of Phase 1 due to pre-established approval flows
• Will tax be calculated automatically or do we include the tax?
  1. Vertex will calculate the tax automatically.
• Does the PO automatically send it to the supplier or do we need to send it?
  1. If there is an email address at the supplier level, the PO will automatically send
• Are we really expecting that Home Depot is going to add a PO #? Wouldn't that be something we need to do when the invoice is sent in?
  1. Sometimes, the Supplier does ask if we have a PO to reference. PO is new for Lamar but not new to many Suppliers. You can also add the PO when you go in store to purchase or add it online
• Does the charge account update for different kinds of requisitions?
  1. Yes, based on the category selection on the Purchase Requisition
• When entering a requisition, say for a $200 ladder. The system now auto rejects it because it us under $250. It should still be a Fixed Asset and need approvals?
  1. A $200 ladder is not a FA. If something is not a FA, it should not be going through the fixed asset/approval process. If there are two ladders entered, it will still be rejected based on the item level. It is the item total that is important, not the total cost of the requisition. We need to raise this to managers and AFMs to reject this. This is the rule except for IT.
• What if someone selects the wrong category? Can Corporate fix the mistake after?
  1. Will depend on the workflow for your specific office. The approver could reject and then ask the requestor to revise.
• During UAT, didn't OM's have the ability to create a Project to help out our Ops Mgrs? Is this something that can be discussed further down the road? We might have some issues in getting Projects created.
  1. Yes, but that was for testing purposes. Who can create projects has been discussed and will mostly be based on who completes the relevant actions in today's current state. 
• What happens if the Project had an "Absolute" budget? What happens if the Requisition exceeds?
  1. Invoices will not be processed if it is over budget. We will see on Thu/Fri from our A2R counterparts
• How will Corporate enter Requisitions so they flow to the correct VP?
  1. Whoever enters requisition, needs to go to manage approvals before they submit their cart and add the correct person as FYI approver. After final approver approves, they will get the FYI- no approval, she can just view everything
• How will it work if someone with Corporate orders something for another company and the item needs to be received there? Will the company have access to the PO?
  1. The requisition "requestor" should be updated to reflect the company in which the item will be received
• Can we change or add a different delivery address when creating a requisition/PO? We in Airports/Transit do not usually ship to plant addresses, as we do not have physical locations in each area. We sometimes ship to the Airport or a local supplier.
  1. There are some physical locations that you can ship to.  There is also a one-time address that shows up on a PO. Can send an email with screenshots for this. In requisition, you can type down any address you want.
• When purchasing a requisition for bulk inventory, how should the Tax and freight be included?
  1. When the Requisition is created, the Tax and Freight should be included in the cost of the item
• How will approval flows work if the Requester is the Approver?
  1. There will be no requesters also exist as approvers
• When they approve this and it is over the original amount when this Req. is approved does the overall amount then change to new approved amount so invoices will not be rejected?
  1. The project/project budget will have to be revised in this case
• Are there sub budgets within the Project budget for separate structures etc?
  1. Yes, the project budget is built by adding a budget for specific structures/project needs. 
• Is there a way for us as PR creators to see the Project budget?
  1. We'll have to come up with a system. Project Managers should add PReq creators as a Resource on the project for visibility.
• Can Ops Manager receive goods in another location if I submit a Purchase Requisition on their behalf?
  1. They should be able to receive it.
• If the PR is approved and we still go back and receive, can we go back and receive?
  1. Yes, you can go back and receive the item.
• Will you see the reason for an auto rejection for purchase requisitions?
  1. Yes, it will be noted in the email received and the reason will be listed in the notification within Oracle
• Within the requisition line, we were able to see 2 Quills under Supplier. It showed no identifier as to which Quill we were choosing. Would that change later on or would we just need to do a supplier search ahead of time to know the supplier number?
  1. "From the Requisition, look at the site to determine the address to confirm the correct supplier ID has been selected. Search for the Supplier by address to determine the correct supplier number that aligns with the tax ID #/address/supplier number"
• When entering a requisition, if you have 1 invoice including Labor & Materials for the same project - can you use the split key or do you need to enter separate requisition lines and add them to cart?
  1. Either option is acceptable.
• What should the estimated cost of an RDT to enter in resources? 
  1. When creating the project, it should be $1200 as a standard. Prior to submitting the project to close, it will need to be reviewed and updated as necessary
• Do we have a way of checking to see which Suppliers are paid/what the status is of payments?
  1. The Supplier Dashboard is in development and has not been tested yet. This is where you will be able to find this information. You can search on the Invoice side. You can go to Payables > Invoices > Taskbar > Manage Invoices and then search to pull up the status of all invoices in the meantime. You can also add a column to display Paid v. Unpaid
• When entering a requisition, if you enter the email during this process is that where the PO will go or will the PO go to the supplier email that is entered when the supplier is set up in oracle?
  1. No, the email field in the PR creation does not trigger an email.
• In an approved requisition example where someone purchases 8, receives 6 because the last two were out of stock, and the employee decides they don't need the other 2 after all...Would they then have to go back and revise the requisition/PO that went to the supplier so the supplier got the new PO and could then produce a new invoice for AP to pay?  
  1. If the company receives 6 of 8 due to out of stock, the invoice will be received by AP for only 6 items. When they are returned to stock AP will receive an invoice for the additional 2. If the company only wants 6, the PR must be updated
• How can I make sure my items are delivered regularly to my satellite location when placing an order?
  1. At this time, the process is to use the "One Time Delivery" address option when creating the Purchase Requisition. -- Needs to be communicated/added to "Create PR QRG"
• What is the dedicated AP address?
  1. [e-mail]

Invoices

• What is the scheduled process in training vs. post Go-Live?
  1. In training, the automated process will run every 15 mins for invoices, but during production it will be every 30 minutes.
• How will legal bills route for invoice coding and approval?
  1. Legal Invoices can be sent in like normal invoices & AP will route to Legal for approval.
• If we scan invoices to AP, will it need to be one scan per invoice or can we scan as a batch of multiple invoices?
  1. You can send 10-20 etc invoices to the AP email but each invoice will have to have it's own individual attachment. We're looking at a way to continue using SnapScan
• What is your team using to know who at the plant level to assign an invoice to?
  1. Should be a requestor on the invoice once we receive it. If we do not see a requestor listed, AP will go to MyLamar and look up who the office manager is for the plant in question
• Are journal entries going away?
  1. No, journal entries are not going away but the system is changing.
• For project invoices, will they be paid if under AND over the original quote listed in the project OR is it absolute and sent back to the company to update the dollar amount in the project?
  1. If an invoice from the supplier is greater than the amt approved on the PO, the invoice will be flagged by the system as a PO Hold and  AP will send it  back to the company (either request a revised invoice from the supplier or revise the PR, which will then go through approvals again).  If the invoice from the supplier is less than the amount detailed on the PO, the invoice will be Paid.  As a side note, the Receipts of the items or materials on the PO must match as well in order for
• If we $ in suspense for a state project. How would we pay those invoices in quantum
  1. Currently, the company sends Cori an email with the invoice, and she approves and sends to AP for payment.
• It was asked how we will be handling invoice credits, and I don't believe we've talked about that yet. I assume it's the simple answer of "we'll handle how we currently do", but in the case where we order 5 of something, and they bill us, but we only receive 3 and decided we didn't need the other 2, so the supplier credits the account.  All of that would be reflected on the invoice.  The question is coming up with an Office Manager thinking of current state, where we hand write what happened on the invoice, strike through the total, and hand write the new total.  Now that it's routing through Corporate AP, will they grab the right, revised total when they receive it? 
  1. Handwriting/striking is not policy. The PO and an invoice need to match in quantity when they are received. Field needs to be the one receiving the goods -- they need to note that the incorrect quantity. If the Office receives an invoice, it needs to go back to the Supplier. If AP receives an invoice in this situation, they would provide credit. If noticed when coding, you need to obtain a revised invoice before processing.The only situation in which we would process is if the quantity is less than the expected amount. 
• How will AP be handling yearly membership (e.g. rotary), will it be amortized across the 12 months? 
  1. Yes, it will be amortized across the 12 months, we will do what's call MultiPeriod Accounting from AP prior to us sending it out for Invoice Coding, once they receive their bell notification, they will have to open the invoice and review the Multi-Period information to determine if it is correct.. If it is, they can proceed with invoice coding. If it's incorrect, they need to return it to AP to be corrected.
• During the blackout period will we be emailing new invoices to [e-mail]?
  1. March 15 is the last day to scan AP invoices using the current scan buttons on the kiosk scanners. Beginning Monday, March 18, company scanners will show new options to send invoices electronically. The new buttons will show four options in which to send invoices to different AP inboxes based upon Business Unit and location (US or Canada):
     • US BU
     • US Logos
     • CA BU
     • CA Logos
       • The email for US BU is [e-mail]
• Do we know how AP will handle an invoice that shows a past due balance and a current balance?
  1. AP will only pay the current balance and will reach out to get the invoices for the current balance. No change from today.
• Can you delegate your worklist to someone in a different role, that has different/less security access?
  1. Delegation should take place infrequently and should only happen within the same company. In expense you can delegate to anyone. System will allow, but policy will not. An admin can code an invoice (after being delegated) if they don't have the security access but access will need to be changed.
• Does Oracle remember commonly used coding distributions?
  1. Yes, Oracle will remember.