Step-by-step instructions for adding a new task or tasks to an existing non-sponsored or miscellaneous accounts receivable (AR) account (PTA).

You may attach written justification for new account setups.

  1. Go to ofweb.stanford.edu
  2. Enter SUNet ID and Password
  3. Select SU PTA Manager User

Please maximize your browser window from this step on as some buttons are located at the right of the screen.

  1. Select Non-Sponsored Account under New Request Types from top-left menu
  2. Select Create New Task radio button
  3. Enter an existing Award Number or search for the appropriate Award Number:
    • Select the field to get the drop-down list
    • Enter partial information in the field to narrow search results
    • Make selection from the search results
  4. Select the appropriate Project Number from the drop-down list
  5. Select Search link to the right of the Task Number field to view existing task numbers, taking note of existing task naming conventions
  6. Enter a new Task Number
  7. Select Create
    An award must have at least one project and task.

    The Transaction ID is now created.

    At any moment beyond this point, you may reassign, terminate or cancel the request under Actions from the top-right menu.
  8. If applicable, add more tasks
    1. Select Add Task
    2. Enter a new Task Number
    3. Select Add
  9. Select Continue

Award attributes now display under the Award heading.

  • To view project attributes, select the View icon to the left of the project under the PT Configuration heading
  • To view personnel associated with the project, select the View icon to the right of the project under the PT Configuration heading
  1. In the PT Configuration section, select the pencil (edit) icon beside the task
  2. Enter Task Short Name (up to 20 characters)
  3. Enter Task Long Name (up to 240 characters)
  4. Modify Task Description pre-populated from the Task Long Name field (up to 240 characters)
  5. Enter Task Manager name (last name, first name) or SUNet ID and select from the list
  6. Enter Task Principal Owner name (last name, first name) or SUNet ID and select from the list
  7. Select calendar icon to select Task Start Date
  8. Enter Task Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Task Free Form Field and separate each value with a comma (if applicable, varies by department/org)
  10. Select a Service Type from the drop-down list
    Select Service Type Attribute Matrix link to see the definition and examples of the service type.
  11. Indicate whether statements will be emailed to the task manager in Email Statements drop-down list (Yes or No)
  12. Select Save

You may attach written justification for new account setups.

  1. Select Attachments 
  2. Select Choose File and then select file to upload
  3. Select Upload
    Uploaded documents display under the View Documents section. You can select the document name to view it or select Delete Document next to the document name to delete it.
  4. If necessary, repeat steps b to c to upload additional documents
My Organization Requires My Approval Only
  1. Select Approval tab
  2. Select My organization requires my approval only
  3. Add FYI contact(s) if applicable
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans select Add
  4. Review the setup of this financial account
  5. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  6. Enter instructions or comments for the fund accountant (optional)
  7. Select Check for Errors to identify any missing information
  8. Select Approval tab to return to Approval routing setup and scroll to the bottom
  9. Select Send to Fund Accountant
My Organization Requires Approvers in Addition to Me
  1. Select Approval tab
  2. Select My organization requires approvers in addition to me
  3. Select Add Approver to specify an approver(s)
  4. Select an Approver Name from the drop-down list
  5. Select Add
  6. Add FYI contact(s) if applicable
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans select Add
  7. Review the setup of this financial account
  8. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  9. Enter instructions or comments for the fund accountant (optional)
  10. Select Check for Errors to identify any missing information
  11. Select Approval tab to return to Approval routing setup and scroll to the bottom
  12. Select Route for Approvals
What Happens Next?
  • Your request is routed to the fund accountant and/or designated financial approver for approval. A notification is sent to individuals selected as FYIs.
  • Check the request status on the dashboard under the Account Setup: In Progress section.
  • As needed, add projects and/or tasks to existing PTAs or update PTA attributes. For instructions, refer to PTA Manager How-tos.

Gather electronic copies of these required documents:

  • The official Purchase Order (PO)
  • Summer Conferences Questionnaire (for summer conferences only)
  • Miscellaneous Receivables User Agreement (external customer signature is required)
  1. Go to ofweb.stanford.edu
  2. Enter SUNet ID and Password
  3. Select SU PTA Manager User

Be sure to read all information screens in PTA Manager carefully as noted from this step on as they provide important information specific to requesting Miscellaneous Accounts Receivable (AR) accounts. 

Please maximize your browser window from this step on as some buttons are located at the right of the screen.

  1. Select Misc. AR Account under New Request Types from top-left menu
  2. Select Create New Task radio button
  3. Enter an existing Award Number or search for the appropriate award number:
    1. Select the field to get the drop-down list
    2. Enter partial information in the field to narrow search results
    3. Make selection from the search results
  4. Select the appropriate Project Number from the drop-down list
  5. Select Search link to the right of the Task Number field to view existing Task numbers, taking note of existing task naming conventions
  6. Enter a new Task Number
  7. Select Create
    An award must have at least one project and task.

    The Transaction ID is now created.

    At any moment beyond this point, you may reassign, terminate or cancel the request under Actions from the top-right menu.
  8. If applicable, add more tasks
    1. Select Add Task
    2. Enter a new Task Number
    3. Select Add
  9. Select Continue

Award attributes now display under the Award heading.

  • To view project attributes, select the View icon to the left of the project under the PT Configuration heading
  • To view personnel associated with the project, select the View icon to the right of the project under the PT Configuration heading
  1. In the PT Configuration section, select the pencil (edit) icon beside the task
  2. Enter Task Short Name (up to 20 characters)
  3. Enter Task Long Name (up to 240 characters)
  4. Modify Task Description pre-populated from the Task Long Name field (up to 240 characters)
  5. Enter Task Manager name (last name, first name) or SUNet ID and select from the list
  6. Enter Task Principal Owner name (last name, first name) or SUNet ID and select from the list
  7. Select calendar icon to select Task Start Date
  8. Enter Task Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Task Free Form Field and separate each value with a comma (if applicable, varies by department or org)
  10. Select a Service Type from the drop-down list
    Select Service Type Attribute Matrix link to see the definition and examples of the service type.
  11. Indicate whether statements will be emailed to the Task Manager in Email Statements drop-down list (Yes or No)
  12. Select Save
  1. View Existing Customer Details
  2. Enter Purchase Order Number
  3. Enter PO Amount
  4. Enter Business Reason for customer setup
  5. Select Save Customer Information
  • You are required to attach electronic copies of these required documents:
    • The Official Purchase Order (PO)
    • Summer Conferences Questionnaire (for summer conferences only)
    • Miscellaneous Receivables User Agreement (require external customers' signature)
  • You may attach written justification for new account setups.
  1. Select Attachments tab
  2. Select Choose File and then select file to upload
  3. Select Upload
    Uploaded documents display under the View Documents section. You can select on the document name to view it or select Delete Document next to the document name to delete it.
  4. Repeat steps b to c to upload all documents
My Organization Requires My Approval Only
  1. Select Approval tab
  2. Select My organization requires my approval only
  3. Add FYI contact(s) if applicable
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans select Add
  4. Review the setup of this financial account
  5. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  6. Enter instructions or comments for the fund accountant (optional)
  7. Select Check for Errors to identify any missing information
  8. Select Approval tab to return to approval routing setup and scroll to the bottom
  9. Select Send to AR Accountant
My Organization Requires Approvers in Addition to Me
  1. Select Approval tab
  2. Select My organization requires approvers in addition to me
  3. Select Add Approver to specify an approver(s)
  4. Select an Approver Name from the drop-down list
  5. Select Add
  6. Add FYI contact(s) if applicable
    1. Select Add FYI
    2. Enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results and make selection from the results list ans select Add
  7. Review the setup of this financial account
  8. Select I approve this request to set up a Financial Account (PTA) checkbox to approve the request
  9. Enter instructions or comments for the fund accountant (optional)
  10. Select Check for Errors to identify any missing information
  11. Select Approval to return to approval routing setup and scroll to the bottom
  12. Select Route for Approvals
What Happens Next?
  • Your request is routed to the AR Account and/or designated financial approver for approval. A notification is sent to individuals selected as FYIs.
  • Check the request status on the dashboard under the Account Setup: In Progress section.
  • As needed, add tasks to existing PTAs or update PTA attributes. For instructions, refer to PTA Manager How-tos.

Questions?

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