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Bulk Upload Non-Sponsored PTA Close Requests

This page provides instructions for submitting bulk upload requests to close non-sponsored accounts (PTAs) or individual PTA segments (projects, tasks, or awards). To submit individual requests, see How to: Close a Non-Sponsored PTA (Project, Task, Award) or PTA Segment

Non-sponsored PTAs include designated, operating budget, auxiliary, expenditure allocation, or expendable or endowment gifts. Non-sponsored PTAs may be closed at any time during the fiscal year after all outstanding commitments have been reconciled. Endowment gift funds and their related endowment income funds are very seldom closed. 

For information about closing other types of PTAs (e.g., capital projects, sponsored projects, or service centers), see the PTA Close Requirements and Contacts section of Topic Overview: Close PTAs.

New PTA Manager enhancements implemented May 18, 2024 include additional details about invoices or transactions that prevent a PTA close request from being processed. Error information is displayed within the system and is available from email notifications. From the email notification, open the attachment and expand both columns and rows to view PTA close error information.

Bulk Upload Non-Sponsored PTA Close Requests

Ensure that the fund balance/available balance is zero, that there are no pending invoices or procurement transactions, and that there are no outstanding commitments past the close date. For guidance, see Topic Overview: Manage Fund Balances and Topic Overview: Life Cycle of a Fund.  
 

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

  1. Select Bulk Request - PTA Close Request from the main dashboard menu
Image of PTA Manager Bulk Close Request - PTA Close Request menu option
  1. For Request Type, select Non-Sponsored Account 
  2. Select Download
Image of PTA Manager Bulk Close Request - Download Template

Download the template for each new bulk PTA close request that you submit. This ensures that you are always working from the latest version of the template and avoids upload errors.  

  1. Open the PTA_Close_Bulk_Non-Sponsored_Template.xlsx file from your Downloads folder
  2. From the Excel menu, select File > Save As
  3. Browse to select the destination folder where you want to save a copy of the Excel template
  4. Enter desired File name

Append the template file name or desired file name with your initials and date.

  1. Leave Save as type Excel Workbook (*.xlsx)

Prior to uploading your completed file, you will save it as a .csv file format. The .csv file format is a comma-separated values file, which allows data to be saved in a table-structured format for upload to PTA Manager.

  1. Select Save
Image of PTA Manager Bulk Close Request - Save Download Template as Excel

The template file contains multiple sheets including instructions and examples. Enter your bulk upload PTA close requests in the worksheet labeled Non-Sponsored Template. You can include multiple PTA Close Types in one upload file.

  1. Enter Bulk Request ID number

You can enter the same Bulk Request ID number for multiple request lines. Request lines with the same Bulk Request ID will be consolidated into one PTA close transaction ID, which will reduce the number of system-generated email notifications (e.g., validation errors, approvals and FYIs, transaction completion).

  1. Enter close request line
    1. To close an award and all associated projects and tasks, enter PTA for PTA Close Type and enter the Award Number. Leave the Project Number and Task Number cells blank for this close type. 
    2. To close a project and all associated tasks, enter PT for the PTA Close Type and enter the Award Number and Project Number. Leave the Task Number cell blank for this close type.
    3. To close a specific task, enter T for the PTA Close Type and enter the Award Number, Project Number, and Task Number.
  2. Enter Dept Approver (SUNet)
  3. Optionally, enter FYI (SUNet)
  4. Select File > Save

Repeat steps a-e for all lines you want to include in the bulk upload close request.

  1. Open your completed bulk upload Excel file (.xlsx)
  2. Delete Instruction Guide and Example worksheets
Image of PTA Manager Bulk Close Request - Worksheets to Delete Before Upload

The .csv file type does not support saving workbooks that contain multiple worksheets. There is no need to remove header row 1 on the Non-Sponsored Template worksheet as the upload process will ignore it.

  1. From the Excel menu, select File > Save As
  2. Browse to select the destination folder where you want to save the file 
  3. Select the down arrow next to Save as type and select CSV (Comma delimited) (*.csv) if you are on a Windows operating system and CSV (Macintosh) (*.csv) if you are on a Mac operating system. 

The file name extension will be updated from .xlsx to .csv.

Image of PTA Manager Bulk Close Request - Save as CSV file
  1. Select Save

A Microsoft Excel pop-up message will display. 

Image of PTA Manager Bulk Close Request - Excel Pop-up
  1.  Select OK to save the active Non-Sponsored Template worksheet

  1. Log in to PTA Manager (Step 1 above)
  2. Select Bulk Request - PTA Close Request from the main dashboard menu
  3. For Request Type, select Non-Sponsored Account 
  4. Select Choose File
Image of PTA Manager Bulk Close Request - Upload CSV File
  1. Browse to locate and select the .csv upload file
  2. Select Open
  3. Select Upload (*.csv)
     

  1. To delete a row, select the checkbox next to the row and select Delete Row
  2. To cancel the entire bulk upload request, select Cancel
  3. To review later, select Save
  4. To submit, select Submit Final
  5. Review and resolve any Error Messages by deleting rows with errors or canceling the bulk upload request and reuploading a new file without errors

You will be notified of your request results by email once validation is complete. See What Happens Next?

What Happens Next?

After submitting your bulk request, it will be available in your Dashboard (select Setups in Progress > Close PTA) while the close request is being approved and processed. 

As with non-bulk upload transactions, your entries will be validated before they can proceed to the next step of the transaction process. Validation may take some time depending upon the size of the bulk upload request. 

When the request passes: 

  • If the close request passes validation, it is routed to the designated financial approver for approval. A notification is sent to individuals selected as FYIs. 
  • After a request is fully approved and processed, you will receive an email notification and the request will move to Completed Requests.

When the request fails: 

  • If the close request fails validation, review the errors from the dashboard under Requiring Your Action: Close PTA section. Select the Transaction ID and Check for Errors. The Transaction Error Message column includes details about invoices or transactions that prevent a PTA close request from being processed. Error information is available from email notifications. From the email notification, open the attachment and expand both columns and rows to view PTA close error information.

When you want to cancel a request: 

  • To cancel the close request, from the Close PTA Segment tab, select the Terminate/Cancel Request button in the lower right corner. Enter required Comments and select the Terminate/Cancel Request button. The close request is removed from your dashboard.
Last Updated: May 18, 2024