Step-by-step instructions for creating a new non-sponsored or miscellaneous accounts receivable (AR) account (PTA).

Gather information needed to create the non-sponsored PTA. You may attach written justification for new account setup.

  1. Go to ofweb.stanford.edu
  2. Enter SUNet ID and Password
  3. Select SU PTA Manager User
  1. Select Non-Sponsored Account under New Request Types from top-left menu
  2. Select Create New Project, Task and Award radio button
  3. Select an Award Type from the drop-down list (refer to Award Type Table for definitions)
    • Clearing
    • Designated
    • Endowment
    • Gifts Expendable
    • Operating Budget
    • Other (if other, please specify)
  4. Select Create
    The Transaction ID is now created.

    At any moment beyond this point, you may reassign or terminate/cancel the request under Actions from the top-right menu.
  5. Select Add Project 
    An award must have at least one project and task.
  6. Enter the Task Number
  7. Select Add
  8. Add multiple Projects or Tasks:
    • For multiple projects, repeat steps e to g.
    • For multiple tasks, select Add Task link under the project you wish to associate the task with, enter a new Task Number and then select Add.
  9. Select Continue

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

  1. Select Edit Award 
  2. Confirm your Award Type Description selection
  3. Enter Award Short Name (up to 30 characters)
  4. Enter award title in Award Long Name field (up to 240 characters)
  5. Enter Award Purpose Description (up to 200 characters)
  6. Enter Award Manager's name (last name, first name) or SUNet ID, and select from the list
  7. Enter Award Principal Owner's name (last name, first name) or SUNet ID, and select from the list
  8. Enter Award Start Date or select calendar icon to select date
  9. Enter Award Owning Organization name, partial name or org code and select from the list
  10. Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department or org)
  11. Select Save
  1. Select Edit Terms & Condition 
  2. Select the School Level of Control from the drop-down list
  3. Select the School Level of Restriction from the drop-down list
  4. Select Save
  1. In the PT Configuration section, select pencil (edit) icon next to the project
  2. Enter a short, unique, descriptive name of the project in Project Short Name field (up to 30 characters)
  3. Enter Project Long Name (up to 240 characters)
  4. Modify Project Description pre-populated from the Project Long Name field (up to 240 characters)
  5. Enter Project Manager's name (last name, first name) or SUNet ID and select from the list
  6. Enter Project Principal Owner's name (last name, first name) or SUNet ID and select from the list
  7. Enter Project Start Date or click calendar icon to select date
  8. Enter Project Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Project Free Form Field, separate each value with a comma (if applicable, varies by department/org)
  10. Select School Base OB checkbox if you selected Operating Budget award type
  11. Select Save
  1. In the PT Configuration section, select pencil (edit) icon under Project Personnel
  2. Select pencil icon to edit or delete the principle owner and/or project manager information or select Add Personnel to add additional personnel associated with the project
  3. Select Role Type from the drop-down list
  4. Enter Project Personnel's name (last name, first name) or SUNet ID and select from the list
  5. Select calendar icon to select Start Date of the role assignment on the project
  6. Select calendar icon to select End Date (optional)
  7. Select Add
  8. Repeat steps b to g to edit or add additional personnel
  9. Select Cancel to close Add/Edit Personnel window
  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. 

If the customer already exists, you may not need a new PTA. Carefully read the  Information text located to the right of the Search for Existing Customer field for instructions on determining if you should proceed with the PTA request.

  1. Select Misc AR Account under New Request Type from top-left menu
  2. Search for Existing Customer field if applicable
    • Select the field to access the drop-down list
    • Enter partial information in the field to narrow search results
    • Make selection from the search results
  3. Select Create New Project, Task and Award radio button
  4. Select an Award Type from the drop-down list (refer to Award Type Table for definitions)
    • Affiliate
    • CIS Lab
    • Program Income
    • Academic Service Centers
    • Summer Conference
  5. Select Create
    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.
  6. Select Add Project link
  7.  Enter a Task Number for the project if applicable
  8. Select Add
  9. Select Add multiple Projects or Tasks:
    • For multiple projects, repeat step e – g.
    • For multiple tasks, select Add Task under the project you wish to associate the task with, enter a new task number and then select Add.
  10. Select Continue

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

  1. Select Edit Award 
  2. Confirm your Award Type Description selection
  3. Enter Award Short Name (up to 30 characters)
  4. Enter Award title in Award Long Name field (up to 240 characters)
  5. Enter Award Purpose Description (up to 200 characters)
  6. Enter Award Manager's name (last name, first name) or SUNet ID and select from the list
  7. Enter Award Principal Owner's name (last name, first name) or SUNet ID and select from the list
  8. Enter Award Start Date or select calendar icon to select date
  9. Enter Award Owning Organization or name, partial name or org code and select from the list
  10. Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department or org)
  11. Select IDC Cost Rate Schedule from the drop-down list. Refer to Non-Sponsored Receivable Rates on the DoResearch website.
    • CO AR 00
    • CO AR 08
    • CO AR NEGOTIATED
  12. Select Save
  1. Select Edit Terms & Condition 
  2. Select School Level of Control from the drop-down list
  3. Select School Level of Restriction from the drop-down list
  4. Select Save
  1. In the PT Configuration section, select pencil (edit) icon next to the project
  2. Enter a short, unique, descriptive name of the project in Project Short Name field (up to 30 characters)
  3. Enter Project Long Name (up to 240 characters)
  4. Modify Project Description pre-populated from the Project Long Name field (up to 240 characters)
  5. Enter Project Manager's name (last name, first name) or SUNet ID and select from the list
  6. Enter Project Principal Owner's name (last name, first name) or SUNet ID and select from the list
  7. Enter Project Start Date or select calendar icon to select date
  8. Enter Project Owning Organization name, partial name or org code and select from the list
  9. Enter value(s) between A and Z in Project Free Form Field and separate each value with a comma (if applicable, varies by department/org)
  10. Select School Base OB checkbox if you selected Operating Budget award type
  11. Select Save
  1. In the PT Configuration section, select pencil (edit) icon under Project Personnel
  2. Select pencil icon to edit or delete the principle owner and/or project manager information or select Add Personnel to add additional personnel associated with the project
  3. Select Role Type from the drop-down list
  4. Enter Project Personnel's name (last name, first name) or SUNet ID and select from the list
  5. Select calendar icon to select Start Date of the role assignment on the project
  6. Select calendar icon to select End Date (optional)
  7. Select Add
  8. Repeat steps b to g to edit or add additional personnel
  9. Select Cancel to close Add/Edit Personnel window
  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
Search for Existing Customer
  1. Select Customer Setup tab
  2. Search for Existing Customer field if applicable
    • 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
  3. Enter Purchase Order Number
  4. Enter PO Amount
  5. Enter Business Reason for customer setup
  6. Select Save Customer Information
Request New Customer/Unsure If Customer Exists
  1. Select Customer Setup tab
  2. Enter Customer Name
  3. Enter Address (Lines 1-4)
  4. Enter City
  5. Enter State
  6. Enter Postal Code
  7. Select Country
  8. Select Add Contact
  9. Enter Contact Name(s) (first, middle, last)
  10. Enter Contact Phone Number
  11. Enter Contact Email
  12. Select Primary Contact checkbox if the contact is to be the Primary Contact
  13. Select Create
  14. Repeat steps h to m to add more contacts (up to five contacts)
  15. Enter Purchase Order Number
  16. Enter PO Amount
  17. Enter Business Reason for customer setup
  18. 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
    • Select Add FYI and enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results, make selection from the results list and 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 
  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
    • Select Add FYI and enter FYI name (last name, first name) or select FYI Name field, enter partial information in the field to narrow search results, make selection from the results list and 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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