How To:  Request a New Misc. AR Account (PTA)

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU PTA Manager User

Note:  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. Click Misc AR Account from top left menu
2. Search for existing customer using the lookup tool located to the right of the Search for Existing Customer field if applicable
   
   
   Using Lookup Tool:  

   1. Click lookup (Open Dialog) icon
   2. Select a search criteria from Search drop-down list
   3. Enter partial information in the Search field to narrow search results
   4. Click search icon
   5. 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
   • Affiliate
   • CIS Lab
   • Summer Conference
5. Click Create
   
   
   Notes:

   • An award must have at least one project and task.
   • The Transaction ID number is now created.
   • At any moment beyond this point, you may reassign or terminate / cancel request under Actions from the top left menu.
   
   
6. Click Add Project link
7. Enter a task number for the project if applicable
8. Click Add
   
   
   Multiple Projects or Tasks:

   • For multiple Projects, repeat step e - g to add additional Projects.
   • For multiple Tasks, click Add Task link under the Project you wish to associate the Task with, enter a new Task Number and then click Add.
   
   
9. Click Continue

1. Click Edit Award
2. Confirm your Award Type Description selection
3. Enter Award Short Name (up to 30 characters)
4. Enter Award title in Award Full 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 click lookup icon to select one
   
   
   Using Lookup Tool:  

   1. Click lookup (Open Dialog) icon
   2. Select a search criteria from Search drop-down list
   3. Enter partial information in the Search field to narrow search results
   4. Click search icon
   5. Make selection from the search results
   
   
7. Enter Award Principal Owner's name (Last name, First name) or click lookup icon to select one
8. Enter Award Start Date or click calendar icon to select date
9. Enter Award Owning Organization or click lookup icon to select one
10. Enter value(s) between A and Z in Award Free Form Field, separate each value with a comma (if applicable, varies by department/org)
11. Select IDC Cost Rate Schedule from the drop-down list
    • CO AR 00
    • CO AR 08
    • CO AR NEGOTIATED
12. Click Save

1. Click 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. Click Save

1. Click Edit button next to the Project under the PT Configuration section
2. Enter a short, unique, descriptive name of the project in Project 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 click lookup icon to select one
   
   
   Using Lookup Tool:  

   1. Click lookup (Open Dialog) icon
   2. Select a search criteria from Search drop-down list
   3. Enter partial information in the Search field to narrow search results
   4. Click search icon
   5. Make selection from the search results
   
   
6. Enter Project Principal Owner's name (Last name, First name) or click lookup icon to select one
7. Enter Project Start Date or click calendar icon to select date
8. Enter Project Owning Organization or click lookup icon to select one
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. Check School Base OB checkbox if you selected Operating Budget Award Type
11. Click Save

1. Click Add/Edit Personnel button
2. Click Edit to edit or delete the Principle Owner and/or Project Manager information
   
   ~ OR ~ Click 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 click lookup icon to select one
5. Click calendar icon to select Start Date of the role assignment on the project
6. Click calendar icon to select End Date
7. Click Save or Add
8. Repeat steps b - g to edit or add additional personnel
9. Close Add/Edit Personnel window

1. Click Edit to the right of the task
2. Enter Task 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 or click lookup icon to select one
6. Enter Task Principal Owner or click lookup icon to select one
7. Click calendar icon to select Task Start Date
8. Enter Task Owning Organization or click lookup icon to select one
9. Enter value(s) between A and Z in Task Free Form Field, separate each value with a comma (if applicable, varies by department/org)
10. Select a Service Type from the drop-down list
    
    
    Note:  Click 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
12. Click Save

1. Click Customer Setup tab
2. Enter the customer name from the Search for Existing Customer field or click lookup icon to select one
   
   
   Using Lookup Tool:  

   1. Click lookup (Open Dialog) icon
   2. Select a search criteria from Search drop-down list
   3. Enter partial information in the Search field to narrow search results
   4. Click search icon
   5. Make selection from the search results
   
   
3. Enter Purchase Order Number
4. Enter PO Amount
5. Enter Business Reason for customer setup
6. Click Save Customer Information

1. Click Customer Setup tab
2. Enter Customer Name
3. Enter Address (Lines 1-4)
4. Enter City
5. Enter State
6. Enter Country
7. Enter Postal Code
8. Enter Contact Name(s) (First, Middle, Last)
9. Enter Contact Phone Number
10. Enter Contact Email
11. Enter Purchase Order Number
12. Enter PO Amount
13. Enter Business Reason for customer setup
14. Click 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) (coming soon)

You may attach written justification for new account setup.

1. Click Attachments tab
2. Click Browse and then select file to upload
3. Click Upload
   
   
   Note:  Uploaded documents display under the View Documents section. You can click on the document name to view it or click Remove next to the document name to delete it.
   
   
4. If necessary, repeat steps b - c to upload additional documents

1. Click Approval tab
2. Select My organization requires my approval only
3. Add FYI contact(s) if applicable
   
   
   Add FYI Recipient:  

   1. Click Add FYI
   2. Enter FYI name (Last name, First name)
      ~ OR ~
      • Click lookup (Open Dialog) icon next to FYI Name field
      • Select a search criteria from Search drop-down list
      • Enter partial information in the Search field to narrow search results
      • Click search icon
      • Make selection from the search results
   3. Enter Email Address of FYI (if not automatically populated)
   4. Enter Phone of FYI (if not automatically populated)
   5. Click Add
   
   
4. Review the setup of this financial account
5. Check I approve this request to set up a Financial Account (PTA) box to approve the request)
6. Enter instructions or comments for the AR Accountant
7. Click Check for Errors to identify any missing information
8. Click Approval tab to return to Approval routing set up
9. Click Send to AR Accountant

1. Click Approval tab
2. Select My organization requires approvers in addition to me
3. Click Add Approver to specify an approver(s)
4. Select an Approver Name from the drop-down list
5. Click Add
6. Add an FYI contact(s) if applicable
   
   
   Add FYI Recipient:  

   1. Click Add FYI
   2. Enter FYI name (Last name, First name)
      ~ OR ~
      • Click lookup (Open Dialog) icon next to FYI Name field
      • Select a search criteria from Search drop-down list
      • Enter partial information in the Search field to narrow search results
      • Click search icon
      • Make the selection from the search results
   3. Enter Email Address of FYI (if not automatically populated)
   4. Enter Phone of FYI (if not automatically populated)
   5. Click Add
   
   
7. Review the setup of this financial account
8. Check I approve this request to set up a Financial Account (PTA) box to approve the request
9. Enter instructions or comments for the AR Accountant
10. Click Check for Errors to identify any missing information
11. Click Approval tab to return to Approval routing set up
12. Click Route for Approvals