How To:  Request to Add New Task(s) to an Existing Misc. AR Account (PTA)

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

1. Click Misc. AR Account from top left menu
2. Select Create New Task radio button
3. Enter an existing Award Number

~ OR ~ Search for the appropriate Award Number:

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


4. Select the appropriate Project Number from the drop-down list
5. Click 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. 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.
   
   
8. Add more tasks if applicable
   
   
   Adding Multiple Tasks:

   1. Click Add Task
   2. Enter a new Task Number
   3. Click Add
   
   
9. Click Continue

1. Award attributes now display under the Award heading
2. To view Project attributes, click View to the right of the Project under the PT Configuration heading
3. To view personnel associated with the Project, click View Personnel to the right of the Project under the PT Configuration heading

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. View Existing Customer Details
2. Enter Purchase Order Number
3. Enter PO Amount
4. Enter Business Reason for customer setup
5. 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. 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 fund 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 Fund 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