Business Process

Third Party Contracts

Module

Student Financials

Prerequisites

A contract should be established (or in process) prior to creating a Third Party Organization.

Description

This Job Aid illustrates how to create a Third Party Organization.

1.

Click on [] then [] and navigate to to Campus Community -> Organization -> Create/Maintain Organizations -> Organization Table…

2.

Click the “Add a New Value” page (tab).

3.

Click the “Add” button [].  PeopleSoft will generate the “External Org ID” at the end of the process.

4.

Enter the appropriate information into the following fields:

• “*Effective Date” field = Current Date

• “*Description” field = <Org Name> <-> <Campus> = “San Diego Police Dept-MIRA” (or “CITY” or “MESA”) [NOTE: Field is limited to 30 characters]

• “Long Description” field = Full name of Third Party Org = “San Diego Police Department”

• “Short Description” field = Abbreviation of Org name + corresponding campus # = “SDPD3” (or “1” for City or “2” for Mesa) [NOTE: Field is limited to 12 characters]

• “*Organization Type” field = “SFTP”

• “*Proprietorship” field = “Public”

5.

Click the “Formal Description” link.

6.

Enter the “Formal Description” in the text box then click the “OK” button [].  You will be taken back to the main Organization Table page.

7.

Click the “Locations” button.

8.

Click either the “Location Detail” page (tab) or the “Location Details” link.  Either one will take you to the same place.

9.

Enter the appropriate information into the following fields:

• “Effective Date” field = Current date.

• “*Description” field = Same as the “*Description” field from the “Organization Details” section = “San Diego Police Department-MI” [limit 32 characters],

• “Short Desc” field = Same as the “Short Description” field from the “Organization Details” section = “SDPD3”

• “Country” field = “USA”

• “Electronic Addresses” section = Enter any applicable electronic addresses.

• Select the “Phone Type” then enter the phone number.

• Click the “Edit Address” link.

10.

Enter the Third Party Org address in the appropriate fields.  [NOTE: The “Address 1” field is the number and street name, NOT the name of the Org.

Click the “OK” button.  You will be returned to the “Location Section”.

11.

Click the “OK” button to return to the “Organization Details” page.

12.

Click the “Contacts” button.

13.

Click either the “Contact Detail” page (tab) or “Contact Details” link.  Either one will take you to the same place.

14.

Enter the following fields:

• “Effective Date” field = Current date

• “*Contact Name” field = Contact person’s name

• “Contact Type” field = “TPC”

• “Email ID” field = Contact person’s e-mail address

• “Contact Phones” fields = Contact person’s phone information

15.

In the “Contact Address” section, click the circle next to “Location” so that a black dot appears in the circle.  Use the magnifying glass next to the “Location” field to select the “Contact Address”.

Click the “OK” button.  You will be returned to the “Organization Details” page.

16.

Click the “Departments” button.

17.

Click either the “Department Detail” page (tab) or the “Department Details” link.  Either one will take you to the same place.

18.

Enter the following fields:

“Effective Date” field = Current date

“*Description” field = Description of Department [field limited to 32 characters].

“Short Desc” field = Abbreviated version of “Description” [field limited to 12 characters].

“Department Type” field = Select appropriate Department Type

“Contact” field = (If created) Use the magnifying glass next to the “Contact” field to select the appropriate “Contact”. 

“Location” field = (If created) Use the magnifying glass next to the “Location” field to select the appropriate “Location”

“Email ID” field = Email address of Department.

“Department Phones” section = Department phone information.

 Click the “OK” button.  You will be returned to the “Organization Details” page.

19.

Click the magnifying glasses next to the “Primary Location” field, the “Primary Contact” field, and the “Primary Department” field and choose the appropriate Primary Location, Primary Contact, and Primary Department.

20.

Click the “Save” button.  People Soft will generate the “External Org ID” after saving.

21.

End of job aid.