Confirming Order Form in Mountaineer Marketplace

Overview:

These instructions show you how to complete the Confirming Order form to pay an invoice where the goods/services have already been received/performed and the items are not included on the essential services listing.  

Resources:

Instructions:

  1. Access Mountaineer Marketplace.
  2. On the Mountaineer Marketplace home page > PCPS Automated Forms, click the Confirming Order form.
  3. Click Supplier Search to find the supplier. (Please be patient; this search can sometimes take up to ten seconds.)
    1. If the supplier is listed but is inactive (red X next to the name), exit the Confirming Order form. From the Supplier Request Forms region on the Mountaineer Marketplace home page, complete “Update an Existing Supplier.”

    2. If the supplier is not listed at all, exit the Confirming Order form. Locate the Supplier Request Forms region on the Mountaineer Marketplace home page. Complete the appropriate New Supplier form (WVU Employee or non).
    3. After the supplier has been registered, you will receive a notification in Mountaineer Marketplace. You can then return to complete the Confirming Order form. (To receive an email notification, make sure you have the Supplier Management email notification turned on in your profile in Mountaineer Marketplace. View the instructions for Notification settings.)

  4. If the Supplier is registered, the Remit to address information populates.
  5. Complete all bold fields.
    1. Product Description: Description of the item that was ordered.
    2. Independent Contractor: Reply Yes or No.
    3. Supplier Inv #: Enter the number from the supplier's invoice.
    4. Invoice Date: Date from the Supplier's invoice. If none, the date you are submitting the form.
    5. Goods Recd Date: The date you are submitting the form.
    6. Quantity: The quantity you ordered.  For services, enter the quantity of one.
    7. Unit Price: unit price per item.  For services, the unit price is the total dollar value.
  6. After completing the form you can continue completing the same form or submit the form.
    1. To continue completing the same form but with different information, in the Available Actions region in the upper right corner, choose Save to Cart and Add Another Item.
    2. To submit your form, choose Add Item and Close Form in the Available Actions region.
  7. After submitting, a shopping cart is created for this form. You may choose Assign Cart or Proceed to Checkout:
    1. Assign the Cart: forward the cart to an employee who can view the transaction, and then (depending on the employee's role) identify the account paying for the purchase, approve the transaction, or submit the requisition to the SBA.
      1. Identify a shipping address.
      2. Optionally, enter the account(s) that will pay for the purchase.
      3. Optionally, add a comment or documentation to the approver and/or the buyer.
      4. Click Submit Requisition or Assign Cart.
        1. Submit Requisition: If you did enter an account number, the cart will be forwarded to the SBA owning that account. If you did not enter an account number, the cart will be forwarded to the Strategic Buisness Advisor (SBA) in charge of your department's finance accounts.
        2. Assign Cart: forward the cart to an employee who can view the transaction, and then (depending on the employee's role) identify the account paying for the purchase, approve the transaction, or submit the requisition to the SBA.
100% helpful - 1 review

Details

Article ID: 49491
Created
Fri 3/2/18 4:14 PM
Modified
Tue 6/1/21 11:22 AM