Non-Catalog Form: Ordering an Item or Service Not Found in a Mountaineer Marketplace Supplier Catalog

Overview:

These instructions show you how to complete the Non-Catalog form to create a purchase order for items or services not found in a Mountaineer Marketplace supplier catalog.

Resources:

Instructions:

  1. Access Mountaineer Marketplace.

  2. On the Mountaineer Marketplace home page > PCPS Automated Forms, click the Non-Catalog Item 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 Non-Catalog 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 Non-Catalog 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 Non-Catalog 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. After choosing a registered supplier, the Remit to address information populates.

  5. Complete all bold fields.

    1. Product Description: Description of the payment request.
    2. Independent Contractor?: If yes, complete the Independent Contractor Form and attach to the shopping cart.
    3. Quantity: For services, enter one.
    4. Unit Price: The unit price per item. For services, enter the total dollar value.
    5. To add this item to your cart, choose Add Item and Close Form in the Available Actions region. It will become a shopping cart.
      1. If you have more items to add to this transaction, in the Available Actions region in the upper right corner, choose Save to Cart and Add Another Item. You will see a message at the top of the form saying your form was added to the cart successfully.
      2. You may then update the existing field entries on the form for your second line and each consecutive line after.
      3. Repeat until you have completed the form for all lines needed in your single transaction.
      4. Once you have entered the details for your final transaction line, simply choose Add Item and Close Form in the Available Actions region.
  6. After adding your items to the cart, you can proceed by closing the form and confirming your lines are correct. Then proceed with Assign Cart or Proceed to Checkout:

    • Assign the Cart: This is a means of collaborating with another employee on a purchase before submitting the requisition for approvals.

    • Proceed to Checkout:

      1. Identify a shipping address.
      2. Optionally, enter the account(s) that will pay for the purchase.
      3. Optionally, add a comment or attach documentation for the approver and/or the buyer.
      4. Click Submit Requisition or Assign Cart.
        • Submit Requisition: Your shopping cart becomes a requisition and will automatically route for electronic approvals based on WVU compliance rules.  You can view the routing path in the PR Approvals tab in the Checkout screen. 

        • Assign Cart: This is a means of collaborating with another employee on a purchase before submitting the requisition for approvals.

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Details

Article ID: 49717
Created
Wed 3/7/18 9:32 AM
Modified
Tue 6/1/21 11:24 AM