Utility Payments Form in Mountaineer Marketplace

Overview:

These instructions show you how to process a utility invoice for WVU-owned/leased space.

Resources:

Instructions:

  1. Access Mountaineer Marketplace.
  2. On the Mountaineer Marketplace home page > PCPS Automated Forms, click the Utility Payments 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 Utility Payment 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 Utility Payment 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 Utility Payment 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. Provide payment information.
    1. Product Description: a description of the utility payment request.
    2. Account Number: the account number listed on the supplier-provided invoice
    3. Supplier Inv #: from the invoice you received from the supplier. If the supplier did not provide an invoice, use the utility bill account number followed by the six-digit MMDDYY of the end date of service. If no service date is provided, use the bill date of the invoice. For summary bills containing multiple accounts/meters, use the bill date
    4. Invoice Date: from the invoice you received from the supplier. If the supplier did not provide an invoice, use the date you are submitting the form
    5. Good Recd Date: the last date of the billing period.
    6. Service Begin Date: the first date of the service period.
    7. Service End Date: the last date of the service period.
    8. Amount: total amount of the payment, entered as a positive number.
  5. To submit your form, choose Add Item and Close Form in the Available Actions region.  It will become a shopping cart.
    1. To continue completing the Solicitation Request form but for a different utility payment, in the Available Actions region in the upper right corner, choose Save to Cart and Add Another Item.
  6. 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. Attach the invoice or other documentation for 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.
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Details

Article ID: 50709
Created
Wed 3/21/18 2:19 PM
Modified
Tue 6/1/21 11:22 AM