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These instructions show you how to process a complete the utility and postage payment form. Complete this form when processing either of these two invoices:

• A utility invoice for WVU-owned/leased space.

Resources

• View a demonstration video showing how to complete an automated form. (4:00) (To view the video, you may need to  disable your popup blocker.)Postage invoices for payments to US Postmaster and Pitney Bowes to fund postage accounts.

Resources

• View a detailed PDF guide showing how to complete the Utility complete a utility Payments form.

• View the PCPS webpage.

• Email pcps@mail.wvu.edu for assistance. 

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 supplierIn the lower right corner of the landing page, click the icon to Pay an Invoice or Transfer Funds. 

4. Click the icon for Utility and Postage Payment.

5. In the Supplier field, enter the supplier name or click Supplier Search. (Please be patient; this search can sometimes take up to ten seconds.)

6. Click Select to choose the correct supplier.

   1. If the supplier is listed but is inactive (not listed, or has a 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."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)., or does not have a corresponding Select link, close this form.

   2. Click the icon for Registering a Supplier. Instructions for registering a supplier are located here.

   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.)

7. 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. Additional Info: If you are not attaching documentation, please explain in ‘Additional Info’ why an attachment is not available.

   9. Amount: total amount of the payment, entered as a positive number.

8. 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.

9. 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.

   2. Proceed to Checkout

      1. Identify a shipping address.

      2. Optionally, enter the accountthe 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 the Strategic Business Advisor (SBA) owning that account. If you did not enter an account number, the cart will be forwarded to the Strategic Buisness Advisor the  (SBA) in charge of your department's finance accounts. 

         2. Assign Cart

            : forward 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.