Confirming Order Form in Mountaineer Marketplace

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.   Before attempting to complete this form, verify that the supplier is properly registered by following these instructions.

Resources

• View a detailed PDF guide showing how to complete a confirming order form.

• View a video showing how to complete a request form.

• View the PCPS webpage.

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

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Instructions

1. Access Mountaineer Marketplace.

2. Verify that the supplier is properly registered.

3. In the lower right corner of the Mountaineer Marketplace landing page, click the icon for Paying an Invoice or Transfer Funds.

4. Click the icon for Confirming Order.

5. In the Select Supplier field, begin typing the name of the supplier. Possible matches will appear; click the name of the correct supplier.

6. The Remit To address information populates.

7. Complete all Starred fields.

   1. Product Description: Description of the item that was ordered.

   2. Independent Contractor: Reply Yes or No.

   3. Sole Source form attached? If no, complete the reason in the next field.

   4. Supplier Inv #: Enter the number from the supplier's invoice.

   5. Invoice Date: Date from the Supplier's invoice. If none, the date you are submitting the form.

   6. Goods Recd Date: The date you are submitting the form.

   7. Quantity: The quantity you ordered.  For services, enter the quantity of one.

   8. Unit Price: unit price per item.  For services, the unit price is the total dollar value.

8. After completing the form you can continue completing the same form or submit the form.

   1. To continue completing the same form but for a different confirming order, in the upper right corner click the dropdown arrow for Add Item And Close Form and choose Save to Cart and Add Another Item. Repeat these steps until you have completed all confirming orders.

   2. To submit your form, click Add Item And Close Form in the upper right corner of the screen.

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 Strategic Business Advisor (SBA).

   2. 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 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 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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