Utility Payments Form in Mountaineer Marketplace

These instructions show you how to 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.

• Postage invoices for payments to US Postmaster and Pitney Bowes to fund postage accounts.

Resources

• View a detailed PDF guide showing how to complete a utility payments form.

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

• View the PCPS webpage.

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

Open

Instructions

1. Access Mountaineer Marketplace.

2. In the lower right corner of the Mountaineer Marketplace landing page click the icon to Pay an Invoice or Transfer Funds.

3. Click the icon for Utility and Postage Payment.

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

5. 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.

6. Service End Date: the last date of the service period.

7. Additional Info: If you are not attaching documentation, such as an invoice, please explain why an attachment is not available.

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

9. To submit your form, choose Add Item And Close Form in the upper right corner.  The form will become a shopping cart.

   1. To continue completing the utility payment form but for a different utility payment, in the upper right corner, click Add Item And Close Form and from the dropdown menu, choose Save to Cart and Add Another Item. Complete the fields for the second payment and save again. Repeat for other payments as many times as necessary. After you have entered the final payment, click Add Item And Close Form.

10. 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 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 Business 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.