Overview

This Quick Reference Guide (QRG) shows you how to complete your Vendor onboarding in the eMaryland Marketplace Advantage (eMMA). This usually occurs so that your business can work with the State of Maryland. Depending on how your profile was created, you may or may not need to complete all sections listed here.

• Complete Company Info
• Add Tax Documents
• Adjust Main Address (Optional)
• Add a Vendor Admin Contact (Optional)
• Create Additional Contacts (Optional)
• Submit Your Vendor Profile

NOTE: For best results, use the Google Chrome browser to access eMMA.

If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

Step-by-Step Instructions

Updating Your Vendor Profile

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border   indicates a required field, while yellow callouts with a black border indicate optional fields. Letters within the callouts respond to the explanations below the diagram. A red asterisk * indicates a required field.

Prerequisites:
You will need to have completed your Vendor Registration. You may receive an email notification requesting additional information after an internal review of your completed vendor profile.
You will need:

• A current W-9 IRS form, if applicable
• If you are out of state or foreign, a current W-8 IRS form
• If your Tax ID is SSN, a photo ID image to upload 

NOTE: (Optional) You may select the Decline Onboarding button if you do not wish to proceed with your vendor profile completion. If selected, a notification email is sent to the Procurement Officer or personnel who created your profile.

Complete Company Info

1. Open the email notification you received requesting you to log in to the vendor portal.
2. Click the password link to create your password in eMMA.
3. Click the login link in the email you received to access eMMA at emma.maryland.gov and login with your credentials.
   
   
   

3. Click Edit (pencil) icon to the left of the Vendor Setup in the My To-Do List section. Your Company Info page displays.
   
   
   
4. Enter relevant information in the fields for the Corporate Contact Information section if you have not already completed this portion.
   
   NOTE: You may need to scroll horizontally to see this section.
   
   
   1. Corporate email: Enter the general email address for your company.
   2. Corporate Phone *: Enter the general phone number for your company without spaces or dashes.
   3. Corporate Fax: Enter the general phone number for your fax, if applicable.
5. You may need to complete the fields in the State Programs section under Procurement Programs. Required fields are marked with a red asterisk (*). Use the dropdown menu to indicate if your company is currently enrolled in any of the following programs.
   
   1. Small Business Reserve (SBR) *: Is your company enrolled in a Small Business Reserve (SBR) Program? Click the field and select the No option.
      
      IMPORTANT:All Vendors registering in eMMA should select No to this question.
      
      
   2. Apply for the SBR Program?*: Do you want to apply for the Small Business Reserve program? Click the field and select the Yes or No option from the dropdown menu.
      1. Select Yes from the dropdown list to start your SBR certification. This creates a form in the Documents tab on the left-hand side-panel. Click the plus icon to complete the form.
      2. Select No if you do not want to obtain your Small Business Reserve (SBR) certification at this time. You will still have the option to complete the certification process later.
   3. Veteran-Owned Small Business Enterprise (VSBE) *: Is your company enrolled in a Veteran-Owned Small Business Enterprise (VSBE) Program? Click the field and select the No option.
      
       IMPORTANT: All Vendors should select No to this question, even if you have previously obtained a VBSE certification from another source. You can enter that certification information later.
      
       NOTE: To participate in the VSBE program, Vendors must complete the State of Maryland certification process via eMMA.
       
   4. Apply for the VSBE Program?*: Do you want to apply for the Veteran-Owned Small Business Enterprise program (VSBE)? Click the field and select the Yes or No option from the dropdown menu. 
      1. Select the No option if you do not want to obtain your VSBE certification now.  You can still apply for the VSBE Certification later if you choose. 
      2. Select Yes to initiate the VSBE certification process with the State of Maryland. This creates a form in the Documents tab on the left-hand side-panel. Click the plus icon to complete the form.
         
         NOTE: Documentation supporting the SBR or VSBE process is collected from registered Vendors.
   5. Minority Business Enterprise (MBE)*: Is your company enrolled in the Minority Business Enterprise (MBE) program? Click the field and select the Yes or No option from the dropdown menu. 
      1. If you select Yes, a new mandatory field displays. Enter your MBE certification number in this field.
         
         
         
      2. If you select No and you wish to apply, click the click here link below the MBE field on the webpage.

Add Tax Documents

This process starts from your Vendor Profile. Click the General Info tab at the top and the Company Profile option from the drop-down menu.

1. Click the Documents tab on the left-hand side-panel.
2. Click the plus icon to the left of the required tax document you need to upload in the Legal Documents section. The Edit document window opens.
   
   NOTE: The type of tax document required depends on your type of tax ID.
   
   
   
   
3. Click the Click or Drag to add a file button to choose a file from your device, or drag and drop the file on this spot to add it. The added file displays below this button. Click the X to the left of the document to remove it, if necessary.
   
   NOTE: You cannot upload documents over 307,200 KB in size.
   
   NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
   
   
   
   
4. (Optional) Add comments in the Comments field at the bottom of the Edit documents window regarding the uploaded document. You may need to scroll down to see this field.
   
   
5. Click the Save button at the top of the Edit document window.
   
   
   
6. Click the green Submit W-9 for Review button that displays.
   
   NOTE: This button may vary, depending on the type of required documentation.
   
   
   
   
7. Click the Save & Close button at the top of the Edit document window. Your uploaded document is shown in the Legal Documents section.
   
   
   

Adjust Main Address (Optional)

This process is optional. You do not need to perform these steps if you don’t have something to change on your Main Address. Please proceed to the next section, if you don’t need this process.

This process starts from your Vendor Profile. Click the General Info tab at the top and the Company Profile option from the drop-down menu.

1. Click the Payment Info tab on the left-hand side-panel.
2. Enter information in the fields for the Alternate Order (PO) Address section of the profile on the LEFT side of the window.
   
   
   
   1. Address: Enter the physical address of your organization.  
   2. Address Line 2: Use line 2 to enter additional address information such as office or suite number. 
   3. City: Enter the city where your business is located. 
   4. State/Territory/Province: Enter the state where your company is located. 
   5. Postal Code: Enter the zip code where your company is located.   
   6. Country: This field automatically populates with United States. Please be sure to change this if your business is in a country other than the United States.
      
      
3. (Optional) If you would like to Add Order Address Contact Information:
   
   Order Address Contact Information - 
   1. Purchase Order Email: Enter an email address where PO's should be sent or where someone can make purchasing-related inquiries.
   2. Purchase Order Phone: Enter a 10-digit phone number with no spaces or dashes. The phone number should be where someone can call to discuss purchasing-related inquiries.
   3. Purchase Order Fax: Enter a 10-digit phone number with no spaces or dashes. The phone number should be where someone can call to discuss purchasing-related inquiries.
4. Click the Save button on the top of the webpage.

The change request will go through an approval process. Once approved, your Main Address will update on the Company Info tab. 

Add a Vendor Admin Contact (Optional)

This process is optional. You do not need to perform these steps if you don’t need an additional Vendor Admin. Please proceed to the next section if you don’t need this process.

Each Vendor profile must have at least one Vendor Admin. Users with the Vendor Admin role in eMMA can make changes to the associated Vendor profile and will receive notifications via email for solicitations and any required tasks or activities in eMMA. If you need to add more than one Vendor Admin to your Vendor Profile, you can do so following these instructions.

This process starts from your Vendor Profile. Click the General Info tab at the top and the Company Profile option from the drop-down menu.

1. Click the Contacts tab on the left-hand side-panel to add contacts to your Vendor Profile.
2. Click the +Create New Contact button. A pop-up window displays.
   
   
   
3. Enter information for the Vendor Admin contact in the fields provided. The address for this contact populates from the Vendor’s Main Address on the Company Info page. You may change those fields if necessary for this Vendor user. A red asterisk (*) indicates a required field.
   
   1. First Name (*): Enter the first name of this Vendor user in this field.
   2. Last Name (*): Enter the last name of this Vendor user in this field.
   3. Title: Click this field and select a title from the drop-down list that displays.
   4. Email (*): Enter the email address for this Vendor user in this field.
   5. Job Title: Enter this Vendor user’s position in the business.
   6. R*STARS ID: Enter the Vendor’s R*STARS ID in this field, if applicable.
   7. Phone: Enter this Vendor user’s corporate phone number in this field. The format for this is a ten-digit number with no spaces or dashes.
   8. Cell Phone: Enter this Vendor user’s cell phone number in this field. The format for this is a ten-digit number with no spaces or dashes.
   9. Fax: Enter this Vendor user’s fax number in this field. The format for this is a ten-digit number with no spaces or dashes.
4. Click the Save & Close button at the top of the window. The window closes and the user is listed under the + Create New Contact button.
   
   
   
5. Click the field to the right of the contact, under the Role(s) column, and select both Admin and Primary Contact from the drop-down menu that opens. These selected roles make this user a Vendor Admin.
   
   
   

6. Click outside the drop-down list to close it. The selected roles display next to the user.
   
   NOTE: Click the X to the left of the role to remove that role, if necessary. Keep in mind, the Admin and Primary Contact roles are what gives the Vendor Admin those permissions.
   
   
   
   
7. Click the envelope icon to the right of the contact’s name. The Invitation to log into the application window opens.
   
   
   

8. Select the Vendor Admin checkbox on the left-hand side and click the Send Notification button at the top of the window. A message displays confirming that the notification was sent.
   
   
   
9. Click the X in the upper left corner of the window to close it. The screen refreshes and the contact now shows as the Vendor Admin on the far right of the entry.
   
   
   
10. Click the Save button at the top of the webpage.

Create Additional Contacts (OPTIONAL)

This process is optional. You do not need to perform these steps if you don’t need to add additional contacts. Please proceed to the next section if you don’t need this process.

This process starts from your Vendor Profile. Click the General Info tab at the top and the Company Profile option from the drop-down menu.

1. Click the Contacts tab on the left-hand side-panel to add contacts to your Vendor Profile.
2. Click the +Create New Contact button. A pop-up window displays.
   
   
   
3. Enter information for the Vendor contact in the fields provided. A red asterisk (*) indicates a required field.
   
   NOTE: The address for this contact populates from the Vendor’s Main Address on the Company Info page. You may change those fields if necessary for this Vendor user. A red asterisk (*) indicates a required field.
   
   
   1. First Name (*): Enter the first name of this Vendor user in this field.
   2. Last Name (*): Enter the last name of this Vendor user in this field.
   3. Title: Click this field and select a title from the drop-down list that displays.
   4. Email (*): Enter the email address for this Vendor user in this field.
   5. Job Title: Enter this Vendor user’s position in the business.
   6. R*STARS ID: Enter the Vendor’s R*STARS ID in this field, if applicable.
   7. Phone: Enter this Vendor user’s corporate phone number in this field. The format for this is a ten-digit number with no spaces or dashes.
   8. Cell Phone: Enter this Vendor user’s cell phone number in this field. The format for this is a ten-digit number with no spaces or dashes.
   9. Fax: Enter this Vendor user’s fax number in this field. The format for this is a ten-digit number with no spaces or dashes.
4. Click the Save & Close button at the top of the window. The window closes and the user is listed under the + Create New Contact button.
   
   
5. (Optional) Click the blank field under the Role(s) column and select the appropriate role(s) from the drop-down menu that opens. Click outside of the drop-down menu to close it.
   
   
   
6. Click the envelope icon to the right of the new contact’s name. A pop-up window displays showing the email that the contact will receive.
   
   
   
7. Select the Vendor Employee checkbox and click the Send Notification button at the top of the window. A message displays confirming that the notification was sent.
8. Click the Save button at the top of the webpage.

Submit Your Vendor Profile

This is the FINAL step you need to complete for onboarding. Please review all changes made to your profile and check for accuracy. Once you perform the final step for the onboarding process, you must submit a change request to make many of the changes in this QRG.

Click the Submit Profile button at the top of the page once all required fields are completed. The page refreshes to your dashboard.

A message bar displays at the top of the screen indicating a successful submission. Authorized personnel at the State will review your profile and notify you via email if more is required.