Overview

This Quick Reference Guide (QRG) shows a user with the Vendor Coordinator role how to conduct a review once a Vendor profile is created in eMaryland Marketplace Advantage (eMMA). It also shows a Vendor Coordinator how to discontinue onboarding for a Vendor and send the request back to vendor for corrections.

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

Discontinue Onboarding

There are two scenarios in which you may need to discontinue onboarding for a Vendor profile in eMMA:

  • The onboarding process for a Vendor is optional, and a Vendor may elect not to proceed.

    NOTE: If the Vendor elects to discontinue onboarding, the Procurement Officer and Vendor Admin receive email notification of this request. The Vendor Coordinator may also initiate the process to discontinue onboarding the Vendor.
     
  • After review, it is determined the onboarding process must be discontinued.

     

This process shows a user with the Vendor Coordinator role how to perform the necessary actions to discontinue onboarding for a Vendor profile in eMMA. 

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

 

  1. Access eMMA at https://emma.maryland.gov and log in with your credentials.

    NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.

  2. Navigate to My To-Do List and click the pencil icon to the left of the process title. If you don’t see the specific Vendor you need, click the Results link in the upper right-hand corner of My To-Do List to see the full list.A user's My To-Do List, the pencil icon, the Results link and the Vendor link.

  3. Click the Discontinue Onboarding button at the top of the page. The Reason popup displays.
    The Discontinue Onboarding button for a Vendor's profile page.

  4. Enter the reason for discontinuing onboarding for this Vendor and click the Confirm button in the lower right corner of the popup. An email is sent to the Vendor Admin and the Requestor notifying them of the discontinuation and reason.
    The Reason pop-up window.



Vendor Coordinator Profile Review

This process shows a Vendor Coordinator how to conduct a review of a registered Vendor profile and validate all data including the Ownership Type, 1099 Attestation, and Exceptions.

NOTE: Any Alerts/Messages display to the right of the Vendor profile. These alerts inform you of required actions regarding the profile review and approval process.

Star with solid fillPRO TIP: Click on a specific Alert/Message on the right-hand side-panel to go directly to the page that requires attention.

The Alerts/Messages on the right-hand side-panel.

  1. Access eMMA at https://emma.maryland.gov and log in with your credentials.

    NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.

  2. Navigate to My To-Do List and click the Edit (pencil) icon to the left of the process title. If you don’t see the specific Vendor you need, click the Results link in the upper right-hand corner of My To-Do List to see the full list.
    The pencil icon and the Results link in the My To-Do List on a Vendor's profile page.

  3. Click the Company Info tab on the left-hand side-panel.
    The Company Info tab on the left-hand side-panel.

  4. Review all vendor-provided data on the profile located under the Tax Information and Payment Reporting Indicators, respectively. This includes:
    1. Company Information, 
    2. Main Address, 
    3. Corporate Contact Information, 
    4. Tax Information,

      NOTE: Vendors who select the Sole Ownership or Sole Proprietor type are required to upload their photo ID in the Legal Documents section on the Documents tab.

    5. and 1099 Eligibility indicators

      e.g. This image below shows company information, main address, and corporate contact information. null

      e.g. This image below shows tax information, and payment reporting indicators.null 
  5. Review the Procurement Programs section and ensure all required fields are completed.
    The Procurement Programs section and fields.

  6. Review the Federal Programs section and ensure all fields are accurate and complete.

    NOTE: There is no further action required for the Technical Fields section.

    The Federal Programs section and fields.

  7. Click the Documents tab on the left-hand side-panel.
    The Documents tab on the left-hand side-panel.
  8. Click the document title under the Attach column to download it to your device and review it for accuracy.
    A document under the Attach column.

  9. Click the Edit (pencil) icon to the left of the document.
    The Edit or pencil icon for a document.

  10. To approve, click the green Approve button at the top of the window and skip to Step 12. If you need to Reject the document, proceed to the next step.
    The Approve W-9 button for a document.

  11. (Optional) To reject the document click the red Reject button at the top of the window. The Reason pop-up displays. The Reject button for a document.

    1. Enter a reason for the rejection in the Reason field, and click the Confirm button.
      The Reason field and the Confirm button.

  12. Click the Save & Close button at the top of the window.The Save & Close button.

  13. Scroll down to the Attestations & General Documents section and click the plus symbol beside Ownership / 1099 Attestation to open the popup window.
    The plus symbol for the Ownership/1099 Attestation.
     
  14. Complete the Edit Document: Attestations & General Documents Document Details section. Required fields are marked with a red asterisk (*).

    NOTE: Some fields in the window are auto populated and cannot be changed.

    A diagram of the fields for the Attestation window.
    1. Vendor 1099 Eligibility Assessment*: Select the Is Eligible or Is Not Eligible option from the drop-down menu.
    2. Validation Date*: This field autopopulates with today’s date. Click the field to select the date when the validation was performed. 
    3. Owner*: This field populates with your user profile. Click the field to open the drop-down menu and select a new owner if necessary. 

             NOTE: If an owner other than the Vendor Coordinator completing this review is selected, enter the rationale for that decision in the Comment field below the document details (14c).

    4. (Optional) Comments: Enter any comments for the document.
       
  15. Click the Save button at the top of the window. A new button displays.
    The Save button at the top of the screen.

  16. Click the green Validate Ownership & 1099 Eligibility button at the top of the window.
    The Validate Ownership & 1099 Eligibility button.

  17. Click the Save & Close button at the top of the window.
    The Save & Close button.

  18. Click the Relish Data Assure tab on the left-hand side-panel.

  19. Review the exceptions (if any), in the validation results; a-e below. 
    1. TIN Match Exceptions – If the Tax ID and Vendor Name do not match the IRS records, they must be corrected before the vendor record is approved. Failed status shows a blocking alert on the vendor profile. 
      1. Click the TIN Match Warning alert on the right-hand side of the webpage in the Alerts/Messages panel.
                 The TIN Match Warning on the right-hand side-panel. 
         
      2. Click the IRS TIN Match subtab in the Details section. The IRS TIN Match subtab

      3. Click the Edit (pencil) icon to the left of the Pending Review under the Review Status column.The edit or pencil icon to review the failed TIN match.

      4. Choose either option 1 or 2 described below.
        1. Click the green Accept Relish Results button to accept and update the TIN based on Relish Result. The Accept Relish Results button.

        2. Click the red Request Override button to override the Relish Result. A Reason pop-up displays. The Request Override button.
           
          1. Enter a reason in the Reason field and click the Confirm button.The Reason field and the Confirm button.
            The Override Request is then sent to the Comptroller Supervisor for verification and approval. You will receive an email notification regarding your change request approval or denial. You can proceed to Step 18 once the Comptroller Supervisor approves the override.

          2. Click the Save & Close button at the top of the webpage.The Save & Close button.

             
    2. Sanctioned Entities Exceptions – The vendor potentially appears on a sanctioned entities watch list, and the issue must be corrected before the vendor record is approved. Failed status creates a blocking alert on the vendor. 
      1. Click the Sanctioned Entities Match tab in the Details section. The Sanctioned Entities Match sub tab.

      2. Click the Edit (pencil) icon to the left of the desired record. A new window displays.The pencil icon for a failed Sanctioned Entities Match.

      3. Click the green Request Override button at the top of the Sanctions List window. The Request Override button.

      4. Enter a reason in the Reason field and click the Confirm button.  The Reason field and the Confirm button.
        The Override Request is then sent to the Comptroller Supervisor for verification and approval. You will receive an email notification regarding your change request approval or denial. You can proceed to Step 18 once Comptroller Supervisor approves the override.

      5. Click the Save & Close button at the top of the webpage.
        The Save & Close button.

    3. USPS Address Validation
      1. Click the USPS Address Validation sub-tab under the Details section.The USPS Address Validation subtab.

      2. Click the Edit (pencil) icon to the left of the desired record.The Edit or pencil icon for a failed USPS Address.

      3. Choose either option 1 or 2 below.
        1. Click the green Accept Relish Results button to accept and update the Address based on Relish Result.
          The Accept Relish Results button.

        2. Click the green Request Override button to override Relish Result.The Request Override button.
          1. Enter a reason in the Reason field and click the Confirm button.The Reason field and the Confirm button.

            The Override Request is then sent to the Comptroller Supervisor for verification and approval. You will receive an email notification regarding your change request approval or denial. You can proceed to Step 20 once Comptroller Supervisor approves the override.
             
          2. Click the Save & Close  button at the top of the Address Relish window. The Save & Close button.

  20. From this point, you have three options: 
    1.  To approve onboarding, 
      1. Click the green Approve button. The approved record is then sent to the destination ERP. An email notification is sent to the Vendor Administrator and the Requestor (e.g. Procurement Officer) informing them of the approval. You have approved a prospective vendor as a procurement vendor in eMMA.The Approve button.  
    2. If there is something the Vendor needs to fix, 
      1. click the red Return to Vendor button. This button returns the profile to the Vendor and provides comments. Once the Vendor fixes the issue and resubmits the profile, it will return to you for reivew.
        The Return to Vendor button.  
      2. Enter a reason in the field, and click the Confirm button. It is a best practice to be as specific as possible and tell the Vendor clearly what they need to fix. We highly recommend calling the Vendor to confirm they received the returned profile.The Reason field and the Confirm button.

  21.  

    1.  To discontinue onboarding, 
      1. click the red Discontinue Onboarding buttonThe Discontinue Onboarding button.  
      2. Enter a reason in the field and click the Confirm button.The Reason field and the Confirm button.