Overview

This Quick Reference Guide (QRG) is intended to show users with the Accounting role how to change the status of a Vendor in the eMaryland Marketplace Advantage (eMMA). It shows how to:

• Change the status of an Active Vendor to Inactive
• Change the status of an Inactive Vendor to Active

IMPORTANT!! Only one Change Request can take place for a Vendor at a time. If another Change Request is in progress, you must wait until it has followed the approval path.

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

Change the Status of an Active Vendor to Inactive

This process shows how to change the status of a Vendor from Active to Inactive in eMMA.

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. Click the Vendors tab at the top of the webpage and click the Browse Vendors option from the drop-down list that opens.
   
   
   
3. Use the search fields and Search button to locate the Vendor requiring the change request.
   
    
4. Click the Edit (pencil) icon on the left side of the Vendor to access the Vendor profile.
   
   
   
5. Click the Create a Change Request button at the top of the webpage.
   
   NOTE: You can only create one Change Request for a Vendor at a time. If you don’t see this button, there may be another Change Request in progress.
    
6. Enter information regarding the Inactive status in the Change Request Comments field.
    
7. Select the Request Status Change checkbox in the Change Request Reason list. Two new fields display below the list. A red asterisk (*) indicates a required field.
   
   NOTE: The Current Vendor Status field shows the current status of the Vendor and cannot be edited.
   
   
   
   
8. Click the Requested Vendor Status field and select the Inactive option from the drop-down menu that opens.
   
   
   
9. Click the Advance to Preparation button at the top of the webpage. Click OK in the prompt that displays.
   
    
10. Click the Submit for Approval button at the top of the webpage. Click OK in the prompt that displays.
    
    
    

The Change Request then moves to the Comptroller and Comptroller Supervisor for approval and ERP integration. Once the process is complete, browse for the Vendor in eMMA. The Vendor record will show as Inactive under the Status column.

Change the Status of an Inactive Vendor to Active

This process shows how to change the status of a Vendor from Inactive to Active.

Prerequisites

You will need a current, scanned or uploaded invoice from this Vendor to complete this process.

NOTE: DO NOT submit an invoice here for payment.

Step-by-Step Instructions

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. Click the Vendors tab at the top of the webpage and click the Browse Vendors option from the drop-down list that opens.
   
   
   
3. Use the search fields and Search button to locate the Vendor requiring the change request.
    
4. Click the Edit (pencil) icon on the left side of the Vendor to access the Vendor profile.
   
   
   
5. Click the Create a Change Request button at the top of the webpage.
   
   NOTE: You can only create one Change Request for a Vendor at a time. If you don’t see this button, there may be another Change Request in progress.
   
    
6. Enter information regarding the status change in the Change Request Comments field.
    
7. Select the Request Status Change option from the Change Request Reason list. Two new fields display below the list.
   
   NOTE: The Current Vendor Status field shows the current status of the Vendor and cannot be edited.
   
   
   
   
8. Click the Requested Vendor Status field and select the Active option from the drop-down menu that opens.
   
   
   
9. Click the Advance to Preparation button at the top of the webpage. Click OK in the prompt that displays.
   
    
10. Click the Documents tab on the left-hand side-panel or the Alerts/Message Required Document: Invoice on the right-hand side-panel.
     
11. Scroll down to the Attestations & General Documents section and click the plus sign icon to the left of the Invoice requirement. A pop-up window opens.
    
    
    
12. Click the Click or Drag files to add button to add the invoice from your device.
    
    
    
13. (Optional) Click the Date Provided field to select the date when the invoice was provided.
    
    
    
14. Click the Save button at the top of the window.
     
15. Click the Submit Document button at the top of the window.
    
    
    
16. Click the Save & Close button at the top of the window.
    
    
17. Click the Save button at the top of the webpage.
    
    
18. Click the Submit for Approval button at the top of the webpage. Click OK in the prompt that displays.
    
    
    

The Change Request then moves to the Comptroller, and Comptroller Supervisor, and then to integrate with ERP. Once the process is complete, the Vendor profile will show as Active under the Status column.