Overview

Once a Purchase Order (PO) is approved/posted, you can close it. Closing a purchase order releases any remaining encumbered funds and is the final step in the life cycle of a Purchase Order.

This Quick Reference Guide (QRG) shows a user with the Requester role how to close an approved purchase order to unencumber (release) budgetary funds.

IMPORTANT!! You cannot close a PO with a voucher/invoice still in the process of being approved.

NOTE: If you need to cancel an unposted Request for purchase order (REQ), you must cancel (not close) it.

NOTE: Once the PO is completely closed, it cannot be reopened.

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

Close a Posted PO

  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 Procurement tab at the top of the webpage to open the drop-down menu and select the Browse Orders option.
    The Procurement tab at the top of the page and the Browse Orders option from the drop-down menu.

  3. Use the search fields and Search button to find the desired purchased order.

  4. Click the Edit (pencil) icon to the left of the Purchase Order # to access it.
    The Edit or pencil icon. Click to view the purchase order.

  5. Click the Close the Order button at the top of the page. Click OK in the prompt that displays asking you to confirm.
    The Close the Order button.

The PO’s status will change to Order in Progress. A notification is sent to the appropriate Fiscal Officer for validation. If approved, the system will unencumber the funds through RStars integration.

NOTE: Once the PO is completely closed, it cannot be reopened.