Overview

Occasionally, you may need to change information on an approved purchase order, called a Change Order.  This Quick Reference Guide (QRG) shows a user with the Requester role how to:

  • Create a change order to adjust non-G/L-related information on an already approved purchase order.
  • Create a change order to adjust budget-related information on an already approved purchase order.


IMPORTANT: You will not be able to complete a change order if the PO funds have been used up (fully vouched and received). If this is the case, you will need to create a new purchase order.


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

Changing Non-G/L-Related Information on an Approved Purchase Order

Use this process if you want to add funds, change unit price, or quantity to a PO.

NOTE: You cannot add funds to a PO where the funds are fully consumed.  

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

    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 and select the Browse Orders option from the drop-down menu.
      The Procurement tab and the Browse Orders option in the drop-down menu.

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

      NOTE: If you know your PO number, only enter the numeric digits of the PO without the prefix or zeros. For example, if you were trying to find PO000099, you’d enter “99” in the Keywords field.

    4. Click the Edit (pencil) icon or the on the appropriate purchase order link in the Purchase Order # column to access the PO.
      The Edit or pencil icon or the PO number to access the PO.

    5. Click the Change Order button at the top of the page.

      NOTE: If you do not see this button, check the Vouchers and Receipts tabs on the left-hand side-panel to make sure the funds for this PO are not used up. You cannot make changes to a PO where the funds are used up.

      The Change Order button.

    6. Scroll down to the line item and click on the Edit (pencil) icon to edit it.
      The Edit or Pencil icon for a line item in a purchase order.

    7. Adjust the unit price, unit of measure, quantity ordered, or label, as needed.

      NOTE: To see Unit Price, you may need to scroll to the right.

      Graphical user interface, application Description automatically generated Graphical user interface, application Description automatically generated

    8. Click the Save and Close button at the top of the windowThe Save & Close button.

      The line item will display the adjusted values on the PO page.

      An adjusted line item.

    9. Click the Submit Request for PO button at the top of the window.


A change request for non-G/L-related PO is created and sent to the appropriate requester supervisor to validate and process.

The system generates a number for the amendment and will be the original PO # followed by a "-1, -2, -3" etc. (depending on the number of times the PO has been changed).

Changing G/L-Related Information on an Approved Purchase Order

This part of the process shows a user with the Requester role how to change G/L string information on an approved PO 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 Procurement tab at the top of the webpage to open the drop-down menu and select the Browse Orders option.
      The Procurement tab and the Browse Orders option in the drop-down menu.

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

      NOTE: If you know your PO number, only enter the numeric digits of the PO without the prefix or zeros. For example, if you were trying to find PO000099, you’d enter “99” in the Keywords field.

    4. Click the Edit (pencil) icon or the on the appropriate purchase order link in the Purchase Order # column to access the PO.
      The Edit or pencil icon or the PO number to access the PO.

    5. Click the Change Order button at the top of the page.

      NOTE: If you do not see this button, check the Vouchers and Receipts tabs on the left-hand side-panel to make sure the funds for this PO are not used up. You cannot make changes to a PO where the funds are used up.

      The Change Order button.

    6. Scroll down to the line item and click on the Edit (pencil) icon to edit it.
      The Edit or pencil icon to edit the line item.

    7. Scroll down to the Budget Information section.

    8. Review the Percentage field for accuracy. By default, the Percentage field auto-populates with 100%.

      NOTE: If you need to split the percentage between this GL string and another, you will need to add a new GL string and divide the percentages appropriately to add up to 100%; Click the + Allocation button to add a new GL String if needed.

      The Percentage field. Two allocation lines with the percentages evenly split.
       NOTE:       You can also change this to Amount by selecting the Amount radio button above the GL fields.

    9. Enter the last two digits of the appropriation year in the Appropriation Year field and select that year from the drop-down menu that displays. The section refreshes and new fields display.

      IMPORTANT! You must select the year from the drop-down menu. If you don’t do this, you will not be able to move forward.

      The Appropriation Year field and the drop-down menu that displays. 
    10. Click the PCA field and enter the appropriate PCA code. Select the PCA code from the drop-down menu that displays.

      NOTE: If the agency has associated an Index to a PCA in R*Stars, the Index auto-populates. You can change this, if needed.

      The PCA field. 
    11. Click the Comptroller Object field and enter the appropriate object code in this field. Select the correct code from the drop-down menu that displays.

      NOTE: The Agency Object field auto-populates if the agency has an associated Agency Object to the Comptroller Object. You can change this, if needed.
      The Comptroller Object field.

    12. Click the Save and Close button at the top of the window.The Save & Close button for an item.
       
    13. Click the Submit Request for PO button at the top of the window.
      The Submit Request for PO button.

A change request for Budget related PO is created and sent to the appropriate requester supervisor to validate and process. An amendment is active and created in place of the original PO. The original PO will be closed, and the status will be changed to Cancelled by Amendment once the amendment is approved.

The system generates a number for the amendment and will be the original PO # followed by a "-1, -2, -3" etc. (depending on the number of times the PO has been changed).