Overview

When purchase orders get sent out from the State to a Vendor, Vendors get notified via email. This notification contains a link that lets that Vendor access the purchase order in eMMA. From there they can review the purchase for accuracy and confirm that they’ve done so. The Vendor must acknowledge that they received that Purchase Order (PO) before any exchange of goods or services takes place.

This Quick Reference Guide (QRG) shows a user with a Vendor Admin role how to:

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.

Prerequisites

You will need a purchase order in eMMA, created by someone at the State. If you do not see the notification email in your Inbox, check your spam and junk folders.
When you are first sent the PO, it will go to your My To-Do List (scroll down on your eMMA homepage after logging in).
Star with solid fillPRO TIP! One way to ensure that you get the email notifications from eMMA is to check your profile Contacts tab in eMMA. Make sure that the appropriate users have the Primary and Admin roles selected on their profile.

Step-by-Step Instructions

Acknowledge Purchase Orders (Vendor)

  1. Navigate to eMMA at https://emma.maryland.gov and log in with your credentials. The Login and password fields and the Login button.

  2. On My To-Do List on the homepage, click the Edit (pencil) icon to the left of a Purchase Order process to access it.

    Star with solid fillPRO TIP!  Once you complete this action, it will disappear from your My To-Do List. Document the PO number seen in the Object column. See below for instructions on navigating to a PO once you’ve acknowledged it.

    The pencil icon to access a purchase order in your My To-Do List.

  3. Review the details of the Purchase Order and any attachments or comments.

  4. Click the Print PO button at the top of the web page to print a copy of the purchase order.
    The Print PO option to print a PDF.

  5.  Verify information in the Header section, addresses section, Delivery & Payment section, and Items section.

    IMPORTANT!! If you do find an error on the Purchase Order, please contact the Buyer Contact listed in the Header section Buyer Contact field. If you don’t have that person’s information, please contact the Procurement Officer associated with your contract.
    A diagram of the different sections of the purchase order screen.

  6. If everything is correct, click the green Confirm button located at the top of the webpage to acknowledge receipt of the purchase order. If things are incorrect, contact the Buyer Contact (in the Header section) or the Procurement Officer associated with the contract.
    The Confirm button.

The issuer of the Purchase Order receives a notification that you acknowledged.

NOTE: Once you click the Confirm button, the PO disappears from your My To-Do List on your eMMA homepage. If you need to find the PO again, you can use the link in your email notification, or use the instructions below.


  1. Navigate to eMMA at https://emma.maryland.gov and log in with your credentials. The Login and Password fields and Login button.

  2. Click the Orders tab at the top of the webpage to open the drop-down menu and select the Acknowledge Orders option.
    The Orders tab and the Acknowledge Orders option from the drop-down menu.

  3. Use the Keywords field and Search button to find the desired purchase order.
    The Keywords field and Search button.

  4. Click the Edit (pencil) icon to the left of the Purchase Order ID, or click on the Purchase Order ID link to access the purchase order.
    The Edit or pencil icon and the purchase order id link to access the PO.

  5. Purchase order details are displayed on the screen. You can view details, delivery addresses, and item information.
    From here you can create receipts (advanced shipping notices), invoices, credit notes, and print the purchase order.
    An example of a PO in eMMA.  
  6. Click the Print PO button at the top of the web page if you want to print a copy of the purchase order.
    The Print PO button.

  7. Click on Deliveries tab on the left-hand side panel to see Advanced Shipping Notices (ASNs), if applicable. ASNs are the same thing as a Receipt. You can see ASNs (Receipts) and returns on this tab if any exist.
    Graphical user interface, text, application, email Description automatically generated

  8. Click on Invoiced tab on the left-hand side-panel to see invoices submitted against PO. Here you can see invoice numbers and payment dates if applicable.

    NOTE: You will only see payment info once the invoice is sent for payment (Ok to Pay).Graphical user interface, text, application, email, website Description automatically generated


Please see our other quick reference guides regarding creating receipts and invoices. These QRGs help reduce possible problems with submission.  


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