Overview

Once a Purchase Order (PO) is sent to the Vendor for acknowledgement, the Requester of the PO can create a receipt, or the Vendor can create the equivalent of a Receipt, known as An Advanced Shipping Notice (ASN). This Quick Reference Guide (QRG) shows a user with the Requester or Central Receiver role how to create a receipt in the eMaryland Marketplace Advantage (eMMA).
Star with solid fillPRO TIP: It is a best practice to create the Receipt before creating an Invoice in eMMA. If there is an ASN from a Vendor, then you do not need to create the Receipt. Navigate to your purchase order and click the Receipts tab on the left-hand side panel to see any drafted or approved receipts.
The Receipts tab on a Purchase Order in eMMA.


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 that is fully approved AND sent to the Vendor for acknowledgement.

Step-by-Step Instructions

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.

  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 that opens. A list of POs displays.
    The Procurement Tab at the top and the Browse Orders options in the drop-down menu that opens.  
  3. Use the search fields and Search button above the list to find your PO.
    The search fields and the Search button on the Browse Orders screen.

  4. Click the Edit (pencil) icon or any of the blue links to access your PO.
    The edit or pencil icon and links to access your PO.

  5. Click the Create Receipt button at the top of the webpage. A new window opens.
    The Create Receipt button at the top of the PO page.

  6. Enter relevant information in the fields that display. A red asterisk (*) indicates a required field. Some fields will not be editable.
    A diagram of the fields for a receipt in eMMA.
    1. Label: This field auto-populates with Delivery of today’s date. Enter an appropriate label in this field. 
    2. Delivery Ref.:  Enter the delivery reference number in this field. 
    3. Supplier (*): This field auto-populates from the purchase order with the Vendor profile.
    4. Delivery date: This field auto-populates to today’s date. Click this field and select the expected delivery date. 
    5. Order: This field auto populates from the purchase order. 
    6. Receipt Place (*): Click this field and select from the drop-down menu the place where the goods or services are actually being received.
    7. Comments: Enter relevant information in this field, as needed. 
    8. Click or Drag to add files button: Click this button to browse for the Receipt saved to your device. You can also drag-and-drop the file on this button to add it.

  7. Click the Save button at the top of the window.
    The Save button at the top of the receipt page.  
  8. Scroll down to the Received section. Here, you can see your item listed. If you have more than one item, you can either receive all of the order or just some. Skip to Step 9 if you don’t need to change the quantity.
    The Received section that displays once you click Save.
    1. Click the Edit (pencil) icon to the left of the item. A new window opens. Some fields will not be editable.
      The pencil icon for an item on a receipt.

    2. Edit the Quantity Received field, and the Unit field to the right if necessary.

      IMPORTANT!! When you create your FIRST Receipt for a PO, you must make the correct selection in the Unit field to the right. Think carefully as to whether you will potentially need to receive your item(s) in one delivery or across multiple deliveries. Your selection will apply to ALL receipts for the PO in question.

      For services, it is best practice to select the USD option so that you may incrementally receive/invoice (drawdown) your order.

      For commodities, best practice is to select EACH with the appropriate quantity.

      When QTY 1 is entered or Lump Sum, only 1 receipt per PO will be allowable in the system.
      The Quantity Received field and the unit field in the edit item.

    3. Click the Save & Close button at the top of the window. Your changes are reflected in the Received section of the receipt.
      The Save & Close button.
       
  9. Click the Save button at the top of the window.
    The Save button at the top of the webpage.  
  10. Click the Submit button at the top of the webpage. This generates your receipt.
    The Submit button at the top of the webpage.

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

The workflow moves forward and then routes to your supervisor for review and approval.
 

 

Once you’re logged out of eMMA, you may need to find your receipt again.  Navigate to your purchase order and click the Receipts tab on the left-hand side panel to see any drafted or approved receipts.

To go directly to your receipt after logging in, follow these two steps:

  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 Browse Receipts from the drop-down menu that opens.
    The Procurement tab at the top of the homescreen and the Browse Receipts option from the drop-down menu that opens.

A list of receipts displays. You can search for your Receipts using the search fields and Search button.
The search fields and Search button on the Browse Receipts page.