Overview

This Quick Reference Guide (QRG) shows a user with the Fiscal Tech role how to submit a Direct Voucher for approval.

IMPORTANT!! You cannot create a Direct Voucher from an unpublished or expired contract.

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:

  • An active, published contract with line items. 
  • The Fiscal Tech role assigned to your profile. 

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 Contracts tab at the top of the webpage and click the Browse Contracts option from the drop-down menu.
    The Contracts tab and the Browse Contracts option in the drop-down menu.

  3. Navigate to the contract for which you wish to voucher against and click the pencil icon to the left of the Contract code. You can also click the title or the CTR code to access the contract workspace.

    IMPORTANT!! The contract you select must be active, published, and have line items. You cannot create a Direct Voucher from an unpublished or expired contract.

    The Edit or pencil icon to access a contract.

  4. Click the Other Actions button and select the Create a Voucher option from the drop-down menu that opens.

    NOTE: You will not see the Create a Voucher option if there are no line items on the contract, or if it is not published and active.
    The Other Actions button and the Create an Voucher option in the drop-down menu.  
     
  5. Enter relevant information in the fields in the Create an Invoice window. A red asterisk (*) indicates a required fields. Some fields may not be editable.
    A diagram of the fields to create a direct voucher.
    1. Invoice Number (*): Enter the invoice number in this field. 
    2. Delivery Date: This field defaults to today’s date. Click to select a different date, if necessary. 
    3. Invoice Date (*): Click this field and select the date on the actual invoice (regardless of if vendor submits the invoice through eMMA or if it is entered into eMMA by a State employee).
      NOTE: A properinvoice must have the following information without error:
      1.  The contractor’s federal employer’s identification number or Social Security number
      2.  The procurement contract or purchase order number or another adequate description of the procurement contract
      3.  Any documentation required by regulation or the procurement contract.
    4. Term Date: This is a “Terms & Conditions” date that only applies if there is a term limit on the services being provided. If this field is blank, it should remain blank.
    5. Organization: Click this field and select the appropriate organization from the drop-down menu that opens.

  6. Select the checkbox at the far left for the line items required on the invoice and adjust the quantity appropriately. The quantity field is to the right of the checkbox.
    The checkbox for an item and the quantity field for that item.

  7. Click the Create Voucher button at the top of the window.
    The Create Voucher button.

  8. Enter the relevant information in the appropriate fields for the Voucher header section. A red asterisk (*) indicates a required field. Some fields may not be editable.
    A diagram of the fields for a Direct Voucher.
    1. Vendor Invoice Number (*): This field auto-populates from the previous screen.
    2. Invoice Date (*): This field auto-populates from the previous screen.
    3. Invoice Receipt Date (*): This field defaults to today’s date. This field should reflect the date that the invoice is received. Click this field and select the date the invoice was received. 
    4. Vendor (*): This field auto-populates from the Contract.
    5. Contact: This field auto-populates from the Contract. Click this field and select a different contact, if needed. 
    6. Organization (*): This field auto-populates from the previous screen. 
    7. Voucher Type: This field defaults to Standard Invoice. Click this field to select your Voucher type from the drop-down menu that opens, if necessary. 
    8. Department Invoice Approver (*): Click this field and select the person in your department who is approving the goods or services associated with this invoice.

      NOTE: This will also go to the department approver’s supervisor for approval.

  9. Enter the relevant information in the appropriate fields for the Payment section. A red asterisk (*) indicates a required field. Some fields may not be editable.
    A diagram for the fields for Payment information in a direct voucher.
    1. Due Date: Once you click Save in Step 11 this field auto-populates to 30 days from the date on the invoice. 

       NOTE:       If this invoice needs to be paid sooner than 30 days, you can click this field and select an appropriate date before the mandatory 30-day period.

    2. Payment Terms: Payment terms are auto-populated from Vendor Records, Contracts and Purchase Orders. Review the payment term and update this field if necessary. 
    3. Payment Type: This field auto-populates from the Vendor’s profile. Typically Check or ACH.
    4. Vendor Remit-To Address: Click this field to select an option from the drop-down menu that opens.

      NOTE: If you don’t see the correct Remit-To Address listed, click the See All option to search for the address. If that Remit-To Address does not exist, you can add it to the system. However, keep in mind that this process takes time to complete. You must also have the appropriate documentation to submit. 
      1. +Create a new Payment Address button: (Optional) Only click this if you are prepared to add the new Remit-to Address for the Vendor. Adding a Remit-To address will take time to complete. You will also need an invoice with that address on it to upload to eMMA for evidentiary purposes.
         
  10. Scroll horizontally to the far-right side of the page and click the Click or Drag to add a file button to upload the scanned invoice.
    The Click or Drag to add a file button to upload the invoice. 
  11. Click Save button at the top of the pageThe Save button.

  12. Scroll down to the Voucher Items section and adjust relevant information in the appropriate fields, as needed.
    The fields for a line item.
    1. Item Name: This field auto-populates from the contract. 
    2. QTY: This field auto-populates to a quantity of 1. Click this field to change the quantity of your item. 
    3. UOM: This field auto-populates to the Each Unit of Measure. Click this field to change it if necessary.
    4. UP Pretax: Click this field to enter the Unit Price of the item without taxes. 
    5. Amount: You do not need to do anything here. This field will adjust according to the quantity and unit price entered.

  13. Scroll down to the Allocations section and click the +Allocation button in the middle of the section, if none display. New fields display.
    The +Allocation button.

  14. Enter appropriate information in the fields. Once you select the Appropriation Year, more fields display.

    NOTE: There are no asterisks associated with these fields, but they are required to move forward.

    A diagram of the fields for an allocation in eMMA.
    1. Label: Enter a label for the item in this field.
    2. Percentage: Enter 100% in this field for now. If you are going to split percentage you can do that later. 
    3. Appropriation Year: Click this field and enter the last two digits of the year and select the year from the drop-down menu that appears. If you do not do this, the correct fields will not display. 
    4. Financial Agency: The financial agency auto-populates in this field.
       
  15. Click the PCA field and click the appropriate PCA Code from the drop-down menu that displays. You can also manually enter the PCA number, if you know it, and select it from the drop-down menu.

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

    The PCA field.  
  16. Click the Comptroller Object field to search the object code from the drop-down menu that displays. You can also enter the number, if you know it, and select it from the drop-down menu. The Agency Object field displays and may or may not auto-populate.

    NOTE: If you have a number entered in the Comptroller Object field, you do not need to enter an Agency Object.

    NOTE: The Agency Object field is auto-populated if the agency has an associated Agency Object to the Comptroller Object.
    The Comptroller Object field. 
  17. Click the fields for Grant and Project fields if they apply to your project. If they don’t apply, leave them blank.
  18. Click the Save button at the top of the webpage. 
  19. Click green Launch Voucher workflow button at the top of the screen
    The Launch Voucher workflow.

 The invoice is sent to the Requester, Supervisor, and Fiscal Officer respectively for approval.