Overview

A line item in a contract is a description of a good or service being procured. It includes a descriptive label, the price, unit of measure, and other relevant details.  When a contract in the eMaryland Marketplace Advantage (eMMA) doesn’t have line items it can create blockers down the road when you try to create purchase orders, receipts, and invoices.  

NOTE: Purchase orders, receipts, and invoices in eMMA at this time only apply to these four agencies:

  • Maryland Department of Veterans Affairs (MDVA)
  • Department of Budget Management (DBM)
  • Department of IT (DoIT)
  • Department of General Services (DGS)


This QRG shows Procurement Officers how to amend an active an published contract and add line items in eMMA.

IMPORTANT!! The contract in question must be published and active to make these changes. If the contract is expired, you must first check with your supervisor to make sure an extension is in order. If it is approved, you must modify the contract dates for that contract.

NOTE: You can only amend a published contract that you own or are the Responsible team member of.

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:

  • To be the original creator of the contract in eMMA.
  • Line-item information
  • A published and active contract in eMMA

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 select the Browse Contracts option from the drop-down menu that opens.
    The Contracts tab and the Browse Contracts option from the drop-down menu.

  3. Use the search fields and Search button at the top of the webpage to find your Contract.

    Star with solid fillPRO TIP: If you need to find a contract that was migrated from ADPICS, enter the BPO number in the ADPICS BPO field and click the Search button.

    The ADPICS BPO field and the Search button at the top of the Browse Contracts page.

  4. Click the Edit (pencil) icon, the CTR code link, or the contract title link to access the contract.

    Star with solid fillPRO TIP: Write down the CTR number for your contract. Having the CTR number handy will help you make sure you have the right contract when you need it.


    The Browse Contracts screen with the Edit icon CTR Code link and Contract Title called out on the page.

  5. Click the Other Actions button at the top of the page and select the Create Amendment option from the drop-down menu that opens.
    The Other Actions button on the Contract page and the Create Amendment option in the drop-down menu.
     
  6. Click the OK button in the prompt that displays.
  7. Click the Amendment Type field and select Mods from the drop-down menu that displays.
    The Amendment Type field and the Mods option from the drop-down menu.

  8. Click the fields for Legal Approval Needed, Procurement Supervisor Needed and Agency Head Approval and select the Yes or No option.

    NOTE: Please check with your supervisor if you’re unsure which approvals you need.

    The Approval fields for a contract amendment.
     
  9. Click the Linked Business Request field and search for your business request by number or click See All at the bottom of the drop-down menu to see a list of available business requests.
    The Linked Business Request field.

  10. Click the Linked Sourcing Project field and search for your sourcing project by number or click See All at the bottom of the drop-down menu to see a list of available sourcing projects.

    The Linked Sourcing Project field.

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

  12. Click the Price list tab on the left-hand side-panel. 
  13. Click the Create Item button. A popup window displays.
    TThe Create Item on the Price list page.

  14. Enter the appropriate information in the fields displayed for the top half of the popup window. A red asterisk (*) indicates a required field. This popup window displays multiple fields that may or may not be useful to you as a user. This QRG only discusses the required fields to add a line item to a contract.
    A diagram of the required fields to create an item.
    1. Label: Enter a label for this item.

      Star with solid fillPRO TIP - IMPORTANT: Please make sure this label is unique compared to other items that you may add for this contract. This helps users down the road when purchase orders and invoices are created.

    2. Type: The default selection in this field is Product. Click the field to select Services from the drop-down menu, if applicable.

    3. Commodity: Click this field and select the most appropriate commodity code for this item.

  15. Scroll down and enter the appropriate information in the fields displayed for the bottom half of the popup window. A red asterisk (*) indicates a required field. This popup window displays multiple fields that may or may not be useful to you as a user. This QRG only discusses the required fields to add a line item to a contract.
    A diagram of the fields needed to enter a price list item.
    1. Label: Enter the same label as entered in the top half of this popup window.
    2. Vendor: This field auto-populates from the awarded contract.

      Star with solid fillPRO TIP: Click the blue link icon to the right of the Vendor to view the Vendor profile.

    3. Contract: This field auto-populates from the awarded contract. This field ensures that purchase orders and invoices will draw down from the correct contract.

      Star with solid fillPRO TIP: Click the blue link icon to the right of the Contract to view the draft of the modified (amended) contract.

    4. Retail price (tax excl.): Enter the price of one unit of the good or service in this field. 
    5. Currency: This field auto-populates as US Dollars or USD. Leave this field as it is.
  16. Click the Save button at the top of the popup window.
  17. Scroll down to see the line item.
  18. (Optional) Click the Edit (pencil) icon to the left of the item to make changes.
    The edit or pencil icon to access a line item.

  19. Click the Save & Close button at the top of the popup window. The line item displays on the Price list page.
  20. Repeat Steps 12-18 to add another item until all the required items are added.
  21. Click the Save button at the top of the page.
    The Save button at the top of the webpage.

  22. Doublecheck the amended draft to make sure you’ve made all the changes necessary and have included the proper paperwork.

    IMPORTANT!! You will not be able to make changes once you complete the next step.

  23. Click the Launch Workflow button at the top of the webpage.
    The Launch Workflow button at the top of the page.

  24. Click the Publish button at the top of the webpage.
    The Publish button at the top of the webpage.

The amended contract will be published after going through the workflow. Once published, you can create a purchase order, receipt, and invoice from the contract with the correct line items to order.