Overview
This glossary helps to provide definitions or descriptions for various words, language, and abbreviations found throughout the eMMA system, as well as familiar words used in previous systems that may have since experienced a change in title or meaning.
Glossary and Language
Common Language or Term | eMMA Term or Definition |
Active Vendor | Active Vendors can bid on solicitations, as well as be awarded contracts and be selected on purchase orders and invoices. Active Vendor profiles are thoroughly reviewed, vetted, and verified by various offices of the State. Active Vendors in eMMA are equal to Onboarded and Record Active in R*STARS. |
Additional Contract Using Organizations | Required field within a contract’s scope indicating other organization(s) permitted to purchase against the contract in addition to the agency responsible for creating the contract. |
Advanced Shipping Notice (ASN) | Another term for a receipt. Receipts and ASNs are the same object, but vary based on launch point – receipts are entered by the State, whereas ASNs are entered by vendors and sent to the State. |
Amendment | Change made to a solicitation, contract or purchase order. An amendment to a solicitation is systematically referred to as a new ‘Round’, indicating a new round of bid responses based on the amended change to the solicitation. Amendments to contracts or purchase orders are identified by a suffix to the record number (ie. ######-1).. |
Apparent Awardee Approval Criteria | Required dropdown fields when creating a sourcing project to elect optional workflow approval steps; applicable based on organizational scope and/or project type. Approval profiles/users must have eMMA accounts to utilize. |
Approval History | Review and capture of workflow approval history for sourcing projects, contracts, etc., complete with user name and time stamp. |
Awarded | Vendors in eMMA are awarded when the solicitation process is complete and a vendor has been selected to provide goods/services. |
Blanket Purchase Agreement (BPA) | Parent contract that requires no secondary competition and is used for Statewide and Multi-Award Contract awards. Its child contracts are releases and/or work orders. |
BPO (Blanket Purchase Order) | Contract (CTR) and/or defined agreement. |
Encumbrance | Type of accounting transaction created on the general ledger showing an outstanding commitment to pay. When funds are encumbered, they’re secured and designated for payment. |
GL String | General Ledger String representing key budget information such as pre tax amount, financial agency, PCA, index, and object code(s). |
Business Request | A sub-feature of the Sourcing module, a Business Request allows a business/program end user to initiate a procurement request and route it to a procurement officer for action. For Master Contracts and Blanket Purchase Agreements, the total contract amount ceiling is established and remains on the business request. |
Certificate of Standing | Required document upload for contracts, indicating whether the business entity (vendor) is in good standing regarding all documents and fees required by law are submitted to and received by the Department of Assessments and Taxation (SDAT), and that no other government agency has notified SDAT that the entity is delinquent in tax payments. |
Child Contract | Issued under the parent contract, functioning as a release used for downstream contract activity (formerly referred to as a ‘Reference BPO’). May be of Individual or Secondary Level Agreement contract type. |
Commodity Code(s) | Numeric identifier of goods and services available within the system, based on the United Nations Standard Products and Services Code (UNSPSC). Commodity codes are used by State procurement to describe the goods or services being procured, and by vendors to identify the goods or services being offered. |
Fiscal Effective Date | Required contract date field used to identify fiscal appropriation and/or designation. Indicates the earliest date at which the funding is available for encumbrance on that contract. |
Hierarchy | A tab or segment of the eMMA contract record which visually displays and provides shortcut access to linked objects of the record. Hierarchy displays the relationship of linked objects to a given record. For example, a Secondary Level Agreement (child), linked to a Master Contract (parent), linked to an initial Business Request, providing a hierarchy from top to bottom. |
Individual Contract | Contract type used as a standalone in which no parent-child relationship or contract hierarchy exists. |
Invoice | A written commercial document issued to the State by the vendor. After a purchase order is issued, a receipt confirms delivery of the product or service, after which an invoice is issued by the vendor. |
Link | Systematic connection between two or more specific objects. For example, a Master Contract is linked to a sourcing project and business request, allowing for the proper tracking of spend and activity. |
Mail History | Listing of email notifications sent by the eMMA system as part of a given workflow approval path. Each notification is marked with a hyperlinked subject line that displays the actual message sent, recipient, and other details. |
Main Contract Using Agency | Required field within a contract’s scope indicating the agency responsible for administration of the contract. |
Non-Competitive Award | Child contract issued from parent Blanket Purchase Agreement. |
Parent Contract | Primary contract serving as the umbrella or parent in which releases, secondary, and/or child contracts are created from it. |
Payment Address | Remit-To Address |
Published (Used in eMMA) | As it relates to a contract's status, “published” means that the contract has gone through the system workflow and is available on the public portal. If changes need to be made to published contracts, an amendment is required. |
| Purchase Order (Used in eMMA) | A purchaser's document authorizing a procurement from a vendor. Upon acceptance by a vendor, the purchase order becomes a contract. |
Purchase Order Request for Proposal (PORFP) | Type of release specific to secondary competition solicitation, typically used when specific services, supplies, or commodities are available at a fixed price. |
Receipt | One of three components helping to satisfy the State’s three-way match (order, receipt, and invoice). After purchase order issuance, receipt confirms delivery of the product or service ordered prior to invoice. |
Reference BPO | Child contracts in one of two types:
1. Secondary Level Agreements are issued from parent Master Contracts for secondary competition awards.
2. Individual Non-Competitive Awards are issued from parent Blanket Purchase Agreements. |
Registered Vendor | Registered Vendors are basic supplier records whose contacts have the ability to manage the supplier’s information and bid on solicitations. Following successful bid, Registered Vendors go through the Onboarding process to become Active Vendors that can be paid. |
Release | 1. Available procurement method selection during contract creation, used for non-competitive awards against a Blanket Purchase Agreement.
2. Child contract allowing and used for downstream activity. |
Return | Return of goods and/or services not received or performed, initiated by a State user. Similar to a refund. |
Requester | System role type for State agency employees authorized to request purchase orders from agency-specific awarded contracts or Statewide Contracts. The ‘Requester’ role type is responsible for not only receiving the goods/services initially requested, but also for creating a receipt in the system for said goods/services. |
Responsible (Contract) | Contract owner and profile role type responsible for all contract activity and amendments. Typically serves as the contract manager or administrative procurement officer for the contract. |
| The Settlement step (Used in eMMA) | The Settlement phase is the last step in an invoice's workflow in eMMA. It means that the invoice went to Rstars and is ready to be paid. Once the transmittal (done by the Fiscal Officer) with that invoice is sent to the Treasury and approved, the invoice will be paid and that Settlement step will pass, and you can close the PO. The invoice is in the Treasury's hands. There's no anticipated date of payment or update that can be given at this point. With the Settlement phase, you have the peace of mind that it WILL be paid. |
Sourcing Project | System record type for a procurement project housing all procurement activity from initiation of project type, to preparing a solicitation, and ultimately selecting an apparent awardee. |
Secondary Agreement | Child contract of a Master Contract as the result of secondary competition solicitation such as Purchase Order Request For Proposal (PORFP), Task Order Request For Proposal (TORFP), or Request for Resume (RFR). |
SNAP | Mnemonic/Acronym used within the solicitation preparation process, standing for SEND (to invited vendors), NOTIFY (all commodity vendors), and PUBLISH (to publicly post the solicitation). Each step is made available in successive order by way of a titled green button within the solicitation preparation step. |
Subcontractor Invoice | Systematic input and documentation of payment(s) made to subcontractors, supported by proper upload of completed D-4 and/or D-5 forms as included in Attachment D of the Minority Business Enterprise Forms. |
Task Order Release | Available procurement method selection during contract creation, used for secondary level agreements against a Master Contract. |
Tax Clearance | Required document upload for contracts, verifying a vendor’s business tax compliance with the Comptroller’s Office. |
Three-Way Match | The State’s required confirmation within a business transaction of the purchase order, invoice, and receipt all matching to ensure goods or services were accurately ordered, received, and accounted for prior to payment. |
Unit of Measure (UoM) | Used to define the magnitude of quantity for goods or services detailed on a particular line item. |
Vendor Contact | Name and email associated with a specific contact within a vendor or business profile; required for activity notification(s) and proper workflow approval between vendor and State. |
Vendor Coordinator | System role type responsible for reviewing vendor records to facilitate the vendor onboarding process by validating vendor credentials. |
Voucher | A written document on the basis of which the State maintains accounting records. After a purchase order is issued, a receipt confirms delivery of the product or service, after which an invoice is issued by the vendor and the State satisfies the invoice by way of a voucher. Both invoices and vouchers use the ‘INV’ prefix within the eMMA system. |
Voucher Number | R*STARS Document Number (V0E####), auto-populated by eMMA once batch interface processing is successfully completed. |
Workflow | A process map and diagram detailing the individual steps and actions associated with the creation or initialization of a specific activity (ie. sourcing project, contract, request for purchase order). |
Workflow Approval Step | Referring to a specific step within the workflow requiring approval or action by defined personnel role type(s). |
Work Order | Child contract allowing and used for downstream activity from a Blanket Purchase Agreement; identified as a ‘Release’ procurement method during contract creation. |
Helpful eMMA Abbreviations
eMMA Term | Abbreviation/Prefix |
Business Request | PRJ |
Contract | CTR |
Invoice/Voucher | INV |
Purchase Order | PO |
Receipt | REC |
Request for Purchase Order | REQ |
Sourcing Project | BPM |
Supplier (Vendor) | SUP |