Overview

Occasionally, users may enter the wrong GL string in a PO. Once that PO goes through approvals, this change will require a change order. A new GL string must be added first, and the wrong GL string must be removed. This Quick Reference Guide (QRG) shows how to do that via a change order.  

IMPORTANT: You will not be able to complete a change order if the PO funds have been used up (fully vouched and received). If this is the case, you will need to create a new purchase order.

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.

Step-by-Step Instructions

  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 to open the drop-down menu and select the Browse Orders option.
    The Procurement Tab at the top of the webpage and the Browse Orders option in the drop-down menu.

  3. Use the search fields and Search button to find the desired purchased order.

  4. Click the Edit (pencil) icon to the left of the Purchase Order # to access it. The Edit or pencil icon for a Purchase Order.

  5. Click the Change Order button at the top of the webpage.

    NOTE: If you do not see this button, check to make sure the funds on the purchase order are not all used up. If they are, then you will need to create a new purchase order.

    The Change Order button.

  6. The label for your PO auto-populates with “Amendment request”, today’s date, and the original PO number. Change the label in the Label field, if necessary.

    NOTE: You can also change the Requester field, and Vendor fields, if necessary.
    Star with solid fillPRO TIP: It is a best practice to provide unique labels for your purchase orders, receipts, and invoices.

    The Label field for an amended PO.

  7. Scroll to the bottom of the page to the Articles section and select the Edit (pencil) icon for the item that needs to have the new GL. A new window opens.
    The Edit or pencil icon for a line item on a request for PO.

  8. Scroll to the bottom of the new window and click the +Allocation button on the left side, above the current GL string. A new line displays above the current GL.
    The +Allocation button for adding a GL String.

  9. Enter “100.00” in the top percentage field and change the bottom field to “0.00”.
    The Percentage field for the new GL String.

  10. Enter the last two digits of the appropriation year in the Appropriation Year field and select that year from the drop-down menu that displays. The section refreshes and new fields display.

    IMPORTANT!! You must select the year from the drop-down menu. If you don’t do this, you will not be able to move forward.
    The Appropriation Year field and the drop-down menu that opens.

  11. Click the PCA field and enter the appropriate PCA code. Select the PCA code from the drop-down menu that displays.

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

    The PCA field.

  12. Click the Comptroller Object field and enter the appropriate object code in this field. Select the correct code from the drop-down menu that displays.

    NOTE: The Agency Object field auto-populates if the agency has an associated Agency Object to the Comptroller Object. You can change this, if needed.
    The Comptroller Object field.

  13. Click the Save button at the top of the window. Do not close the window.

  14. Scroll down to the Budget section and click the trashcan icon to the left of the item with 0%. Click OK in the prompt that displays.
    The trashcan icon for the GL string with 0%

  15. Click the Save & Close button at the top of the window.

  16. Review the PO for accuracy and click the Submit Request for PO button at the top of the webpage.
    The Submit Request for PO button.

 

A change request is created and sent to the appropriate requester supervisor to validate and process. An amendment is active and created in place of the original PO. The original PO will be closed, and the status will be changed to Cancelled by Amendment once the amendment is approved.

 The system generates a number for the amendment and will be the original PO # followed by a "-1, -2, -3" etc. (depending on the number of times the PO has been changed).