Overview

This Quick Reference Guide (QRG) shows Requesters how to change both GL string (budget) and cost (amount) simultaneously on a change order for a PO.

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.

IMPORTANT!! If you need to remove a GL string, please see the QRG Create a Change Order for Removing a GL string on a PO.

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 and the Browse Orders option that opens 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 to the left of a purchase order on the Browse Orders page.

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

    IMPORTANT!! 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.

  7. Scroll to the bottom of the page to the Articles section and select the pencil icon for the item that needs to have the new GL. A new window opens.
    The Edit or Pencil icon to the left of a line item on a purchase order.
  8. Make any necessary adjustments to the QTY Ordered field and/or the Unit Price field.

    NOTE: You may need to scroll to the right to see the Unit Price field.
    The QTY Ordered field.The Unit price field.

  9. Click the Save button at the top of the window.

    IMPORTANT!! If you need to add a GL string, continue with Step 10. If not, skip to Step 15.

    IMPORTANT!! If you need to remove a GL string, please see the QRG Create a Change Order for Removing a GL string on a PO.

  10. 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.

  11. Enter the percentage for the new GL in the new Percentage field and adjust the percentage in the existing field so that both percentages add up to 100%.
    Star with solid fillPRO TIP: Select the Amount radio button to allocate GL Strings by amount rather than percentage.
    The Percentage field for a new GL string and the current GL string.

  12. 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.

  13. 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.

  14. 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.

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

  16. Review any adjustments made and click the Submit Request for PO button.
    The Submit Request for PO button.

 

A change request is submitted 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).