Overview

This guide is intended to show Procurement Officers how to search for a specific Vendor in eMMA, as well as the Vendor’s address, Tax ID, contact names, and other Vendor information.

PRO TIP: It is a best practice to first search for a Vendor using the Browse Vendors page and the tax ID to return the most accurate profile.

NOTE: For best results, use the Google Chrome browser to access eMMA.

IMPORTANT!! If you are unsure which Vendor is the right vendor, PLEASE ask helpdesk to check for you.
You can reach them at emma.helpdesk@maryland.gov. 

Step-by-Step Instructions

Use Vendor’s Tax ID in Search

The best way to search for a Vendor in eMMA is to use the Vendor’s tax ID in the Browse Vendors page. This returns accurate results and helps avoid misidentifying Vendors in things like solicitations, and contracts. This process shows how to search for a Vendor using their tax ID and how to find any child/remit-to profiles associated with the main record.

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 Vendors tab at the top of the webpage and click the Browse Vendors option from the drop-down menu that opens. The Browse Vendors search fields are displayed, with the Entity filter (which limits the search to parent companies) selected by default.
   
   1. (Optional) To broaden your search to include “child” companies as well as parent companies, click the X to remove the entity filter and click the Search button. This gives you the parent profiles and any “child” or remit-to addresses that may be associated with that parent profile.
      
      
      
3. If you know the Vendor’s Tax ID, type it in the Keywords field, then click the Search button. 
4. The list of Vendors retrieved by your search is displayed. Notice the following details in the list: 
   1. The Mail Code column shows which Vendor is the parent record (with mail code 000) and which are the child records (with mail codes 001 and above).
   2. The Status column shows which Vendors have “Active” status (and can be added to contracts) and which are merely “Registered” or “Inactive” (and cannot be added to contracts). 
      IMPORTANT!! Only the parent records (with mail code 000) can be used for contracts or sourcing. The child/site records are for payment uses only.
5. Click the appropriate Edit (pencil) icon or the code link to view the Vendor profile.

Other Search Parameters

Other Vendor attributes can be used to search.

1. Basic search fields can be found at the top of the page.
   1. Keywords: The word(s) entered in this field will be cross-referenced with the data in all fields on the Vendor profile.
   2. Alerts: This will search any blocking or non-blocking alerts on the Vendor profile.
   3. Commodities: This will search specific commodity codes against the Vendor's qualifications. This is contingent upon whether the Vendor has selected the exact commodity code or the parent code within the commodity structure.
   4. My Commodities: This returns Vendor profiles that list commodity codes that fall within your commodity scope.
2. Click the Funnel icon on the left-hand side to expand the Advanced Search panel.
   The fields in the top of the panel allow a search based on basic Vendor information such as workflow status or the name of the Parent company.
   
   1. Diversity & Programs: Allows a search by the diversity programs/categories listed by the vendor such as identifying as an African American or Asian American owned business.
   2. Federal Programs: Allows a search by the federal programs listed by a vendor such as the small business enterprise certification.
   3. State Programs/Certifications: Allows a search by the State Programs/Certifications such as the minority business enterprise certification.
      
      
   4. Vendor: Allows a search by Vendor demographic information such as whether the company has identified as a non-profit organization.
   5. Vendor Scope: Allows a search based on the scope of performance for the Vendor such as what geographic areas they can serve or what commodities they can provide.
      
      
   6. Credentials: Allows a search based on existing documentation on the Vendor profile and the validity status of that documentation.
   7. Search by RFI Response: Allows a search based on how a Vendor has responded to a question on a previously issued RFI, if they have ever received a RFI.
      
      

Next Steps

To learn about how to navigate a Vendor profile, see the QRG Vendor Profile Features.