Overview

This Quick Reference Guide (QRG) is part of a series of guides that show you how to respond to alerts you may see in the eMaryland Marketplace Advantage (eMMA). In eMMA, a blocking alert (   ) indicates that action must always be taken before the approval process can move forward. A non-blocking alert (  ) indicates that action must be taken before the approval process is complete but that the approval process may move forward in the meantime.

This QRG shows the steps to take if the following alert appears in the right-hand side-panel of an invoice you are viewing: “This Voucher Is over the Contract Not to exceed amount”



NOTE: This alert is not a blocking alert; in some instances, users are allowed to "overspend" or encumber funds over the Contract Not-to-Exceed (NTE) amount. For example, Statewide Commodities contracts are allowed to exceed the NTE.

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.


What It Means

This alert appears when the invoice/voucher amount exceeds the Contract Not-to-Exceed (NTE) amount on the contract linked to it.

The instructions below show users how to verify this alert and how best to resolve it.


Step-by-Step Instructions

Compare the Invoice Amount to the Remaining Balance on the Contract

  1. Navigate to the invoice/voucher (INV).

  2. Scroll down to the Voucher Items section.
    The Voucher Items section of an invoice.
  3. Scroll to the right to find and note the invoice amount. This is the amount labeled Amount on the right-hand side of the invoice.
    The Amount of an invoice.
  4. Scroll up to the top of the invoice.

  5. Scroll to the right until you see the Contract link.
    The link to the contract shown in an invoice.

  6. Click the Contract link. The contract displays in a popup window.

  7. Click the Negotiated Terms tab in the left-hand side-panel.
    The Negotiated Terms tab for a Contract.
  8. Note the number in the Contract (Not-to-exceed) Amount field. This is the amount that the system thinks you are exceeding.
    The Contract (Not-to-Exceed) Amount field.

  9. Scroll to the bottom of this page and note the two bottom fields; Contract Remaining Amount and Consumed Amount. The Contract Remaining Amount field shows how much money is left on the contract. The Consumed Amount field shows how much of the contract has been spent.
    The Contract Remaining Amount field and the Consumed Amount field.

  10. (Optional) Click the Activity tab on the left-hand side-panel to view any relevant activity regarding the Contract. This tab provides a rundown of any purchase orders created, any modifications made to the current contract, and any draft activities (i.e. purchase orders) in progress. These also count toward the systems calculations.
    The Activity tab on a Contract.

THE SOLUTION:

Unless the invoice is linked to a Statewide Commodities contract or other exception allowing spending exceeding the NTE amount, the invoice amount cannot exceed the contract’s NTE amount.

If you observe duplicate or erroneous draft activities against the contract, cancel those actions to free up available ceiling to proceed with your voucher.

If you are processing a valid, allowable invoice, the contract must be amended to modify the NTE amount. Consult with the eMMA helpdesk at emma.helpdesk@maryland.gov before proceeding.


References:

Create Mods and Options and Cancel Contracts QRG

Information on Canceled Invoices in eMMA (Fiscal Tech) QRG