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 ( Blocking alert ) indicates that action must always be taken before the approval process can move forward.   A non-blocking alert (  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: “Invoice’s order has no valid receipt”

Alert reads: Invoice's order has no valid receipt 


NOTE: If you try to submit the invoice while you have this non-blocking alert, it will become a blocking alert.
A yellow rectangle with black text Description automatically generated

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 means that the invoice/voucher you are viewing was submitted in eMMA against a purchase order without a valid receipt. You may see this alert if:

These instructions show you how to determine which situation you have and how to resolve it. Please remember, you can always reach out to Helpdesk at emma.helpdesk@maryland.gov.  


Step-by-Step Instructions

There Is No Receipt for This Invoice

The system requires a three-way match between the PO, receipt, and invoice. In this case, the receipt was never created.   

These steps show you how to determine whether the PO’s order contains the same number of receipts as it does invoices. If there are more invoices than receipts, then you may need to create a receipt.

  1. Navigate to the purchase order.
    Star with solid fillPRO TIP: If you are viewing the Invoice, you can find a link to your PO under Voucher Links.

    Invoice shown with Voucher Links section displayed. Link to purchase order is highlighted in a box.

  2. Click the Vouchers tab on the left-hand side panel to see the list of invoices (vouchers) attached to the purchase order. A list of invoices displays.
  3. Count the number of completed invoices in the system, minus any with Draft or Cancelled status. In this example, there are four completed or pending invoices listed. 

    IMPORTANT!!     Do not count invoices in Draft or Cancelled status.

    Vendors tab of Purchase Order shown, with Vouchers tab and non-cancelled vouchers highlighted with a box.

  4. Click the Receipts tab on the left-hand side-panel.
  5. Count the number of completed receipts in the system, minus any with Draft or Cancelled status. In this example, there are three receipts accepted. 

    Because there are four invoices and three receipts, the user in this example needs to create a receipt that matches the invoice with the error message.
    Receipts list of Purchase Order is shown, with Receipts tab highlighted in a box.

THE SOLUTION:

If you need another receipt, follow the steps in this QRG Create a Receipt for a Purchase Order QRG. The error message on your invoice will go away once you’ve completed this process. 

If the error persists, follow the steps below to continue investigating. 

If you need help at any time, reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov .


The Receipt Was Not Submitted out of Draft State

Another reason for the alert message might be that the receipt was never properly submitted. Sometimes users forget to click the Submit button and the receipt stays in Draft status. The system does not consider a receipt in Draft to be valid. 

Follow these steps:

  1. Navigate to the purchase order. 
  2. Click the Receipts tab on the left-hand side-panel.
    A purchase order is shown, with Receipts tab highlighted in a box. 
  3. Scroll down the Receipts list until you see one with Draft status.
    Receipts list is shown, with one receipt's draft status label highlighted in a box. 
  4. Click the Code or Label link to view the receipt.
    Portion of Receipts list is shown, with Code and Label links highlighted in boxes.

THE SOLUTION:

If the green Submit button is showing, then the receipt has not been submitted. 

  1. Click the Submit button.
    Receipt is shown, with Submit button highlighted in a box.

  2. Check the invoice in question to see if the error still exists. If it still exists, reach out to helpdesk at emma.helpdesk@maryland.gov .

 


There is a System Glitch 

There is a system glitch that occasionally prevents forward movement of a receipt’s workflow. You can see this by viewing the workflow of an “In Progress” receipt.

Follow these steps:

  1. Navigate to the purchase order.
    Star with solid fillPRO TIP: If you are viewing the Invoice, you can find a link to your PO under Voucher Links.

    Invoice shown with Voucher Links section displayed. Link to purchase order is highlighted in a box.

  2. Click the Receipts tab on the left-hand side-panel.
    Purchase order displayed, with Receipts tab link highlighted in a box.

  3. Click the link of any receipt on the list with an “In Progress” status on the right-hand side of the listing.
    Receipts list of Purchase Order shown, with details of one receipt and its In Progress status highlighted in boxes. 
  4. Click the Workflow tab on the left-hand side-panel of the receipt. This example shows no activity after the Creation stage. There should be another step reflected in both the workflow and the Approval History. If you see a workflow with only one step, your receipt is stuck.
    Workflow diagram and approval history of a receipt is shown. Workflow tab is highlighted in a box.

THE SOLUTION:

Contact the eMMA helpdesk at emma.helpdesk@maryland.gov. Ask them to revisit the step for that specific receipt. Once the step is revisited, resubmit the Receipt. The error message on the invoice will disappear.