Overview

Once a user sends Purchase Order (PO) to the Vendor, no further changes can be made to the PO. Creating a Change order modifies the original PO so that the requester can edit that information and resubmit the altered PO.

The process for making changes to POs is not always straightforward. Please follow the instructions carefully.

This Quick Reference Guide (QRG) shows users how to change general details related to line items only. There are other QRGs related to changing budget, and amount. The process is the same and can be done at the same time.

IMPORTANT!! You cannot complete a change order if the PO funds have been used up (fully vouched and received). You won’t see this option on your screen. 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

Changing Pricing Details for a Line Item

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border null indicates a required field, while yellow callouts with a black border null indicate optional fields. Letters within the callouts correspond to the explanations below the diagram. A red asterisk (*) indicates a required field in the eMMA interface.

  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 and select the Browse Orders option from the drop-down menu.
    The Procurement tab and the Browse Orders option in the drop-down menu.

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

  4. Click the Edit (pencil) icon or the on the appropriate purchase order link in the Purchase Order # column to access the PO.
    The Edit or pencil icon or the PO number to access the PO.
     
  5. Click the Change Order button at the top of the page.

    NOTE: If you do not see this button, check the Vouchers and Receipts tabs on the left-hand side-panel to make sure the funds for this PO are not used up. You cannot make changes to a PO where the funds are used up.

    The Change Order button.

  6. Scroll down to the line item and click on the Edit (pencil) icon to edit it.
    The Edit or Pencil icon for a line item in a purchase order.

  7. Adjust the unit price, unit of measure, quantity ordered, or label, as needed.

    NOTE: To see Unit Price, you may need to scroll to the right.

    For services, it is best practice to select the USD option so that you may incrementally receive/invoice (drawdown) your order.

    For commodities or products (where the price of the item doesn’t change), the best practice is to select EACH with the appropriate quantity.

    The Quantity Ordered field and the Unit of measure field. The Unit Price field.

  8. Review changes and click the Save & Close button at the top of the window.
    The Save & Close button.

    The line item displays the adjusted values on the PO page.
    An adjusted line item.

  9. (Optional) Make any other necessary changes to the purchase order. You can change details like the Buyer/Contact, Vendor and Vendor Contact.

  10.  Click the Submit Request for PO button at the top of the window.
    The Submit Request for PO button.

 

A change request for non-G/L-related PO is created and sent to the appropriate requester supervisor to validate and process.

 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).