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 has a gap between Invoice, Order and Receipt amounts”

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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

In a business transaction in eMMA, there must not be a gap, or discrepancy, between the dollar amounts in the purchase order, invoice, and receipt. (The “gap” that triggers the alert might be a combination of gaps in smaller discrepancies and may trigger an alert even in a draft.) If there is a gap—and the gap is within the tolerance set by eMMA—then you see the non-blocking alert above.

The tolerance is currently $100, regardless of the invoice amount.


If the gap is greater than the tolerance set by eMMA, then you see the blocking alert below "3 way variance beyond tolerance":

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THE SOLUTION:

If you have a non-blocking alert, review the amounts of the PO, Receipt, and Invoice for accuracy. The alert will not prevent you from submitting the invoice. The instructions below show how to compare the amounts of the PO, Receipt, and Invoice in eMMA.

In the case of the shown example, the discrepancy is greater than the $100 allowed, so the user received a blocking alert.  That user must resolve the discrepancy before going further. Consult with the eMMA helpdesk at emma.helpdesk@maryland.gov for help resolving the discrepancy. You can also review the QRG 3 Way Variance Beyond Tolerance QRG (Coming Soon).


Compare Amounts

  1. Navigate to the Invoice/Voucher (INV).

  2. Scroll to the right to find the invoice amount, which is labeled Amount. This number needs to match the amount on the purchase order and receipt.

    Voucher tab of Invoice, with invoice amount highlighted in a box.

  3. Scroll up to the Voucher Links section. The Orders field displays a link to the related purchase order.
    Voucher tab of Invoice, with link to purchase order highlighted in a box. 
  4. Click the purchase order (Orders) link. The purchase order displays in a popup window.

  5. Click the chevron (arrow) next to Items. The purchase order amount appears in the Total column of the line item. The purchase order amount needs to match the invoice amount and the receipt amount.
    Portion of purchase order, with Items arrow and purchase order amount highlighted in boxes.

  6. Click the Receipts tab in the left-hand side-panel of the purchase order. The page displays receipt details.
    Portion of purchase order, with Receipts tab highlighted in a box. 
  7. Locate the Receipt amount in the Received column.
    Receipts tab of purchase order is shown, with receipt amount ($3500) highlighted in a box.

  8. Compare it to the PO, and invoice.