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: “There is an error in the allocations for this invoice. Please fix the data in the Allocations fields and click Save. If the issue persists, cancel this voucher and follow the appropriate steps.”

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 blocking alert issue usually lies in the Voucher Items section of an invoice but can also be found in the Allocation section as well. In many cases, the invoice has a blank line item in the Voucher Items section. There cannot be blank lines there.

THE SOLUTION:

NOTE FOR DIRECT (NON-PURCHASE ORDER) VOUCHERS ONLY: You can fix the voucher by clicking the Delete (trashcan) icon to remove the blank row and then using the Percentage allocation radio button to update the main allocation row.

FOR PO VOUCHERS: First, check the Allocations and Voucher Items sections to make sure that the information is correct and there are no blank lines. If there are blank lines in the Voucher Items section and/or incorrect information in the Allocations fields, you will need to cancel the Invoice. The blank line item must be deleted from the purchase order before you can create a viable invoice. To do this, you must create a change order for the purchase order. [QRG for Change Order]

If you get the same error when you create the next invoice, reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

PRO TIP: It is a best practice to create the receipt first and create the Invoice FROM that receipt. 

Step-by-Step Instructions

Locate the Voucher Items and Allocations Sections

1. Navigate to the Invoice/Voucher (INV). The Voucher tab automatically displays.
   
   
2. Scroll down to the Voucher Items section and review for blank lines.
   
   1. If you have blank lines, cancel this invoice (instructions below) and create a change order for the linked purchase order. See the Make Changes in a Purchase Order in eMMA QRG. If you need further assistance, contact the eMMA helpdesk at emma.helpdesk@maryland.gov.
      
      
3. Scroll down to the Allocations section, and review for errors and omissions.
   
   IMPORTANT!! If you have more than one Allocation for the item(s), the percentages must add up to 100%, total.
   
   1. If you have errors in the Allocations fields, cancel this invoice (instructions below) and reach out to helpdesk to create a change order for the linked purchase order.  See the Make Changes in a Purchase Order in eMMA QRG. If you need further assistance, contact the eMMA helpdesk at emma.helpdesk@maryland.gov.
      
      
4. Click the Savebutton at the top of the webpage, if everything looks correct. 
   1. If the error persists, reach out to helpdesk for assistance.

Cancel the Bad Invoice

For more information on canceling invoices, please see the Knowledge Article Information on Cancelled Invoices in eMMA.

1. Click the Cancel Voucher button at the top of the invoice. The Cancel Invoice popup window displays.
   
    
2. Type a reason for cancellation in the Reason for Cancellation field, and then click the Apply Voucher Cancellation button.
   
   
   

Consult with the eMMA helpdesk at emma.helpdesk@maryland.gov at any time.