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: “3 way variance beyond tolerance”


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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 each business transaction in eMMA, the dollar amounts in the purchase order, invoice, and receipt must match each other to ensure goods or services were accurately ordered, received, and invoiced prior to payment.

This blocking alert indicates that there is a discrepancy between the purchase order, invoice, and receipt. The instructions below show how to check for the discrepancy.

IMPORTANT!! If the user creates a receipt by the item quantity, then the 3-way match requirement refers to and checks both the dollar value / item quantity.

IMPORTANT!! If the user creates a receipt for a dollar amount, then the 3-way match requirement refers to and checks only the dollar value.

Locate the Invoice Amount

  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.

Locate the Purchase Order Amount

  1. 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.

  2. Click the purchase order (Orders) link. The purchase order displays in a popup window.

  3. Click the chevron (arrow) next to Items. The purchase order amount appears in the Total column.
    Portion of purchase order, with Items arrow and purchase order amount highlighted in boxes.The purchase order amount needs to match the invoice amount (dollar amount and quantity, if the receipt specified quantity) and the receipt amount.

Locate the Receipt Amount

  1. 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.

  2. Review the Total amount of the receipt in the Received section and compare it to the PO and invoice.
    Receipts tab shown, with receipt total amount highlighted in a box.

THE SOLUTION:

In this case, the invoice amount is less than the PO, which is acceptable, however the single receipt does not match the invoiced amount which is the root issue of the error. The invoice amount ($3175) and the amount of the single receipt ($3500) do not match. Every invoice needs a corresponding receipt.

Consult with the eMMA helpdesk at emma.helpdesk@maryland.gov to resolve the variance.

NOTE: Partial or incremental payments are an example of possible situations where the invoice amount may vary from the line-item total.