7mÊÓƵ

• In progress: The school system is still working on the request, and it has not yet been submitted for review. School systems can make edits while the request is "In Progress." 
• Submitted: Once a school system is done with its requisition and clicks "Submit," the request will enter "Submitted" status. Once submitted, the 7mÊÓƵ will review. School systems cannot make edits, cancel, or reopen without 7mÊÓƵ support.
• Completed: 7mÊÓƵ has reviewed and approved. An overnight process runs, and the publisher is notified of the purchase order. 

Publishers often inquire about delays in receiving district orders. In most cases, these delays are not caused by system issues but are tied to the requisition status in the approval process.  

If a requisition has not yet been approved by 7mÊÓƵ, no PO will be generated. Similarly, if the requisition was approved on the same day the inquiry is made, the PO will not be available until after overnight processing is complete. 

For this reason, publishers should first confirm the requisition status with the school system. Requisitions in Submitted status have not yet been reviewed or approved and will not generate a PO. Requisitions should reach Complete status before being escalated to 7mÊÓƵ for further review. 

Once a PO is created, EMAT issues the following types of notifications that indicate new orders are available for review: 

• Manual EMAT processing: An email notification is sent to the designated publisher email address.  
• EDI processing: The publisher server receives the order notification. Email notifications are not sent.  

Publishers indicate their preferred order processing method during the IMRA onboarding process. Publishers interested in using EDI must submit a to begin the EDI setup process. Because EDI integration may not be completed before products become available in EMAT, new publishers typically begin by processing orders manually and transitioning to EDI once setup is completed.  

Notifications are issued daily and consolidate all new orders created that day. Notifications do not list PO numbers or order details; however, EDI files include full details for all newly created POs for the day. 

Publishers who process orders manually may designate a single email address to receive notifications, and a shared inbox (such as a general orders account) is recommended to ensure consistent access. To update the notification email, publishers must submit a so 7mÊÓƵ can update the information in EMAT. 

The PO Search tool in EMAT allows publishers to locate and filter orders. By default, search results are filtered by the publisher’s Supplier ID and the current EMAT school year. The EMAT school year differs from both the traditional school year and the 7mÊÓƵ fiscal year. 

The following shows an example of how 'school year' can be defined differently: 

• Typical School Year: August 2025–June 2026* 
• EMAT Year: May 2025–March 2026* 
• 7mÊÓƵ Fiscal Year: September 2025–August 2026* 

Users can refine results further by applying filters such as school year, district, PO number, and status. Search fields work together, allowing publishers to narrow results based on multiple criteria at once. 

PO status provides important context for order fulfillment and payment.  

• A complete status indicates that all items have been processed.  
• Dispatched status may still be partially unfulfilled. Partially fulfilled POs remain in Dispatched status until all items are completed; however, payment can still be issued for items that have already been shipped. Status updates are reflected after overnight processing. 

Please note that publishers using EDI may still view Order Summary Documents in EMAT but must complete all order processing through EDI once the workflow is active.

*The years listed are for illustrative purposes only. An EMAT year typically follows the same cycle of events regardless of the specific year. 

Publishers fulfilling print POs manually are responsible for processing orders directly in EMAT. This includes reviewing purchase orders, updating shipment information, and completing the steps necessary for invoicing and payment. Publishers should monitor incoming order notifications regularly to ensure orders are processed promptly.  

EDI workflows rely on standard transaction file types, including purchase orders, invoices, change orders, and acknowledgements. Once approved and activated for EDI, publishers no longer process orders directly in EMAT and must complete all order fulfillment through their EDI system. 

Publishers interested in EDI processing must submit the required technical and contact information to initiate setup, including:  

• Server Type (EMAT can only connect to FTP or SFTP) 
• IP Address 
• Inbound and Outbound Pathnames 
• Inbound and Outbound Login Names 
• Inbound and Outbound Passwords 
• Primary EDI business and technical contact 

7mÊÓƵ will also provide documentation on EDI file formats to support implementation and testing. Because EDI integration requires configuration and testing, new publishers typically begin processing orders manually until the EDI connection is established and approved. 

Before going live, EDI connections are tested through a defined validation process to ensure successful transmission and validation of files between 7mÊÓƵ and the publisher. Testing may include exchanging sample transaction files to verify connectivity and file formatting requirements. Once testing is complete and both parties confirm readiness, 7mÊÓƵ activates the live server connection.

If EDI issues occur, publishers should first review the Invalid Invoices listing in EMAT. When an invoice is rejected due to an EDI error, a link labeled Invalid Invoices will appear on the Vendor Start Page. This tool identifies invoices with errors that may require correction or deletion.  

If error messages are unclear or the listing is not available, publishers should submit a with the following information: 

• The purchase order number(s) 
• A description of the error received 
• The 857 file that was submitted to EMAT and rejected 
• Any relevant screenshots or error messages from the publisher's EDI system 

It is important not to resubmit multiple invoice files for the same PO while errors remain unresolved. EMAT will block additional submissions until 7mÊÓƵ clears the existing errors, which must be resolved before processing can continue. 

To view Purchase Orders, use the following steps: 

1. From the Vendor Start Page, select Purchase Order Listing. 
2. Use the available search filters to locate orders:  
3. School Year 
4. Purchase Order Status 
5. Purchase Order Number 
6. Select Search to display matching purchase orders. 
7. To view an order, click the Purchase Order ID link. 

The Purchase Order Summary includes: 

• Purchase Order Number (Order ID) 
• Purchase Order Status 
• Requisition ID 
• Requisition Type (Program or Component) 
• Date the requisition was approved 
• Requested ship date 
• District contact name, phone number, and email address 
• Delivery address 
• Ordered items, quantities, pricing, and line-item details 

Purchase orders in Dispatched status are ready for publisher processing.

• Dispatched – The purchase order is still open. No items have been shipped, or only a portion of the order has been shipped. 
• Complete – All items on the purchase order have been shipped and processed. 
• Cancelled – The purchase order has been cancelled by 7mÊÓƵ. 

Please note that status changes are reflected after EMAT's overnight processing cycle. 

After materials have been shipped to the district, publishers must update the order in EMAT. 

1. Locate the purchase order from the Purchase Order Listing page. 
2. Select Ship Items. 
3. Choose the appropriate shipping method. 
4. For each line item being shipped:  
5. Enter the quantity shipped. 
6. Enter the publisher-generated invoice number. 
7. Enter the shipment tracking number. 
8. Select Save. 

Publishers may enter partial shipments if only a portion of the order is available. Additional quantities can be entered later as remaining materials are shipped. 

Marking items as shipped in EMAT serves as the publisher's invoice submission. Publishers should not mail or fax separate paper invoices to 7mÊÓƵ. 

During overnight processing: 

• Shipment information is updated in EMAT. 
• Invoice information is generated from the shipment record. 
• Once all line items have been shipped, the purchase order status changes to Complete. 
• Backordered Materials 

If materials are unavailable and must be backordered: 

1. Ship all available materials. 
2. Notify the district of the items that are on backorder. 
3. Provide the district with an estimated shipment date for the remaining materials. 
4. Submit an Instructional Materials Help Desk ticket that includes:  
5. District name 
6. Purchase Order Number 
7. Backordered item information 
8. Expected shipment date 

EDI workflows rely on standard transaction file types, including purchase orders, invoices, change orders, and acknowledgements. 

Once approved and activated for EDI, publishers no longer process orders directly in EMAT and must complete all order fulfillment activities through their EDI system. Publishers interested in EDI processing must submit the required technical and contact information to initiate setup. 

Before going live, EDI connections are tested to ensure successful transmission and validation of files between 7mÊÓƵ and the publisher. Once testing is complete and both parties confirm readiness, 7mÊÓƵ activates the live server connection. 

Publishers play a critical role in identifying components that may be eligible for exemption. As part of the Component Exemption process, 7mÊÓƵ provides publishers with a list of approved core programs and associated components. Publishers must review each component and indicate which may meet exemption criteria based on design and intended use. 

Publishers are responsible for submitting accurate and complete component information, including exact titles, ISBNs (if applicable), and associated program details, within 7mÊÓƵ-specified timelines. This input supports 7mÊÓƵ’s review process and helps ensure accurate information is available during EMAT requisitioning. While publisher feedback informs the process, it does not guarantee exemption of approval for a school system. 

This process will begin in early Spring ahead of products becoming available in EMAT.  

Local school systems may request a component of exemption by submitting a waiver in accordance with TAC §§67.1003 and 67.1004(m) and Texas Education Code §7.056. Exemptions are only granted when the school system confirms it already has enough identical or near-identical materials for each student or teacher. Eligible components from IMRA cycles 2024 and 2025 are available through the dropdown menus in the Component Exemption Request Form. 

To request an exemption, school systems must complete the Component Exemption Request Form (Smartsheet). For the 2026–27 school year, the process has been streamlined: school systems certify through the form that they possess the required materials, and no additional documentation is required. The form must be signed by a district-level administrator with an appropriate signing or EMAT ordering authority. 

7mÊÓƵ must approve the completed request form before the associated EMAT requisition can be approved. 

7mÊÓƵ recommends school systems submit their Component Exemption request in parallel to submitting the EMAT requisition.