Electronic Requisition (eReq)

Your eReq is routed to the approver you select on the “My Actions” tab after you submit it at the beginning step. Once the eReq is approved it is routed to Purchasing for further processing.

There are 3 approver steps available. Once the 1st approver has approved the eReq it can be routed to the second approver from the “My Actions” tab.

The Completed tab can be used to view notes after your eReq has been submitted, such as an explanation of possible delays.

The Completed tab is located next to your eReq “Inbox” tab. Click on the “Completed” tab, then click on the Incident number which will allow you to view the eReq Summary in real time.

To see the status of your eReq, click on the “Completed” tab, find your incident number and click the “History” button located on the far right hand side of the screen. This will indicate where your eReq is in the workflow process.

If the eReq was rejected, it goes one step backward in the workflow process.

Click on the Attachments tab and click browse. Select a document that is saved on your computer. Please label your attachment accurately for easy identification and select a Document Type from the drop down list. Click “Save Attachment”. If you don’t click “Save” your attachment will not be attached to the eReq.

If you can't find the cost approver you're searching for on a Research Foundation account, follow these troubleshooting steps.

To cancel an eReq:

1. Click on the Inbox tab in UB Workflow Client

2. Click on the incident number you wish to cancel

3. Click on the My Actions tab

4. Select “CANCEL” from the Select action dropdown list

5. Click on the “Save and Finish” button

You will receive a verification message to confirm that you indeed wish to cancel. Click “yes.”

Yes, you must select a commodity from the list on the Ordering Instructions tab. This will automatically select the correct buyer for your purchase.

To ensure that you receive the correct item, please include a catalog number before the description of the item. Always include a noun before an invoice number or “per attached list”. The more accurate information you provide us will also speed up the process.

Enter the quantity, select a unit of measure and enter the unit price. The system will do the math.

Make sure you click “Save item” after you enter each item.

How to reduce your attachments size: 

Requirement: Adobe Acrobat 10.0 (or higher)

1. Scan your attachments in black & white rather than color to save space (Change current color PDF files to b&w will also save space.)

2. Open your scanned or electronic file

Select Save As > Optimized PDF

Click on the My Actions tab and select “Save without submit.” This will give you an incident number and you won’t lose any of the information you already entered. If you close out of your eReq without saving it you will lose everything and will need to start over.

Using this feature will also allow us to look at your eReq and assist you if necessary.

Yes you can within the same funding source. The item total comes in from the Order Items tab and can be changed to allow for multiple account numbers; however the items and the funding total must match.

The “My Accounts” button on the Funding tab is a virtual index card to store all of your account numbers as well as a description of what they are used for.

1. Click on the “My Accounts” button.

2. Enter your account number and the description for the account.

3. Click “Save Account”. Repeat this process until you have listed all of your accounts.

To use this function, when you are creating an eReq, on the funding tab click on the “My Accounts” button and select the account number you wish to use. This will automatically fill in the account number for you on the funding tab. Make sure you click “Save Funding”.

No Special Instructions: select this option when the other ordering instructions do not apply to your eReq.

Blanket Order: A Blanket Order is placed with a supplier for a specific dollar amount for a period of time. You can then place orders with the supplier using the same PO number until the funds have been expended. This will eliminate the need for multiple eReqs to the same supplier.

Standing Order: A Standing Order is placed with a supplier when you are ordering the exact same item for a period of time on a scheduled delivery. (i.e.) the supplier delivers five bottles of water once a month for one year.

Confirming Received: This means that your order has already been received and the eReq is only for requesting payment.

Confirming Order Do Not Duplicate: The supplier is already aware of the order. Choosing this option will prevent duplication when the supplier receives their copy of the purchase order.

Advance Payment: The supplier requires prepayment before the service can be performed. This is not to be used for goods.

The requested delivery information is entered on the "Ship-To" tab.

Please note that the buyer cannot see the “notes” section until they are working on the eReq. If your eReq is considered a “Rush” then you need to select “Rush” in the requested delivery date section and show the date you need it by so your eReq will be prioritized. You should also email or call the buyer to let them know your eReq is a rush.

Enter the main word from the supplier’s name, use an asterisk (*) before and after. Less information will give you more extensive search results. From the results, select the supplier and location.

If you don’t find a match, enter a new supplier.

Be sure to click “Save”.

Refer to the supplier selection hints guide.

If you need a recommendation on suppliers, please contact the buyer.

Each eReq creator maintains the record of their “ship- to” locations, names and phone numbers of the contact person. If your location or contact information has changed, please follow the simple instructions below:

Go to the “Ship-To” tab in eReq

Click the box, “My Ship to Locations” (located under the tabs on the right-hand side of page)

Click “edit” next to the location you wish to change. Make the required changes, click “Save location”

You can also enter new locations, delete locations and change your default.

The location you enter on the first time using eReq becomes your default.

eReq is available from 7:00 a.m. - 11:00 p.m. daily; applications are closed university holidays. Many transactional services are not available 24 hours a day, 7 days a week because of necessary system maintenance, database backups and software upgrades. Due to these constraints, the current standard hours of operation for most of the university's administrative applications is limited.