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Electronic Requisition (eReq)

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UB faculty and staff use eRequisition System (eReq) to create an electronic requisition to purchase goods and services with state, Research Foundation (RF) or UB Foundation (UBF) funds.   

Mobile Users

For the best experience using this application, use a non-mobile device.

Getting Started with eReq

What is an eReq? A web-based application used for processing purchase requisitions and viewing their current status  
Who can create an eReq? Every faculty or staff member can create a requisition  
What is an Approver? The role assigned to eReq program users who authorize purchase requisitions  
Who should be an Approver?
Any faculty and staff who is going to approve a requisition and send it to Purchasing  

Use the guides to learn about eReq

Get Authorized to Approve State and UBF eReqs

For state and UBF accounts, you will need to submit an eReq Approver Authorization form to set up Approval Groups and identify each individual Approver in those groups. Any faculty and staff can create eReqs, but prior authorization is required to be an approver for state and UBF accounts. RF Principal Investigators (PIs) are automatically authorized to approve their own RF accounts without further action. 

Research Foundation Delegation

Principal Investigators are automatically authorized to approve their own accounts. For special cases, the purchasing authority can be delegated to other individuals through the eReq RF Delegate Authorization System. 

OR

See My eReq Orders

Search the UB Supplier File

You can search our UB Supplier File to learn if a particular supplier is already in our database. The supplier file can also be accessed in the Supplier tab in eReq.   

Ordering Instructions Definitions

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

Blanket Order: This is a special kind of purchase order used in unique situations. Buyers in the Purchasing department will evaluate your needs to determine if a blanket order is the best course of action.

Standing Order: A standing order is a type of purchase order (PO) issued to establish an account with a specific supplier to obtain specific services during a specified time period.

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.

Documenting the Business Purpose

The Business Purpose and Business Purpose Explanation fields are required fields. You must enter and select a value for each field. A business purpose and justification work together to provide the approver, auditor and management an understanding as to how your expenses relate to university business.

All expenses, whether they take place via eProcurement, Procurement Card, eReq or travel expenses, require a business purpose. Your business purpose explanations should be sufficiently detailed to allow the reviewer to determine that the transaction was program or grant-related in nature.

A business purpose should answer five basic questions:

1.     Who was involved in the activity related to the expense?

2.     What activity does the expense represent?

3.     When did the activity occur?

4.     Where did the activity take place?

5.     Why or how does the expense relate to university business?

Not all the questions will apply to every transaction, but the information should be included when applicable.

Frequently Asked Questions

Where does my eReq go after I submit it as a creator?

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.

How do I attach a document?

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.

How do I cancel an eReq?

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.”

Do I need to pick a commodity?

No, however your eReq will not be routed directly to the buyer unless the commodity is selected on the Ordering Instructions tab. If you know your commodity, please choose it from the drop down list so the eReq is not delayed at the log desk step.

What information is required for the item description?

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.

What do I do if my document is too large?

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

I do not have time to finish my eReq, so how do I save it?

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.

Can I use more than one account number?

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.

What is the “My Accounts” button for?

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”.

What do the different ordering instructions mean?

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.

Where do I enter my requested delivery time?

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.

How do I search for a supplier?

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.

How do I change my ship-to location?

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.

When is eReq available?

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.

Contact an Expert

eReq Administrator

Sandy McMullen

Purchasing, Procurement Services

Phone: 716-645-4554

Email: mcmullen@buffalo.edu

Additional eReq Assistance

Barbara Lorango

Purchasing, Procurement Services

Phone: 716-645-4553

Email: blorango@buffalo.edu

Alison Meadows

Purchasing, Procurement Services

Phone: 716-645-4521

Email: alisonma@buffalo.edu

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