e-Requisitions - Processor

e-Requisitions

Processor

User Guide

How to route approved requisitions to the right buyers

Version 2.6   •   May 2026

Construction Procurement and Supply Chain Software 

Welcome to eReqs

Once a requisition has been approved, it arrives in the Buying Team. As a Processor, your job is to triage that incoming work — looking at each requisition and routing each line item to the right Buyer to action.

Who this guide is for

This guide is written for the Processor role within a Buying Team. If you're a Buyer who receives line items and turns them into orders, a separate Buyer User Guide covers that work.

• What's in this guide
• Where Processor work appears in your inbox
• Picking up a requisition so it becomes yours
• Assigning line items to Buyers — in batches
• Checking what's been assigned, to whom
• Returning a requisition if something looks wrong
• Email notifications you'll receive and trigger (new in V2.1)

A note on screenshots

Screenshots in this guide show eReqs with example branding. Your version may look slightly different — your organisation's logo will appear in the top-left, and some menus or options may vary depending on how eReqs is configured for your business. The core flows shown here apply to everyone.

Quick reference

If you only have five minutes, jump to Chapter 3 — Assigning Line Items to Buyers. That's the heart of the role.

Contents

1.  What the Processor Does

     Where you fit in the workflow

     Why routing matters

2.  Finding and Picking Up Work

     2.1  Where Processor items appear

     2.2  Picking up a requisition

     2.3  Opening a requisition

     2.4  How work reaches you — email notifications

3.  Assigning Line Items to Buyers

     3.1  Selecting line items

     3.2  Choosing a Buyer

     3.3  Working through the lines in batches

     3.4  Confirming what's been assigned

     3.5  What happens when everything is assigned

4.  Returning a Requisition

Appendix A:  Quick Reference

Appendix B:  Email Notifications Reference 

1. What the Processor Does

Before getting into screens and buttons, a few words about where the Processor role sits within the wider eReqs workflow — and why the role exists.

Where you fit in the workflow

Every requisition in eReqs follows a journey from creation to ordering. The Requisitioner raises it, an Approver (or several) reviews and approves it, and then it arrives in the Buying Team. That's where you come in.

As a Processor, you receive each approved requisition and decide which Buyer should action each line item. Once you've assigned the lines, the requisition leaves your inbox and the Buyers take over from there.

You'll see two relevant statuses on requisitions during this process:

• Awaiting Owner Assignment — a requisition needs a Processor to pick it up. It may be sitting in your team's pool with no member assigned, or it may already be assigned to you directly.
• Awaiting Buyer Assignment — the requisition has a Processor (you), and now needs its line items routed to Buyers.

Why routing matters

Different Buyers know different things. One might be the expert on plant hire, another on PPE, another on specialist materials. Some Buyers handle the biggest jobs, others the smallest. By matching each line to the right Buyer, you make the ordering process faster, more accurate, and often better value too.

The judgement is the job

The mechanical steps in this guide are simple — tick, choose, confirm. The real skill is knowing which Buyer to pick for each line. Use whatever signals make sense: product category, supplier knowledge, project familiarity, current workload, Buyer experience. Anything you do here that gets the right line to the right person saves time downstream.

2. Finding and Picking Up Work

Like Approvers, Processors start their day in the eReqs Inbox — also called My Work. It's the same page you'd see in any role; you'll just see different items in it depending on what's waiting for you.

2.1 Where Processor items appear

Two filters help you find Processor work:

• My inbox shows items already assigned to you, plus any unassigned items in your team's pool that you can pick up.
• Your team's inbox shows everything sitting with your team — including items already assigned to teammates.

The requisitions you need to action will typically have the status Awaiting Buyer Assignment — meaning they've been approved and are now waiting for you to route the line items.

Figure 2.1 — An open requisition in the Processor's inbox

Tip — use the State filter

If your team handles a mix of work, use the State filter at the top of the Inbox to narrow the list to just "Awaiting Buyer Assignment". That way you only see the requisitions that need your action right now.

2.2 Picking up a requisition

If a requisition is in your team's pool but not yet assigned to any specific person, you'll need to pick it up before you can start assigning line items. There are two ways to do this:

• Quick path — click Assign to Me in the status bar at the top of the requisition. The requisition moves into your personal My inbox view immediately.
• Full path — scroll to the Available actions panel at the bottom, click the Assign card, choose yourself from the Sending to dropdown, and click Confirm Assign.

You can also assign a pool requisition to a teammate Processor if they're better placed to handle it — use the same Assign card but pick their name from the dropdown.

Available actions — what you'll see

The Available actions panel sits at the bottom of every requisition or Order detail page. It shows the actions you can take right now, presented as side-by-side cards — for example Cancel, Reject, Approve, Assign.

Click a card and it expands inline to show the next step — the Sends to line, an optional Note field, and a Confirm button. The other cards disappear while you're focused on the one you've opened.

If you change your mind, click the Cancel link beside Confirm — the card collapses and the full list of cards reappears. Nothing is committed until you click Confirm.

The panel is dynamic. It only shows actions that apply to the current state of the requisition (or Order) and your role on it. If you expect to see a button and it isn't there, the action isn't available right now — either the item has moved on, or you don't have rights for the current step.

2.3 Opening a requisition

Click anywhere on a requisition's row in the list on the left, and the full details appear in the right-hand pane. The status bar at the top tells you:

• The current Status (e.g. Awaiting Buyer Assignment)
• The role you're acting in (Organisation Processor, or similar)
• Who it's assigned to (you, a teammate, or unassigned)

Below the status bar you'll see the full requisition: who raised it, the items, the delivery address, contact information, and any instructions. Take a moment to scan it before you start assigning — understanding what's being ordered makes the routing decisions easier.

2.4 How work reaches you — email notifications

You don't have to keep checking your inbox manually. eReqs will email you whenever a requisition needs your attention. The two main notifications that bring work to you are below; for a consolidated reference of every Processor email, see Appendix B.

Action Required by Email

When a requisition is assigned directly to you, you'll receive an email with the subject "Action Required: Requisition Assigned to You". The email shows the requisition number, type, who raised it (and on whose behalf, if applicable), the line items, and an estimated total.

Click the Review & Action Requisition button — or use the direct link at the foot of the email — to open the requisition in eReqs.

Direct assignment means the request is yours alone — no one else in your team will action it unless it's reassigned.

Team Notification by Email

When a requisition is routed to your team — either when it first reaches your step, or after a colleague has forwarded or unassigned it — every member of the team receives an email with the subject "Requisition Assigned to Your Team".

The email shows the team it's been routed to, the requisition details, and the line items. Any eligible team member can click Open Requisition to claim it or assign it to a specific colleague.

Because no individual is assigned yet, it's worth confirming with your team who'll pick it up — otherwise it can sit unactioned.

Reassignment Notifications by Email

Whenever a requisition is reassigned, three people are notified by email with the subject "Assignment Changed": the original raiser, the previous assignee, and the new assignee.

• If you're the new assignee, you'll also receive an "Action Required" email separately. Click View Requisition to open the request.

• If you're the previous assignee, no action is needed — the request is no longer on your plate.

3. Assigning Line Items to Buyers

This is the main job. The Items table on each requisition has a checkbox column on the left, and the workflow is built around selecting one or more lines at a time and assigning them to a Buyer. You'll work through the requisition in batches until every line has a Buyer.

3.1 Selecting line items

Each row in the Items table has a checkbox at the start. Tick the checkbox for the first line (or lines) you want to assign.

Figure 3.1 — Selecting line items with the checkboxes

As soon as you tick at least one line, two things happen:

• An Assign Buyer action button appears above the table, with the count of selected lines next to it.
• A footer bar appears below the table showing the same — for example, "1 ITEM SELECTED — Assign Buyer". This gives you a quick action without having to scroll up.

Tip — assigning everything to the same Buyer

If you want to assign the entire requisition to one Buyer, tick the master checkbox in the table header — it selects every line at once. Then click Assign Buyer and choose the Buyer.

3.2 Choosing a Buyer

When you click Assign Buyer, an assignment panel slides in beneath the table.

Figure 3.2 — The Assign Buyer panel

To assign the selected lines

• Open the Sending to dropdown. You'll see the list of Buyers in your team.
• Choose the right Buyer for these lines.
• Optionally, add a Note to give the Buyer context — useful when there's something they need to know that isn't obvious from the requisition itself (e.g. "Customer has asked for delivery before month-end — please prioritise").
• Click Confirm Assign Buyer.

The lines you ticked are now assigned. Their checkboxes clear and the Assign Buyer action goes back to zero, ready for the next batch.

Notes to the Buyer are emailed verbatim

When you route line items to a Buyer, anything you type in the Reason field is sent to them in their notification email and shown in a panel near the top.

The reason is optional, but it's the cleanest way to pass on routing instructions, supplier preferences, or anything else the Buyer should know before they action the items. "Please confirm supplier before proceeding" lands better than catching them later in chat.

And once you've routed every line on a requisition, the raiser receives a summary email showing the full Assignment Breakdown — which Buyer has which items. It's a milestone confirmation for them, not an action — but worth knowing your routing decisions are visible to them.

3.3 Working through the lines in batches

If different lines need to go to different Buyers, work through the requisition in batches — one batch per Buyer. The flow is the same every time:

• Tick the lines that should go to Buyer A.
• Click Assign Buyer, choose Buyer A, Confirm.
• Tick the lines that should go to Buyer B.
• Click Assign Buyer, choose Buyer B, Confirm.
• Repeat until every line has a Buyer.

You don't have to do it all at once

If you're interrupted halfway through, leave the requisition where it is — your partial work is saved. When you come back, the lines you've already assigned will keep their assignment, and you can carry on with what's left. The requisition won't leave your inbox until every line has a Buyer.

3.4 Confirming what's been assigned

After each batch, the Items table updates to show what you've done. Two visual cues confirm an assignment:

Figure 3.3 — Assigned and unassigned lines side by side

• A person icon appears in one of the columns at the start of the row. Hover over it to see which Buyer is assigned.
• An Assigned To column appears further along, showing the Buyer's name and email.
• A Status column shows BUYER ASSIGNED for assigned lines, or AWAITING BUYER ASSIGNMENT for lines that still need a Buyer.

Use these to keep track of progress, especially on a longer requisition. The unassigned lines are the ones still waiting for your attention.

3.5 What happens when everything is assigned

Once every line on the requisition has a Buyer, the whole requisition leaves your inbox. Each Buyer is now responsible for actioning their assigned lines and converting them into orders. From your perspective, the job is done.

You can still find the requisition any time later — it will appear in the Done panel at the top of My Work.

4. Returning a Requisition

Most of the time, your job as Processor is straightforward — pick it up, route the lines, move on. But occasionally a requisition will arrive that shouldn't have. Maybe an item is wrong, the cost code looks off, or the project doesn't match the items. When that happens, you can return the requisition rather than assigning it.

Returning a requisition works exactly like the Reject action in the Approver flow. Scroll to the Available actions panel at the bottom of the requisition, click the Reject card, add a note explaining what needs to change, and click Confirm Reject.

The requisition goes back to the Requisitioner as a Draft with a red "Returned by Approver" tag (the system uses the same return mechanism whatever role you're in). The Requisitioner can then make the changes and resubmit, at which point it will travel back through the approval workflow before returning to your inbox.

Reject is shown while the item is yours to action

The Reject card appears in Available actions while the requisition (or Order) is sitting with you for a decision. Once you — or a teammate, if it's a pool item — have actioned it, Reject is no longer shown.

If you've already actioned something and want to change your mind, the History section will tell you where it's gone next; you'll need to contact whoever has it now.

Your reason will be emailed to the raiser

When you return a requisition, whatever you type in the Reason field is sent verbatim to the raiser in their notification email — and shown in a prominent coral panel.

Be specific and constructive. "Budget code incorrect — please update to CC-2024-OPS before resubmitting" gives the raiser everything they need to fix and resubmit quickly. "Wrong code" doesn't.

When to return rather than assign

Return when the requisition itself has a problem — wrong project, missing detail, incorrect items. Assign when the requisition is fine but you're not the right person to process it (use Assign to a colleague Processor instead of Reject). Don't return a requisition just because one line is awkward — assign the easy lines first and use the note field to flag the awkward one to a Buyer with relevant experience.

Appendix A: Quick Reference

A condensed view of the key information from this guide.

Statuses you'll see

Status	What it means for you
Awaiting Owner Assignment	Needs a Processor. If it's in your team's pool, you can pick it up using Assign to Me.
Awaiting Buyer Assignment	Has a Processor (probably you). Now needs its lines routed to Buyers.
Buyer Assigned (on a line)	That specific line item has a Buyer attached.
In Progress (on the requisition)	Buyers are now actioning their assigned lines. Your job is done.

The three actions

Action	What it does	Note field
Assign Buyer	Routes the selected line(s) to a specific Buyer in your team	Optional (emailed to Buyer)
Assign (whole requisition)	Passes ownership of the whole requisition to a different Processor (or yourself)	Optional
Reject	Returns the requisition to the Requisitioner as Draft for changes	Mandatory (emailed to raiser)

Common tasks

To do this…	Do this…
Pick up a requisition from the pool	Open it, click Assign to Me in the status bar
Assign one line to a Buyer	Tick the line, click Assign Buyer, choose Buyer, Confirm Assign Buyer
Assign several lines to the same Buyer	Tick all the relevant lines, click Assign Buyer, choose Buyer, Confirm
Assign every line to the same Buyer	Tick the master checkbox in the header, click Assign Buyer, choose Buyer, Confirm
Assign different lines to different Buyers	Work in batches — tick lines for Buyer A and confirm, then tick lines for Buyer B and confirm
Send a requisition back for changes	Click the Reject card in the Available actions panel, add a mandatory note, Confirm Reject
Hand a requisition to another Processor	Click Assign, choose the colleague from the dropdown, Confirm
Find a requisition you've already processed	Click the Done panel at the top of My Work

Getting help

If you get stuck, the Support link in the top-right corner of every eReqs page will take you to the help centre. The Help widget in the bottom-right of the screen lets you search articles or raise a support ticket directly.

Appendix B: Email Notifications Reference

A consolidated reference of every email you may receive — or trigger — as a Processor. Sections in the main body of this guide describe each email at the moment in the workflow when it's relevant; this appendix groups them all in one place for quick lookup.

Email subject	When it arrives / fires	What action is needed
Action Required: Requisition Assigned to You	When a requisition is assigned directly to you	Click Review & Action Requisition — open and route the line items
Requisition Assigned to Your Team	When a requisition is routed to your team's pool	Any team member can claim it via Open Requisition
Assignment Changed	When a requisition you raised, previously held, or now hold is reassigned	Action only if you're the new assignee — Action Required email will follow
Status Update — when you return a requisition	Your Reason field is emailed verbatim to the raiser (and any OBO recipient)	Write the Reason clearly and constructively
Item Group emailed to Buyer when you route	When you route line items to a Buyer, they receive an Items Have Been Assigned email	Use the optional Reason field to pass on routing instructions or context
Items Assigned summary emailed to the raiser	Once you've routed every line, the raiser receives an Assignment Breakdown summary	FYI — your routing decisions are visible to the raiser

Email visibility

Whether you receive every email shown above depends on your business's notification settings and your personal preferences. If you're not seeing notifications you expect, contact your eReqs administrator.