e-Requisitions - Approver

e-Requisition

Approver

User Guide

How to review, approve, reject, and assign requisitions

Version 2.6   •   May 2026

Construction Procurement and Supply Chain Software 

Welcome to eReqs

eReqs is your requisitioning platform. As an Approver, you're responsible for reviewing requisitions raised by your colleagues, then approving, rejecting, or routing them to keep work flowing through your organisation.

Who this guide is for

This guide is written for the Approver role — anyone who reviews and actions requisitions raised by others. If you also raise requisitions yourself, a separate Requisitioner User Guide covers that side of the work.

What's in this guide

• How approvals work in eReqs
• Your Inbox — where pending work lives
• Reviewing a requisition before deciding
• Approving and forwarding to the next step
• Rejecting (returning) a requisition
• Assigning a requisition — to yourself or a teammate
• Email notifications you'll receive (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, the two most useful sections are:

Chapter 2: Your Inbox — the page you'll work in every day

Chapter 4: Approving a requisition — the most common action

Contents

1.  How Approvals Work in eReqs

     Separation of duties

     Workflow shapes

     What happens at the final step

2.  Your Inbox

     2.1  The four panels

     2.2  Finding and sorting items

     2.3  Opening a requisition

     2.4  Raising your own requisitions

     2.5  How work reaches you — email notifications

3.  Reviewing a Requisition

     3.1  The status bar

     3.2  Reading the details

     3.3  Editing before approval

     3.4  Notifications

4: Approving a requisition

5.  Rejecting (Returning) a Requisition

6.  Assigning a Requisition

     6.1  Assigning to yourself

     6.2  Assigning to a teammate

Appendix A:  Quick Reference

Appendix B:  Email Notifications Reference

1. How Approvals Work in eReqs

Before getting into the screens and buttons, it's useful to know a few principles about how approvals flow through eReqs. The system supports several different workflow shapes, and understanding which one applies to a particular requisition will save you time.

Separation of duties

A core principle of eReqs is that you can't approve your own work. If you raise a requisition yourself, it will go to a different Approver. This protects against accidental or deliberate self-approval and ensures every requisition has a second pair of eyes on it before it becomes an order.

You can still see and track your own raised requisitions through the My Requisitions area — see the Requisitioner User Guide for details. You simply won't be able to approve them yourself.

Workflow shapes

Depending on the type and value of a requisition, it may follow one of several approval shapes:

• Single approver — one person reviews and approves; the requisition then goes straight to the Buying Team.
• Multi-step chain — several Approvers in sequence (for example, a Project Approver then a Senior Approver). Each step must be completed before the requisition moves on.
• Team-based — the requisition sits in a team's pool, and any member of the team can pick it up and action it.

Many organisations use a mix of all three, depending on what's being requisitioned and how much it costs. The status bar on each requisition tells you where it sits in the workflow and who it's currently assigned to.

What happens at the final step

After the final Approver in any workflow has clicked Approve, the requisition flows on to Buyer Assignment — the Buying Team takes over and converts the requisition into actual purchase orders. As an Approver, this means the Sends to line you see when approving will always show where the requisition is heading next, even if you're the very last approval step.

Tip

If you're unsure where you sit in a workflow, look at the status bar on any requisition. The Approval level field tells you what role you're acting in (for example, "Project Approver"). The Sends to line in the Approve panel will tell you what happens after you approve.

2. Your Inbox

When you log into eReqs as an Approver, your home page is the Inbox — also called My Work. This is where all the requisitions waiting for your attention appear, alongside other useful views to help you keep on top of your team's work.

Figure 2.1 — My Work, your Approver home page

2.1 The four panels

Across the top of My Work you'll see four coloured panels, each showing a count. These are filters that change what appears in the list below.

Panel	What it shows	When to use it
My inbox	Items awaiting you directly, plus unassigned items in your team's pool	Day-to-day approval work
Your team's inbox	All items with anyone on your team — you, a teammate, or unassigned	Helping out, spotting overdue items, picking up pool work
Done	Past work you or a teammate handled	Looking back at decisions, finding something you actioned
Activity log	Chronological list of actions taken across the team	Investigations, audit, understanding "what happened when"

Clicking a panel filters the list to show only the matching items. The currently selected panel is highlighted with a coloured border.

2.2 Finding and sorting items

Once you've chosen a panel, several tools help you find specific items:

• Search — type to search by requisition number, item name, or reference.
• Role filter — if you act in more than one Approver role (e.g. Project Approver and Senior Approver), narrow to one at a time.
• State filter — show only items at a particular status (Awaiting Approval, Awaiting Owner Assignment, etc.).
• Sort — Newest first puts the most recent at the top; Oldest first surfaces what's been waiting longest. For inbox management, Oldest first is usually most useful so nothing gets forgotten.

2.3 Opening a requisition

Click any item in the list and its full details appear in the pane on the right. You don't need to leave the page — you can flick through several requisitions quickly by clicking through the list.

Figure 2.2 — Detail pane on the right showing the full requisition

Tip — quick reassignment from the status bar

If a requisition is sitting in your team's pool and hasn't been assigned to a specific person yet, the status bar offers two shortcut buttons: Assign to Me and Assign Member. These let you claim or route a requisition without scrolling all the way to the Available actions panel at the bottom.

2.4 Raising your own requisitions

Although your main job in eReqs is approving, you can also raise your own requisitions. The left sidebar gives you a My Requisitions link — clicking it takes you to a familiar page where you can create and track requisitions in exactly the same way as a Requisitioner.

Anything you raise will go to a different Approver, never to you. See the Requisitioner User Guide for the full details on raising and tracking your own requisitions.

2.5 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 Approver 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. Reviewing a Requisition

When you open a requisition from your inbox, take a moment to review it before taking any action. This chapter shows you what to look for and what you can do.

3.1 The status bar

The most important part of the detail page is the status bar near the top. It tells you four things at a glance:

• Status — almost always "Awaiting Approval" for items in your inbox.
• Approval level — the role you're acting in for this requisition (e.g. "Project Approver").
• Assigned to — typically your name and approval team. If the requisition is in a team pool and not yet picked up, this shows the team name and "No member assigned".
• Quick action buttons — Assign to Me and Assign Member appear when no specific member has been assigned.

3.2 Reading the details

Below the status bar, the requisition is laid out in the same sections the Requisitioner used when raising it: Basic Information (project, type, originator), Requisition Items (the table of what's being requested), Delivery Address, Contact Information, Instructions, and History.

Each section can be expanded or collapsed by clicking on it. The History section is particularly useful — it shows everything that's happened to this requisition so far, including any earlier rejections and resubmissions.

3.3 Editing before approval

Approvers have full edit access to every field on a requisition. If you spot a typo, an incorrect quantity, a missing cost code, or a date that needs adjusting, you can change it directly without sending the requisition back to the Requisitioner.

When to edit vs reject

Edit when the change is small and you have the information to make it correctly — fixing a typo, adjusting a quantity, picking the right cost code. Reject when the change requires the Requisitioner's input or judgement

— they need to find a different supplier, they need to add justification, the request needs splitting in two. When in doubt, reject and explain. The Requisitioner learns from the feedback, and you don't take on responsibility for changes you weren't asked to make.

3.4 Notifications

You don't have to keep checking your inbox manually — eReqs will let you know when a new requisition needs your attention. See section 2.5 for the full set of email notifications you may receive, and Appendix B for a consolidated reference. Notifications include a direct link to the requisition. Clicking it takes you straight to the detail view without needing to find it in your inbox.

4. Approving a Requisition

When you're satisfied with a requisition, the Approve action moves it on to the next step in the workflow. This is the action you'll use most often. It lives in the Available actions panel at the bottom of the detail page, alongside any other actions you can take.

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.

Figure 4.1 — The Available actions panel with the Approve card expanded

To approve a requisition

• Scroll to the Available actions panel at the bottom of the detail page.
• Click the Approve card. It will expand inline; the other cards (Reject, Assign, Cancel) disappear while Approve is open.
• Check the Sends to line — this tells you who or what receives the requisition next. It might be another Approver, an approval team, or the Buying Team if you're the final approval step.
• Optionally add a Note to give the next person context. This is a good place for instructions like "Approved — please prioritise, needed on site Monday" or "Approved with caveat — please confirm with supplier before ordering".
• Click Confirm Approve. If you change your mind before confirming, click the Cancel link beside Confirm to collapse the card and bring the other actions back.

The requisition leaves your inbox immediately and appears in the Done panel at the top of My Work. You'll see your team's inbox count drop by one as well.

Tip — the Sends to line is always populated

Even at the final approval step, every approved requisition flows to Buyer Assignment, so the Sends to line will always show where it's heading. If the destination is a team rather than a specific person, you'll see "No primary team member selected" — that just means the team will pick someone up when they next look at their queue.

5. Rejecting (Returning) a Requisition

If a requisition needs changes you can't or shouldn't make yourself, use the Reject action to return it to the Requisitioner. They'll be able to edit and resubmit, and the requisition will come back to you for another review.

Figure 5.1 — The Available actions panel with the Reject card expanded

To reject a requisition

• Scroll to the Available actions panel at the bottom of the detail page.
• Click the Reject card. It will expand to show the rejection form.
• Add a Note explaining what needs to change. This field is mandatory — you can't reject without it. Be specific: "Please add the supplier reference" is more useful than "Needs more info".
• Click Confirm Reject. (If you change your mind, click the Cancel link to close the card without rejecting.)

The requisition returns to the Requisitioner immediately. On their My Requisitions list it will show as a Draft with a red "Returned by Approver" tag, and they'll see your note when they open it. Once they've made the changes and resubmitted, it will come back to your inbox with all your original context intact.

Why "Reject" and not "Return"?

Although the button is called Reject, in practice this is more like "Return for changes" — the requisition isn't dead, it's just bounced back for editing. The Requisitioner can resubmit straight away, and most rejected requisitions go on to be approved on the second pass. Don't be afraid to use this action when something needs improvement.

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.

On Behalf Of recipients are also notified

If a requisition has an On Behalf Of recipient, your return notification reaches two people — the raiser and the OBO recipient. Both will see the Reason Given panel verbatim, so write it as though anyone on the team might read it.

Only the raiser can correct and resubmit.

Writing good rejection notes

Your note is the only thing the Requisitioner sees explaining why the requisition came back. A few tips:

• Be specific about what needs changing. Reference the field or line item.
• Suggest a fix if you can. "Please use cost code 8485 instead of 8483" is more useful than "wrong cost code".
• Avoid blame language. Focus on the requisition, not the person.
• If there are several issues, list them in order so the Requisitioner can work through them.

6. Assigning a Requisition

The Assign action lets you take ownership of a pool item, or pass a requisition to a different Approver in your team. The list of people you can assign to is limited to your approval team — you can't route work to someone outside it.

Figure 6.1 — The Available actions panel with the Assign card expanded

Assign appears when you have rights to route the item

The Assign card is shown in Available actions when you can route the requisition to someone else — yourself (from a team pool), or a permitted teammate. If Assign isn't visible, you don't have routing rights for the current state of this requisition.

Like the other cards, Assign expands inline when clicked: you choose who it's going to from the Sending to dropdown, add an optional Note, then click Confirm Assign.

6.1 Assigning to yourself

When you spot a requisition in your team's pool that you want to handle, assign it to yourself so colleagues know you're on it.

To take a pool item

• Open the requisition from the Team Inbox.
• Use whichever shortcut is most convenient: click Assign to Me in the status bar at the top, or scroll to Available actions, click the Assign card, and then either click the Assign to Me button next to the Sending to dropdown — or choose your own name from the dropdown manually.
• Click Confirm Assign.

The requisition will appear in your personal My inbox view, ready to be approved or rejected.

6.2 Assigning to a teammate

Use this when you're not the right person to approve a specific requisition — maybe a colleague has the subject-matter knowledge, or you're going on leave and need to hand over your in-flight work.

To assign to a teammate

• Open the requisition.
• Scroll to the Available actions panel and click the Assign card.
• Open the Sending to dropdown — this is mandatory. You'll see the names of every member of your approval team.
• Choose the right person and click Confirm Assign.

Why your name isn't always in the list

The Sending to dropdown shows only members of your approval team. If you're assigning a requisition that you yourself are eligible to approve, your name will appear in the list. If you're assigning at a different approval level than your own, you won't see your own name — that's intentional, and it prevents someone from assigning themselves to a level they aren't authorised for.

Good practice when assigning

• Add a quick note explaining why you're assigning, so the receiver isn't left guessing.
• Don't assign things sideways to make them someone else's problem — assign because the other person is genuinely better placed to action it.
• If you're going on leave, do a single sweep of your inbox a day or two before, rather than assigning items in panic on your last morning.

Remember: when you reassign, three people are notified by email — the raiser, the previous assignee (if any), and the new assignee. See section 2.5 for details.

Appendix A: Quick Reference

A condensed view of the key information from this guide.

Where to find things

To find…	Look in…
Items waiting for you	My inbox panel on My Work
Pool items your team hasn't picked up	Your team's inbox panel on My Work
A requisition you've already actioned	Done panel on My Work
A chronological log of team activity	Activity log panel on My Work
Requisitions you've raised yourself	My Requisitions in the sidebar (separate from My Work)

The three actions

Action	What it does	Note field
Approve	Moves the requisition to the next step (another Approver, or the Buying Team)	Optional
Reject	Returns the requisition to the Requisitioner as Draft for changes	Mandatory
Assign	Sends the requisition to another permitted Approver, or to yourself from a pool	Optional

Common tasks

To do this…	Do this…
Approve a requisition	Open it, scroll to Available actions, click the Approve card, check Sends to, Confirm Approve
Return a requisition for changes	Open it, click the Reject card, add a note explaining what to change, Confirm Reject
Pick up a pool item	Open it, click Assign to Me in the status bar (or click the Assign card + select yourself), Confirm Assign
Hand off to a colleague	Open it, click the Assign card, choose teammate from Sending to dropdown, Confirm Assign
Fix a small issue myself	Edit the relevant fields directly, then use the Approve card
Find something I actioned last week	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 an Approver. 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	What action is needed
Action Required: Requisition Assigned to You	When a requisition is assigned directly to you	Click Review & Action Requisition — open and approve, reject, or reassign
Requisition Assigned to Your Team	When a requisition is routed to your team's pool	Any team member can claim it via Open Requisition — coordinate to avoid it sitting
Assignment Changed	When a requisition you raised, previously held, or now hold is reassigned	Action only if you're the new assignee — you'll receive an Action Required email too
Status Update — when you return a requisition	Your Reason field is emailed verbatim to the raiser (and any On Behalf Of recipient)	Write the Reason clearly and constructively

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.