Using Requester's Workbench

Purpose:  The Requester’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update requisitions.

Audience:  Purchasing staff

You must have at least one of these local college managed security roles:

  • ZZ Requisition Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Using Requester's Workbench

Navigation: Purchasing > Requisitions > Requester’s Workbench

  1. The Requester's Workbench search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA240_REQWB (College, Process). Note: this Run Control becomes the "WorkBench ID".
  4. The Requester's Workbench Filter Options page displays.
  5. Use the available fields to customize your search if needed. Leave blank for all values or enter specific values for:
    • Search Criteria:
      • Requisition: Enter Requisition number or Requisition number range.
      • Requisition Name: Enter or lookup the Requisition Name.
      • Req, Activity or Due Date: Enter a date or date range.
      • Supplier ID: Input or Lookup Supplier ID.
      • Item ID:  Lookup or input an Item ID.
      • Requester: Select the Requester you want to filter the Requisitions by.
    • Status: Choose a status or leave blank for all values.
    • Sourcing: Use this section to search for requisitions that have been Partially or Fully Sourced.
    • Encumbrance: Select the 'Open Pre-encumbrances' check box to search for Requisitions with open pre-encumbrances.
    • ChartFields: You can enter multiple ChartField combinations as search criteria.
  6. Select Search and the system retrieves the selected information that matches the selection criteria and displays it on the Requester's Workbench page.
Requesters Workbench filter options page
  1. The Requester’s Workbench page will open.
  2. Add a Description.
  3. On the Detail tab select the various items to review a specific requisition number;
    • Select the Requisition ID number to access the Requisition inquiry screen and view additional requisition details.
    • Select the Doc Status icon for the selected Requisition to access the Requisition Document Status to view related PO’s, receipts, vouchers, and payments.
    • Select the Lines button for the selected Requisition to access the Requester's Workbench - Requisition Lines page. Using this page, you can view the lines associated with the Requisition or select individual lines to process the particular action for. You can cancel or close an individual line on a Requisition.

Use the View 100/View 5 link option to expand the number of Requisitions listed and/or use the outer, vertical scroll bar if needed to see the entire screen.

Requester's Workbench results

Use the Action section to Approve, Unapprove, Cancel, Close, Budget Check and Budget Pre-Check is based on the user’s User Preferences > Procurement > Requisition Authorization settings. For more information, please see User Preferences: Requisition Processing or contact your local IT security admin for assistance.

  1. Select one or many requisition ID number(s) and perform the following actions:
    • Approve: Click this button to change the status of the selected Requisitions to Approved.
    • Unapprove: Click this button to change the status of the selected Requisitions to Open.
    • Cancel: Click to cancel the selected Requisitions.
    • Close: Select to close the selected Requisitions from further processing.
    • Budget Check: Click to initiate the budget check process for the selected Requisitions. When you click the Budget Check button, the Processing Results page appears. Use this page to review the selected Requisitions and select to proceed with the budget check process.
    • Budget Pre-Check: Click to check the budget only. This button enables you to check whether a budget exists for a Requisition before the amount is committed to the pre-encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available.

Pro Tip: use the Select All link and then select Budget Pre-Check to run the Budget Pre-Check in batch.

Actions section
  1. Select the Approval tab to review the requisition’s approval status.
    • Requisition Status: The requisition status will display and, for requisitions that are in Pending Approval or Approved status, the View Approval routing drop down is available.
    • No. of Days Pending will show how many days the requisition has been in pending approval status.
Approval tab
  1. The Go To hyperlink options located at the bottom of the screen, provide access to the following:
    • Set filter options: Click to return to the Requester's Workbench - Filter Options page to modify the search parameters.
    • View Processing Results: Click to access the Requester's Workbench - Processing Results page, where you can view the results of the actions that you have performed.
  2. Select Save to save the search criteria that generated the list of Requisitions on the Requester's Wrokbench page.
Go to section
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to  Customizing the Purchasing: WorkCenter & Workbenches training session. This link will open in a new tab/window.


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