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Electronic Requisitioning (e-Req)
The Tufts online requisitioning system (e-Req) is used to set up a Purchase Order (a payment guarantee) for a vendor (individual or company).
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After approval (if needed), an e-Req creates a Purchase Order (PO) that is needed for the vendor to submit the invoices.
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Once the Vendor has the Purchase Order, they must reference the PO# (begins with “EP0”) on all invoices, and all invoices should be sent as an attachment in PDF format to invoices@tufts.edu.
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A vendor needs to be registered with Tufts and listed in PeopleSoft Finance for you to be able to create an e-Req. If you do not know, check if the vendor is in PeopleSoft Finance and if not, send them a vendor registration via PaymentWorks.
When should I use Electronic Requisitioning?
An e-Req should be done before services are rendered or goods are ordered as it is a guarantee to the vendor that Tufts will pay. This should occur after the sourcing stage. You will be asked to upload quotes, or draft contracts to the e-Req.
When to use:
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The product is not available on Tufts Marketplace
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Recurring purchases that are greater than $5,000.
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All technology and services purchases regardless of the dollar amount
Note: A vendor needs to be registered with Tufts and listed in PeopleSoft Finance for you to be able to create an e-REQ. Check if the vendor is in PeopleSoft Finance and if not, send them a vendor registration via PaymentWorks.
How do I create an e-Req?
- You need to have access to e-REQ. If you currently do not have access, follow these instructions to request access.
- Your vendor needs to be in PeopleSoft for you to create an e-REQ. If they are not already a vendor, you need to send an invitation to register as a vendor in PaymentWork
- Log in to PeopleSoft Finance and select "Create an e-REQ" to get started.
Resources:
- How to create an e-REQ - Self-Guided Training, including videos, designed for new users, but can also be used a refresher
- Guidance for e-REQ Categories with Descriptions and Examples
- How to check if a Vendor is already in PeopleSoft
- How to send an vendor registration information via PaymentWorks
- (Virtual) training sessions for e-REQ
First-Time User? Need a Refresher?
We offer both Self-Guided Training as well as virtual (synchronous) sessions on e-REQ.
- Self-Guided: How to Create an Electronic Requisition
- Virtual Session: Sign up for in-person (virtual) e-REQ Training
Can TSS create the e-Req for me?
TSS can also create the e-Req for you (if you have permission to access e-Req).
Simply complete our e-Req Intake Form and one of the TSS staff will create your requisition.
Resources:
- How to create an e-Req - Self-Guided Training, including videos, designed for new users, but can also be used a refresher
- How to check if a Vendor is already in PeopleSoft
- How to send an vendor registration information via PaymentWorks
Are there different rules for handling e-Reqs for Events?
There are some special considerations when creating e-Reqs for events:
- One Purchase Order: Do not use a separate PO for Deposits. All payment information needs to be on one PO.
- Select "Regular" for Requisition Type; No Start/End Dates
- Deposits: If the contract has a deposit, put it in line 1 of the requisition and include the due date. Deposits need an invoice.
- Payment Schedule: All payments related to the event/vendor need to be listed on the PO along with the due dates.
More information and training (including a video on how to create the e-Req) is available here: How to create an e-Req for an event
Need a pre-paid e-Req for an event? Easy peasy! Find the instructions here: e-Req for Event (Prepaid)
There are additional considerations when hiring speakers or performers, or formalizing a contract with a venue.
How do I add an attachment to an already submitted e-Req?
Forgot something? Not a problem: Add an attachment to an already submitted e-Req
All About Purchase Orders (POs)
A Purchase Order is created once a requisition has been fully approved, and the PO number is referenced on Invoices from vendors.
While the use of a Purchase Order can vary greatly from department to department, the recommended best practices are determined by whether the PO is considered a Regular PO or a Blanket PO.
Regular POs are intended for one-time purchases of specific items at set quantities and prices.
Blanket POs are longer-term agreements for recurring purchases over an extended period, with pre-negotiated terms but without specifying exact quantities or delivery dates upfront.
Managing Your Purchase Orders
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Purpose |
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Review the status of e-Reqs and balance of POs in Tableau to ensure timely payment and avoid match exceptions. |
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View the Status of a PO, as well as payment schedule. |
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What to do when an invoice is greater than the amount of the PO. |
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When a PO needs to have its end date or cost center changed. |
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What to do if a PO needs to be cancelled or closed out |
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Where to find a copy of the PO if you have deleted your original. |
Understanding Open Commitments
A Purchase Order (PO) with an Open Commitment means that funds have been set aside for goods or services, but the transaction may not be fully completed. Until the PO is officially closed, the vendor can still submit invoices against the remaining balance, even if it has expired. Open Commitments are viewed as a planned expenditure because the funds have been intended for this specific purchase.
Find all Open Commitments for your Dept ID (access may need to be granted by the Budget Center)
Closing a Purchase Order
Closing the PO uncommits the remaining funds. A Purchase Order still needs to be closed even if...
- It has expired
- It has a zero-dollar balance
- You paid with your P-Card
- You went with a different vendor