How to Assign, Approve, Return, and Reject a Purchase Requisition

This guide explains how to manage purchase requisitions in UCIBuy+, including approving, returning, or rejecting documents. The steps below apply to any user responsible for approving a document.

Procurement Services
13 steps

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the **FAQ section on the UC Irvine Procurement website** for additional guidance.

How to Assign Requisition to Self

Select **Orders**.

Select **Requisitions to Approve**.

View the list of purchase requisition waiting for review.

Select the desired hyperlinked Requisition Number (e.g., 4375192).

Select **Assign & Further Actions**.

**NOTE:** UCIBuy+ sends notifications about approvals to all users who have been identified as an approver for the specific workflow step. While multiple users can have this approval role, the system does not differentiate between a primary and secondary/back-up approver. After users select the **Assign & Further Actions** button, the purchase requisition has been assigned to themselves. At this point, the other users who received the approval notification will no longer see the requisition in their Action Items.

How to Approve, Reject, or Return a Requisition

Select the dropdown menu to either **approve, return, or reject** the purchase requisition.

**NOTE:** \ • Selecting the **Approve** and **Approve & Next** options will **approve** the purchase requisition.\ • Selecting the **Return to Shared Folder** option will **unassign** the requisition from the assigned user. The requisition will appear in the action items of all users who are designated as potential approvers for the specific workflow step.\ • Selecting the **Return to Requisitioner** option will **return** the purchase requisition to the requisitioner as a shopping cart.\ • Selecting the **Reject Requisition** option will **reject** the purchase requisition.\ \ If users decide to **return** or **reject** the purchase requisition, a pop up window will appear and ask for the justification.

If a user chose to **return** the requisition, they must leave a comment to explain why and select the **Save Changes** button.

If a user chose to **reject** the requisition, they must leave a comment to explain why and select the **Reject Requisition** button.

How to Revert a Requisition to Departmental Buyer

**NOTE**: Return vs. Revert\ Return: sends the requisition back to the requisitioner as a shopping cart. Requisitioner must resubmit the requisition. Revert: sends the requisition's workflow back to the departmental buyer approval step only. Departmental buyer can make edits and/or corrections and must re-approve the requisition.

Hover over the **Summary** section and scroll down to **What's next?**

Select the **ellipses** that appear on the same line as **Workflow**.

Select **Revert workflow to a previous step**.

Click **Select** next to **Departmental Buyer Approval**.

In the text box, insert the reason for reverting the requisition to Departmental Buyer Approval. Select **Revert**.