PO Generation and Order Management Overview

This guide will help you understand how to create and manage Purchase Orders (POs) and Orders in Quartzy.  The PO generation and order tracking features were designed to help automate busy work and prevent errors, saving labs time while remaining compliant with accounting practices.  Review the options below to find the purchasing process that's right for you!

Note: If you use one of the following software systems, check out our accounting integrations and reach out to support@quartzy.com to learn more about setting these up for your account today! 

Purchase Orders

A Purchase Order (PO) is an official document that outlines the items you want to purchase from a vendor. Once the vendor confirms it, the PO becomes a contract detailing the agreed prices and terms for the items.

Quartzy helps labs centralize requests, and within the same system, these requests can be grouped into orders and purchased from Quartzy or externally from other vendors.

Lab Admins can now generate their very own POs in Quartzy!

 

Configuring PO Auto-generation

Tip: An Org Admin will need to setup the PO auto-generation feature following the instructions below.

  1. Navigate to Organization Settings > Purchase Orders.
  2. Turn on auto-generation and set a prefix for your POs.
  3. The system will automatically generate the next PO# based on your configured format.
  4. Auto-generated PO#s can be overridden by simply entering a different number into the PO# field on the Create PO view.

If you already have a system to generate POs, here are the methods we provide for grouping requests by PO and managing Quartzy and external orders, respectively.

 

How to Add a PO number to items in Quartzy

You can add a PO # in Quartzy using several methods:

    1. Group into PO
    2. Shop Checkout
    3. IDP (Item Details Panel, as shown below):                              help doc - PO generation.png
    4. Mark Ordered

Note: The "Group into PO" method offers additional functionality such as integration with accounting systems (QuickBooks, Netsuite), PO# generation, and PDF export.

 

Steps to Create a PO Using "Group into PO"

  1. Navigate to the Requests module.
  2. Select the box icon next to the items you want to group together.
  3. Click the Group into PO option on the bulk action menu.group_po.png
  4. Update desired PO details and click Create PO.
  5. Exit the window or choose an order tracking option provided:
    1. For Quartzy orders:
        • If you use the "Other (e.g. eProcurement, etc.)" payment method, you can select the "Mark As Ordered" button and your requests will move to the "Ordered" tab.  Our order management team will automatically update your requests with your PO number when we receive it from your purchasing team. 
        • If you use the PO checkout method, exit the Purchase Order Details window and navigate to the cart.  Your PO number will automatically populate in the PO field and allow you to checkout. 
    2. For external orders, you can "Mark as Ordered" in this window to advance your requests to Ordered status.
    3. Generate a PDF document to share externally.help doc - PO generation 2.png

Orders

An Order represents the actual purchase from a vendor, defined by the combination of Vendor, PO #, and Confirmation #. 

Creating an Order

An Order is created when requests are moved to the Ordered status, which can occur for either:

  1. Quartzy Orders, when you Checkout.
  2. External Orders, when you Mark Ordered.  External orders need to be ordered with the vendors directly (if you are interested in Quartzy Concierge, please contact sales@quartzy.com)

Orders Module

Our newest module "Orders" helps you track all of your lab's order-level details in one place.  You can find your Purchase History for both your Quartzy and external orders and quick access to all of your POs.

Screenshot 2024-03-19 at 11.30.54 AM.png

  • Export Report of Orders to CSV
    • Orders can be exported to CSV and will include tax, shipping, and handling information. This helps in calculating the total spend accurately.
  • Review Files Attached to Orders
    • Any files attached to requests, such as packing slips, quotes, order confirmations, or scientific data, will automatically appear on the corresponding orders.

 

Frequently Asked Questions

 

Can I create a PO with multiple vendors?

In general, POs should only have one vendor. This is a standard practice for accounts payable. While Group into PO requires a single vendor, you can use the IDP or Mark Ordered dialog to group requests from multiple vendors into the same PO#.

 

Can I export POs to CSV?

Currently, POs cannot be exported to CSV.

 

How do I handle recurring requests or standing orders?

You can create a single PO for recurring requests. For example, if you need a vendor to ship items every month, you can approve a single PO with the total quantity needed for the year.

 

What should I do if my PO includes tax or shipping information?

If you enter tax and shipping data on a PO, it will automatically carry over to the "Mark Ordered" dialog.

Next Up: Learn how to reorder from the Orders Module

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