Note: The Purchase Orders module and other accounting features are available as a subscription add-on. If interested, please reach out to support@quartzy.com.
Overview
The Purchase Orders (PO) Module is your lab’s central hub for tracking and managing POs. Within a single view, you can run targeted searches (by PO number, vendor, or catalog number), see statuses at a glance, and take action without navigating through individual requests.
From this page, you can:
- View all purchase orders by status — Draft, Pending, Open, and Closed
- Search and filter by PO number, vendor, or catalog number
- Open detailed PO pages to edit, submit for approval, or mark as ordered
- Download PO PDFs to share with vendors or attach to your ERP/accounting system
- Review event history to see who created, approved, or edited a PO
What is a purchase order (PO)?
A purchase order is a formal document used to authorize a purchase with a vendor. It lists the quantities and prices of items being purchased, and provides an approval record that can be referenced later during checkout, invoicing, and audits.
How Purchase Orders differ from Orders
Purchase orders authorize spending, while orders track fulfillment and delivery.
| Module | Purchase Orders Module | Orders Module |
| Purpose | To authorize and control spending | To track item delivery status and receipt |
| When to use it | Before, during, and after placing an order | After placing an order |
| Shows you | Approval status, authorized spend amounts, and budget allocation | Tracking numbers, shipment statuses, delivery dates |
In short:
- Use the Purchase Orders Module to manage the financial and approval side of purchases before and after orders are placed.
- Use the Orders Module to keep track of items’ shipment and receipt statuses after orders are placed.
Getting to the Purchase Orders Module
Click POs on the left sidebar.
Searching the Purchase Orders Module
Use the search bar at the top of the page to locate POs by PO number or catalog number.
Filtering the Purchase Orders Module
Click the Filters button on the top of the page to expand options to narrow your search results.
Viewing PO Details
Click the PO Number on the left side of each row, or click View PO to open the Purchase Order Details page.
From the PO Details Page, you can take actions such as edit the PO, mark a pending PO as ordered, export the PO to a PDF, or generate a payment packet.
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