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==== '''Quartzy Lab Ordering Quick Guide''' ====
'''Overview''': Quartzy is our primary tool for all lab ordering activities. Each ordered item undergoes a lifecycle, from request to placement in its designated location. Quartzy serves key purposes in our lab:


1.  '''Centralized Purchase Request Organization''': We consolidate all purchase requests in Quartzy, ensuring visibility for all lab members.


Quartzy is the primary tool for all ordering activities within the lab. Each ordered item undergoes a life cycle, starting with the request and ending when it’s placed in its designated location. Quartzy serves the following key purposes in our lab:
2.  '''Communication Hub for Ordering''': Quartzy is our central platform for ordering communication. Communicate with Oded and others, and attach all paperwork and notes relevant to the purchase within Quartzy.


# Centralized Purchase Request Organization: We use Quartzy to consolidate and organize all our purchase requests in one location. This ensures visibility for all lab members.
3.  '''Real-Time Budget Tracking''': We evaluate our spending against the budget in real time with Quartzy.
# Efficient Communication Hub for Ordering: Quartzy acts as our central communication platform for ordering. As such, all communication, paperwork, and relevant annotations pertaining to ordered items should be updated within Quartzy.
# Real-Time Budget Tracking: Quartzy facilitates real-time evaluation of our spending against the budget.
# Inventory Management: Quartzy also plays a crucial role in inventory management. It lists all ordered items that have arrived in the lab, helping us keep track of our supplies and equipment.


-----------
4.  '''Inventory Management''': Quartzy helps manage our inventory by listing all arrived items.


===== Q: Can I add a new purchase request (PR)? =====
''To learn how to write a purchase order, log into the Quartzy system; there are plenty of examples there.''
A: Yes, anyone with a user account in Quartzy can do so. If you don’t have a user account, please get in touch with Oded Kruchik (the lab manager) or Albert Gidon.
----


===== Q: Is there a way to order without Quartzy? =====
==== '''Frequently Asked Questions''': ====
A: No. All the orders must be done with Quartzy.
'''Q: Can I add a new purchase request (PR)?'''


===== Q: What are my responsibilities when I add a new PR? =====
'''A''': Yes, anyone with a Quartzy user account can. Contact Oded Kruchik or Albert Gidon if you don’t have one.
A: Before creating a new PR, please ensure that:


# The requested item is not already in the lab.
# The item is not already ordered (and found in Quartzy).
# You have conducted proper market research to save costs if possible.


===== Q: What are the steps to post a PR? =====
A:


# Choose your item from the supplier list (below).  The supplier list consists of the companies that HU works with, and ordering from them speeds up the process for everyone.
'''Q: Must all orders go through Quartzy?'''
# Provide an accurate item title that matches the description on the supplier’s website, including any unique identifiers if available. Generic names are not allowed.
# Fill in all the necessary details in the “Request” section of the Quartzy form, following the example provided.
# Use the CAS number in the Quartzy Note when referring to a specific chemical.
# For other item types, refer to previous purchase requests for guidance.


===== Q: Who can approve my PR? =====
'''A''': Yes, Quartzy is mandatory for all lab orders.
A: Your supervisor is responsible for approving your PR. The lab manager will only consider the request if it is approved.


===== Q: What does it mean to approve a PR? =====
A: The person who made the request should present a case to the approver explaining why it’s the item is needed.


===== Q: Where can I check the status of my PR? =====
A: First, review the Quartzy comments, as the lab manager may provide relevant information there. Then, look at the Quartzy PO field for a PR number assigned by the lab manager after ordering. Finally, visit the provided link [TODO::put link here] to find your order using the PR number. The link will be updated on Monday once a week.


===== Q: Can I submit an “urgent” PR, and what does it entail? =====
'''Q: What should I check before adding a new PR?'''
A: Urgent PRs are special status requests that anyone can submit, but they must include a specific date for prioritization by the lab manager. Keep in mind that urgent PRs come with added responsibility because they won’t be checked by the lab manager before ordering.


===== Q: How can I expedite the processing of my PR? =====
'''A''': Before creating a PR, ensure:
A: Using the supplier list (below) is highly recommended, especially for urgent orders, as it streamlines the process.


===== Q: What should I do if there is a delay in my PR after it was ordered? =====
* The item isn’t already in the lab.
A: Delays in ordering can occur for three main reasons:
*  The item hasn’t been ordered already (check Quartzy).
* Proper market research has been done to save costs.


# The request is “Approved” but not yet “Ordered” within the lab.
# The request is approved but lacks a PR number in the notes from Humboldt.
# The request is approved and includes a PR number in the notes for the supplier.
# In case of a delay, please contact the relevant source to address the issue.


===== Q: How and what should I communicate using Quartzy? =====
'''Q: How do I post a PR?'''
A: Use the “@” symbol to mention all relevant individuals in the comments of your Quartzy PR. They will receive an email notification about your note. In cases where the PR is unclear, the lab manager may provide specific feedback in the comments or request a direct conversation with you with a “come see me” comment.


===== Q: What if the lab manager is unavailable, and I have an urgent PR? =====
'''A''':
A: If the lab manager is unavailable due to an extended absence, only “Urgent” requests from the supplier lists will be processed. Albert or Julia will handle these requests, and you should reach out to them directly for assistance.Here’s an edited version of the Q&A for clarity and ease of reading:
 
# Choose your item from our supplier list.
# Provide an accurate item title from the supplier’s website, including unique identifiers. No generic names.
# Fill in the “Request” section of the Quartzy form properly.
# Use the CAS number for specific chemicals in Quartzy notes.
# For other items, see past purchase requests as a reference.
 
 
 
'''Q: What if my supplier isn’t listed?'''
 
'''A''': Obtain a sales quote. For items over 500 €, gather three quotes from different suppliers. Attach all quotes to your order request. Write which one you prefer and why.
 
 
 
'''Q: Who approves my PR?'''
 
'''A''': Your supervisor. Only after their approval will the lab manager consider the request.
 
 
 
'''Q: Why do I need to approve my PR?'''
 
'''A''': That is how we ensure at least two pairs of eyes are looking at every purchase request. Please explain the necessity of the item to the approver.
 
 
'''Q: How do I check my PR status?'''
 
'''A''': Review Quartzy comments first. Then, check for a PR number assigned by the lab manager in Quartzy’s PO field. Lastly, go to page [[Quartzy_status_summary]]  with your PR number to track your order.
 
'''Q: How to add an “urgent” PR?'''
 
'''A''': An urgent PR is a standard PR with an assignment “urgent” tag. It '''''requires''''' a specific date (without the date, it will be difficult to prioritize your order) . Note that the lab manager won’t double-check these before ordering so “urgent” PR requires more responsibility on your side.
 
 
 
'''Q: How do I speed up my PR process?'''
 
'''A''': Using the preferred supplier list streamlines the ordering process.
 
 
 
'''Q: What if there’s a delay in my PR after it was ordered?'''
 
'''A''': Delays can arise if:
 
* The PR is approved but not ordered.
* A PR number from Humboldt is missing in the notes.
* The supplier’s notes have an approved PR number. For delays, please contact the appropriate person or department.
 
 
 
'''Q: How should I communicate via Quartzy?'''
 
'''A''': Use “@” to mention individuals in your Quartzy PR comments. To clarify PR details, the lab manager may ask you for clarifications (you will get an email about it).
 
 
 
'''Q: What if the lab manager is away, and I have an urgent PR?'''
 
'''A''': During the lab manager’s absence, only urgent requests from the supplier list will be processed. Contact Albert Gidon or Julia Ledderose directly for such cases.
----
 
===== '''Supplier list''' =====
'''Consumables'''
https://b2b-de.vwr.com/store/
https://www.fishersci.de/de/en/home.html
https://www.omnilab-shop.de/en
https://www.carlroth.com/de/de/
https://de.rs-online.com/web/
https://www.thorlabs.de/
https://www.mercateo.com/
'''Computers/electro/technical equipment'''
https://www.conrad.de/
https://www.dell.com/de-de
https://www.elgora-shop.de/
https://www.hoffmann-group.com/DE/
https://www.sonepar.de/c/produkte
'''Office equipment:'''
https://calliess-werbeartikel.de/
https://www.royschulz.de/
https://www.lyreco.com/webshop/DEDE/index.html
'''First aid, hygiene, protective gear'''
https://shopneu.soehngen.com/de/
https://www.gansow24.de/epages/64586947.sf/de_DE/?ObjectPath=/Shops/64586947/Categories/Produkte
'''Paint''':
https://www.brillux.de/

Latest revision as of 11:24, 30 September 2023

Quartzy Lab Ordering Quick Guide

Overview: Quartzy is our primary tool for all lab ordering activities. Each ordered item undergoes a lifecycle, from request to placement in its designated location. Quartzy serves key purposes in our lab:

1.  Centralized Purchase Request Organization: We consolidate all purchase requests in Quartzy, ensuring visibility for all lab members.

2.  Communication Hub for Ordering: Quartzy is our central platform for ordering communication. Communicate with Oded and others, and attach all paperwork and notes relevant to the purchase within Quartzy.

3.  Real-Time Budget Tracking: We evaluate our spending against the budget in real time with Quartzy.

4.  Inventory Management: Quartzy helps manage our inventory by listing all arrived items.

To learn how to write a purchase order, log into the Quartzy system; there are plenty of examples there.

Frequently Asked Questions:

Q: Can I add a new purchase request (PR)?

A: Yes, anyone with a Quartzy user account can. Contact Oded Kruchik or Albert Gidon if you don’t have one.


Q: Must all orders go through Quartzy?

A: Yes, Quartzy is mandatory for all lab orders.


Q: What should I check before adding a new PR?

A: Before creating a PR, ensure:

  • The item isn’t already in the lab.
  •  The item hasn’t been ordered already (check Quartzy).
  • Proper market research has been done to save costs.


Q: How do I post a PR?

A:

  1. Choose your item from our supplier list.
  2. Provide an accurate item title from the supplier’s website, including unique identifiers. No generic names.
  3. Fill in the “Request” section of the Quartzy form properly.
  4. Use the CAS number for specific chemicals in Quartzy notes.
  5. For other items, see past purchase requests as a reference.


Q: What if my supplier isn’t listed?

A: Obtain a sales quote. For items over 500 €, gather three quotes from different suppliers. Attach all quotes to your order request. Write which one you prefer and why.


Q: Who approves my PR?

A: Your supervisor. Only after their approval will the lab manager consider the request.


Q: Why do I need to approve my PR?

A: That is how we ensure at least two pairs of eyes are looking at every purchase request. Please explain the necessity of the item to the approver.


Q: How do I check my PR status?

A: Review Quartzy comments first. Then, check for a PR number assigned by the lab manager in Quartzy’s PO field. Lastly, go to page Quartzy_status_summary with your PR number to track your order.

Q: How to add an “urgent” PR?

A: An urgent PR is a standard PR with an assignment “urgent” tag. It requires a specific date (without the date, it will be difficult to prioritize your order) . Note that the lab manager won’t double-check these before ordering so “urgent” PR requires more responsibility on your side.


Q: How do I speed up my PR process?

A: Using the preferred supplier list streamlines the ordering process.


Q: What if there’s a delay in my PR after it was ordered?

A: Delays can arise if:

  • The PR is approved but not ordered.
  • A PR number from Humboldt is missing in the notes.
  • The supplier’s notes have an approved PR number. For delays, please contact the appropriate person or department.


Q: How should I communicate via Quartzy?

A: Use “@” to mention individuals in your Quartzy PR comments. To clarify PR details, the lab manager may ask you for clarifications (you will get an email about it).


Q: What if the lab manager is away, and I have an urgent PR?

A: During the lab manager’s absence, only urgent requests from the supplier list will be processed. Contact Albert Gidon or Julia Ledderose directly for such cases.

Supplier list

Consumables 

https://b2b-de.vwr.com/store/
https://www.fishersci.de/de/en/home.html
https://www.omnilab-shop.de/en
https://www.carlroth.com/de/de/
https://de.rs-online.com/web/
https://www.thorlabs.de/
https://www.mercateo.com/

Computers/electro/technical equipment 

https://www.conrad.de/
https://www.dell.com/de-de
https://www.elgora-shop.de/
https://www.hoffmann-group.com/DE/
https://www.sonepar.de/c/produkte

Office equipment: 

https://calliess-werbeartikel.de/
https://www.royschulz.de/
https://www.lyreco.com/webshop/DEDE/index.html

First aid, hygiene, protective gear 

https://shopneu.soehngen.com/de/
https://www.gansow24.de/epages/64586947.sf/de_DE/?ObjectPath=/Shops/64586947/Categories/Produkte

Paint: 

https://www.brillux.de/
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