Purchasing

Instruction (updated 01/08/2018 by Héloïse)

Purchasing is now made through Quartzy.

For access, email klabcalendarmanager@gmail.com

Step I: Listing (any members)

  1. Check Quartzy Inventory before placing any Request.

  2. If item is Common stock just add a request

  3. If you cannot find the item you need, you may click "Add item" and add the information of the

  4. item into the inventory. (Common Stock Only, not project specific items). It is preferred to order

  5. from Fisher Scientific, Sigma, VWR, and Office Depot; otherwise quotation from the vendor

  6. will be needed.

  7. Identify your item and your Requesting Person

  1. For Project Specific items, see as following:

  2. Gather all information about the purchase from the supplier online. The information includes

  3. a) Supplier

  4. b) Item Catalog Code

  5. c) Item Link

  6. d) Item name

  7. e) Purchase Unit, Quantity

  8. f) Total Price

    1. Enter informations in Quartzy and crosscheck everything before adding the request.

Step III: Ali or another reponsible person will approve your request or inform you otherwise.

Step IV: Purchasing (Ordering Team)

  1. Ordering Team will recheck your order request.

  2. Ordering Team will create a Request Order Form (ROF) and send it to the department.

  3. You should receive a copy of the email with ROF and a copy of Purchase Order (PO).

Step V: Receiving the Delivery (Inventory Team)

  1. Once the delivery arrives, pass the delivery package to Inventory Team. Do not open or use without permission.

  2. Inventory Team will catalog the item(s), and pass the package(s) to responsible Requesting Person.