quarks-orders.md

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How to place an order in Quarks

If you want to order a chemical, a small equipment or another lab product, you have to access the Quarks Purchase platform. Quarks is where you can make an order request and follow the status of your order. Your order will be sent to SAP to have all the requested signatures and to follow the invoicing. You can access Quarks by following this link: https://quarks.lcsb.uni.lu/

How to look for an article

Click on “Purchase”

Click on “Articles”

You can now see the entire Quarks catalogue.

You can search your product by its o Name o Seller reference o Brand reference o Seller o Internal code (=Lims ID)

Example: seller reference: 734-0351 - Click on “Filter”

How to create an article

If you cannot find the article you are looking for, it means that you have to create it. Click on “Purchase”

Click on “Articles”

You can now see the entire Quarks catalogue.

  Click on “+ Create”

A side panel is now displayed on the right side of your screen.

Fill all the information about the article you want to add and click on “Save”.

Your article is now in the Quarks catalogue you can proceed your order.

How to make an order

Search for your article (see 1. and 2.) Example: seller reference: 734-0351– “Filter”

Add the product to your cart by click on the green icon

A side panel is displayed on the right side of your screen. Your group name will be automatically filed. You can then indicate your budget OTP. If you don’t know your OTP, you can leave it blank and a technician of your group will have to fill it.

  The article has been added to your cart – Click on “Confirm” to validate the cart.

If the order contains products from different suppliers, all the products will be in the same cart. After validation of the cart, each supplier will receive a different PO number.

If you have several products in your cart, but one of them require the approbation of the safety officer, the order will be split, even if the products are from the same supplier.

The order is now in the “Orders” section and its status in “Draft”

At this point, there is still the possibility to modify the order, e.g. to add articles in the order by clicking on “+ New line”. If you have a special price thanks to a quotation, you can adjust the price.

A new window will be displayed on the right side. Do not forget to save after filling.

At this step, you can adjust the price if you have a discount linked to a quotation. Please don’t forget to add your quotation in the “Files and Comments” section. You just need to drag and drop your file at the dedicated place.

Shipment fees

Most of the times, the shipment fees are added automatically. If not, you have to add them by following the steps below. If dry ice is need, you have to add the eventual cost by following the same procedure. Click on “+ Add fee”

A new window will be displayed. Fill the fields and click on “Save”. If you do not know the exact amount of the shipment fees, indicate 50€.

“Shipment fees” or “Dry ice fees” If you don’t know the shipment fees, indicate 50€.

Add a comment or attach a file

In your order, click on “Edit”. You can write comments either for the supplier, either for the support team. You can add a file (like a quotation) by clicking on “Choose file”.

How to change an article category

Click on “Articles” and search for your article by its brand reference. Click on the name or on the reference of the corresponding article.

A side panel will be displayed on the right side of the screen. Click on the “Edit” icon. You can now select the right category.

How to cancel an order

Cancelling of an order is only possible before the validation done by the Validator (from the Support Team). To cancel an order, go in “Orders” and click on the corresponding number and on “Cancel”.

How to cancel an article (order line)

To cancel an article without cancelling the entire order, click on “Orders” and open your order by clicking on the number. This is only possible for the orders in draft status.

On the line corresponding to the article, click on the trash icon. The article is now deleted but not the entire order.

How to validate an order (only for technicians and support team)

Once an order is in “draft”, it needs to be validated by one of the technicians of the group, by clicking on “Request validation”. The status change from “Draft” to “Pending”.

After validation, the Support Team is taking care of the next steps. You can follow the status of your oder, see below.

How to know the status of an order

When you make an order, it will go through different status. In “Purchases”, click on “Orders”. You can filter the orders by different criteria or by the status and click on “Filter”.

All the corresponding orders will be displayed and you can easily see their status.

• Draft: order has been created out of cart, first state after validation from budget responsible • Pending: status after request of validation from Validator (Support Team) • Validated: order has been checked by lab support team and accepted • SAP Sending error: transmitting problem between Quarks and SAP caused by incorrect information • SAP Draft: order has been transmitted to SAP and PO has been created • SAP Awaiting POD: order waiting for check and approval of purchase delegate in SAP • SAP PR refused: order refused by purchase delegate in SAP • SAP Awaiting POA: order waiting for approval in SAP by approvers • SAP PO refused: order was refused by approvers in SAP • SAP PO accepted: order accepted in SAP • SAP PO sent: PO has been approved in SAP and has been sent to supplier • Partially received/ Received: reception status of order • Canceled: order has been canceled or refused due to missing or not correct information • Waiting Safety approval: chemicals/ biological reagents with specific risks need to be approved by the safety team If the Support Team knows the estimated delivery date, it will be indicated in the adequate column.

How to order a product from a previous order

An easy way to re-order a product is to open a previous order and directly add the item in the basket. Go in the “Purchase” and make your search among the orders. Click on the order number you are interested in and click on the cart icon of the item you want to order. As for any other order, you will be asked for the budget you want to use and you can proceed as for any other order.

Help needed?

For more detailed information, please see the Docebo training. In case you need help with the ordering process or with one order in particular, please send a ticket.