Good Morning everyone,

I have a question, perhaps a silly one. We use a computer program (Quick Books) for accounting and job tracking in our shop. Some of our forms can and will be generated using this program. (For example the Quote, PO, Job Traveler.) Is it really necessary to assign a form number to these type of forms?

I guess that my thought process is that if we decide to make changes to the forms, then it is done and saved in the program itself, so that everytime after that, it will print the new form, which automatically eliminates the possibility of someone using the wrong revision of the form. So I don't see the sense in putting a form number and revision on it?

Hope I've explained this okay. I'd appreciate any thoughts or opinions you may have.

Thanks!
Jonell

Good Morning everyone,

I have a question, perhaps a silly one. We use a computer program (Quick Books) for accounting and job tracking in our shop. Some of our forms can and will be generated using this program. (For example the Quote, PO, Job Traveler.) Is it really necessary to assign a form number to these type of forms?

I guess that my thought process is that if we decide to make changes to the forms, then it is done and saved in the program itself, so that everytime after that, it will print the new form, which automatically eliminates the possibility of someone using the wrong revision of the form. So I don't see the sense in putting a form number and revision on it?

Hope I've explained this okay. I'd appreciate any thoughts or opinions you may have.

Thanks!
Jonell

If the forms generated by the software are controlled documents, then all you have to do is specify (in your documentation) the control method. Document numbers and revision levels, per se, are not required. If your control is such that it's impossible for obsolete versions to be used, and you've documented your method of control, you're good to go. You might also want to add something to your documentation that explains the status of forms in use when changes happen. In other words, if you print a bunch of travelers in the morning, and change the form in the afternoon, how are the older versions dealt with? You can say in your documentation, for example, that existing forms may be used in all cases, or that in some cases (which you should identify) existing forms should be replaced with the new version, and specify how that gets done.

Thanks Jim!

That's what I had thought, but I guess that I just needed to get verification.

Jonell

Thanks Jim!

That's what I had thought, but I guess that I just needed to get verification.

Jonell

You're welcome. :agree1:

If the forms generated by the software are controlled documents, then all you have to do is specify (in your documentation) the control method. Document numbers and revision levels, per se, are not required. If your control is such that it's impossible for obsolete versions to be used, and you've documented your method of control, you're good to go. You might also want to add something to your documentation that explains the status of forms in use when changes happen. In other words, if you print a bunch of travelers in the morning, and change the form in the afternoon, how are the older versions dealt with? You can say in your documentation, for example, that existing forms may be used in all cases, or that in some cases (which you should identify) existing forms should be replaced with the new version, and specify how that gets done.


I agree with Jim. Sometimes we overthink this stuff. His answer makes clear we should never lose sight of what the intent of the requirement is in the first place.