Our company ordered some black computer monitors from a major computer supplier. White monitors were supplied (or was it vice versa?). We complained, but the supplier maintained they had supplied what was ordered.

Because the order had been placed by internet, we had no record our end of what had been ordered so were not in a good position to argue. The same situation arises on orders placed by telephone. We are a small company so there is no purchasing beauraucracy requiring lots of documentation.

Did we meet ISO9001 requirements in the scenario above and if not why not? We complied with "purchasing information shall describe the product to be purchased", it was just we had no subsequent record of that information.

Our company ordered some black computer monitors from a major computer supplier. White monitors were supplied (or was it vice versa?). We complained, but the supplier maintained they had supplied what was ordered.

Because the order had been placed by internet, we had no record our end of what had been ordered so were not in a good position to argue. The same situation arises on orders placed by telephone. We are a small company so there is no purchasing beauraucracy requiring lots of documentation.

Did we meet ISO9001 requirements in the scenario above and if not why not? We complied with "purchasing information shall describe the product to be purchased", it was just we had no subsequent record of that information.

The answer is in your question. If you have no record of this order, showing you had ordered correctly, then you did not meet the intent of the purchasing clause. Records are objective evidence of the fact you performed correctly. The amount of records which would be appropriate depends on your needs.

I usually print a copy of my internet orders to prevent this. Or, keep an electronic copy. Also, most internet companies send a confirming order.

Because the order had been placed by internet, we had no record our end of what had been ordered so were not in a good position to argue. The same situation arises on orders placed by telephone. We are a small company so there is no purchasing beauraucracy requiring lots of documentation.So you have decided it is not necessary and are prepared to live with the consequences. hjilling has suggested a couple of ways of ensuring you have records in place that don't create too much bureaucracy.

Did we meet ISO9001 requirements in the scenario above and if not why not? We complied with "purchasing information shall describe the product to be purchased", it was just we had no subsequent record of that information. ISO 9001 doesn't require that you purchase IT equipment in any particular way (unless you supply it on with your final product). It is still good practice to have a process for ordering product and to keep records of what has been ordered. For the reasons you have posted. Any "production" related purchasing you are required to keep records - see clauses 7.4.1 and 4.2.4.

Things purchased on the Internet always have electronic receipts, and if not then I would worry about where you bought these from. However......

It might also be good practice as part of recording the purchase, to also record that fact that these monitors exist within your organisation and when they were purchased.

I understand that perhaps this level of information maybe too much for a small organisation, but in order that you maintain your IT systems, it is always good to know how old stuff is! I am not sure whether ISO9001 talks about Key Process Equipment (we are TS), but I would almost always say that any IT related product in today's business environment is KEY PROCESS EQUIPMENT.

For me it is common sense to have a record of the purchase, for the reasons highlighted above, plus what if they go wrong? What's the warranty? If you know the warranty, but 2 years down the line you don't know when you bought them, what are you going to do?

A record is key........there you go, refer to 4.2.4 also for the control of records, once you have established that a record of all purchasing activity is required.

Because the order had been placed by internet, we had no record our end of what had been ordered so were not in a good position to argue. The same situation arises on orders placed by telephone. We are a small company so there is no purchasing beauraucracy requiring lots of documentation.

The fact that your company is small is no excuse for not having 'good business' practices. ISO aside, you are going to have a earful if you have a good financial auditor because evidently, there's a break down in the check & balance system.

With regards to the implications from the ISO angle, Paul's answers are good.