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Is a purchase order (active, haven't put into production) a file or record?

C

CJacobsen

#2
Thinking about it in terms of ISO 9000, I would say this:

The purchase order is an active document. Active meaning it has been issued and you are awaiting the delivery of parts against that purchase order.

Since you should have a log of all purchase orders issued (updated at the time of issue) this log can be used to identify that the purchase order has been issued and if the log reflects that it is still open, you should be able to track where the document actually is (in receiving files waiting delivery, etc.)

The purchase order becomes a record when all the items on the purchase order have been received and you are now retaining the purchase order as a historical document in your files.
 
H

hawson

#3
thanks for your reply.

In our company,we control the file as follwed

stamped with "controled" and issue to sb. who need it.

every day we receive 3-4 pieces for just in time delivery.

should we always stamp every day?

can sb. show me how to do?

thanks
 

Marc

Captain Nice
Staff member
Admin
#5
What is sb?

We need more specific information.

By the way - there is more to document / records control than stamping a document / record. What else do you do? Do you have a master list? Since it's defined as a 'quality record', why do you stamp it? What does it mean if a PO is NOT stamped? What, specifically, does your stamp say? Just "CONTROLLED" or something similar?

A Purchase Order is a 'quality record'.

I agree with CJacobsen's reply.

[This message has been edited by Marc Smith (edited 08 November 2000).]
 
H

hawson

#6
there is more to document / records control than stamping a document /
record. What else do you do? Do you have a master list?

--we have master list for the issue of the document. when the document
is current used,it is stamped"controled" and issued (mentioned in our
procedure). the po is logged on another list and tracked not on the
master list. but i think it is the same.the po will be issued to
production department for confirming the ability of production every
day.but never stamped. I am not sure this is ok.

Since it's defined as a 'quality record', ... A Purchase Order is a
'quality record'.

--po isnot a record until the product has been delivered. right?

I still need your suggestion.
thank you
 

Marc

Captain Nice
Staff member
Admin
#7
A Purchase Order is a quality record as soon as it is reviewed and approved (your purchase order to a supplier) or received (a coustmer's PO to you). It has nothing to do with product delivery other than conditions and/or terms of delivery which are often stated within a PO.
 
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