Clause 7.4.2 Purchasing information

While it is important that organizations are clear in ordering what they want, it is equally important not to give unnecessary details in purchase orders. Purchase orders that are too detailed can lead to confusion, and should therefore be avoided. Rather than describing all the details of a product, it is often much better to limit the purchase order to simply mentioning the catalogue number (as long as this is a unique number and the supplier has the correct catalogue).

It is acceptable to give verbal instructions to a supplier, although this makes for ordering complex products or services very difficult (for example, the services of an engineering firm). In all cases, it is the intent of this requirement to avoid misunderstandings between supplier and organization. If an organization chooses to place a verbal order with a supplier, it should keep a record of what was ordered. This enables the organization to verify that it is actually getting what was asked for.

Lastly, ISO 9001 requires that the purchasing documentation contains the correct information before issuing it to a supplier. This verification can possibly be done by the purchase manager or by the purchasing agent.

What constitutes a purchasing information

Purchasing information could consist of

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  product code, description, specification number


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  Supplier part code number


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  Acceptance criteria (such as inspection before delivery, third party product clearance, inspection after receipt, based on supplier test certificate alone, Inspection and testing by organization or any combination thereof.


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  product approval, process approval, procedure approval, equipment approval, personnel qualification requirement.


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  quality management system requirement such as ISO 9001 certification
  Product requirements vary from product to product, company to company and customer to customer. Some of the examples given below will clear the picture:


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  For a standard product manufacture, such as thermo-wares or utensils, Product Number (some may call it Art Number or Design Number) along with quantity and required delivery date may be sufficient.


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  For a non-standard product manufacture, such as customised equipment, customer's drawing (or detailed requirement as may be perceived by the customer, sufficient to make design) along with quantity and required delivery date may be required.


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  For Standard Electric Wire Manufacturer stating wire size in square millimetre and appropriate product standard along with quantity and required delivery date may be sufficient.


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  For Specific Electric Wire Manufacturer detailed wire construction, appropriate product standard along with quantity and required delivery date may be required.


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  In case a customer is giving repeat order stating or referencing previous order number or delivery document number or warranty number, as may be appropriate, along with quantity and required delivery date may be sufficient.


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  Note that delivery requirement should be included in purchase information in the purchase order

External Document Reference: Documentation Kit

Standard Procedure for Purchasing
Controls needed for outsourcing Heat Treatment.
Purchase Order Form