A purchase order is a document, which is further defined depending on the “condition” that it is in.

The purchase order as a form is a controlled document to be “maintained” to ensure it is current and provides the proper prompts to allow the purchasing activity to be carried out as required by the organization.

The purchase order as a record has been completed and provides evidence of what has occurred pertaining to that purchase activity, and is to be “retained”.

A document such as a procedure, work instruction or a form provides instruction or direction.

A document as a record provides evidence.

– Michael Haycock, Sr. BRC Quality Consultant