However the order is placed, it must be documented in order to meet records retention and auditing requirements.
- Internet Orders: print a copy of the order confirmation page (not just the shopping cart), confirming email or similar document
- Telephone Orders: note the fact that the order was phoned in, either on a department requisition form, or on the packing slip or paid invoice, when the order is received
- Fax Orders: retain a copy of the fax (being careful to black out any card number, security code and expiration date information)
- In-Person Purchases: retain the itemized cash register receipt; if you are only provided with a credit card receipt, attach it to a piece of paper when you return to your department and have someone else write down the list of items that were purchased
After the order has been placed, retain the documentation, to match up with the receipt documents when the order is completed and to complete the documentation package for the order.