In this guide, we’ll walk you through how to create, manage, and export Purchase Orders in Ply. You can also manage POs from the iOS and Android apps, so whether you’re on the go or in the office, your orders are always within reach.
➡️ Why Purchase Orders (POs) Matter
POs are key to efficient inventory and purchasing management. They allow your team to keep a clear paper trail of all requests made to suppliers, and ensure transparency throughout the entire process.
Have an idea to make Purchase Orders work better for your team? Share it on our feedback board.
📦 From an Accepted RFQ Bid | ✏️ Create Manually | 📋 From the Catalog |
⭐ Most common | Direct orders | Catalog shortcut |
When you accept a supplier's bid on an RFQ, Ply automatically generates a PO. No manual creation needed — the line items, pricing, and supplier details are all pre-filled. | Go to Purchasing → Purchase Orders → Create New and build the PO from scratch. Best when you're ordering directly from a known supplier at an agreed price without a formal RFQ.
Need just a PO number for now? Use Quick PO. | Open any material in your catalog and click "Create PO" — Ply pre-fills the material, preferred supplier, and last-known price as a starting point. |
➡️ 1. Navigating to the PO Section
First things first, let’s check out the new PO tab in the system! Head over to the Purchasing section, and you’ll see a tab called Purchase Orders. Here, you can view all your ongoing POs and filter them by various statuses:
Sent: POs sent to suppliers.
Paid: POs that have been paid.
Partially Received: Materials that are partially received.
Received: Completely received and stocked items.
Canceled: POs that were canceled.
Drafts: POs that are ready but haven’t been sent yet.
💡 Next to Purchase Orders you’ll also see PO Review. That’s where file uploads wait for someone to review and approve them when File Upload Review Flow is on.
🗂️ Archived: PO closed and removed from active view (data kept)
❌ Canceled: PO voided before fulfillment
🚫 Declined: PO rejected during approval or by supplier
Status | What It Means | Who Acts Next |
⬜ Draft | PO is created but not yet submitted for approval or sent to the supplier | Admin reviews and submits for approval (or sends directly) |
🟡 Waiting for Approval | PO has been submitted and is pending internal approval before it's sent to the supplier | Approver reviews and approves (→ Sent) or declines (→ Declined) |
🔵 Sent | PO has been emailed to the supplier and is awaiting confirmation and fulfillment | Supplier confirms the order — status moves to Confirmed |
✅ Confirmed | Supplier has acknowledged the PO and is preparing to fulfill the order | Wait for delivery, then receive materials in Ply |
🟠 Partially Received | Some items from the PO have arrived and been received in Ply — others are still outstanding | Receive remaining items when they arrive; PO stays open |
🟢 Received | All materials have been received and stock has been updated | Mark as Paid once the supplier invoice is settled |
🔷 Paid | PO is fully fulfilled and the invoice has been paid — order is complete | No action needed — archive if desired |
🟡 Archived | PO removed from the active board — all data is preserved for records | No action needed — accessible via Archived filter |
❌ Canceled | PO was voided — the order will not be fulfilled | No action — kept for records and reporting |
🔴 Declined | PO was rejected — either during internal approval or by the supplier | Admin reviews reason and creates a revised PO if needed |
➡️ Exporting Your Purchase Orders
Need your PO data outside of Ply for accounting, a client report, or your own analysis? Use the Export button at the top of the Purchase Orders panel.
Filter or search the list to the POs you want (by status, supplier, date, etc.) — the export only pulls what's currently on screen.
Click Export in the top right, next to Create New.
Choose CSV or Excel from the dropdown.
Your file downloads with the filtered results.
💡 Tip: This is different from exporting through Spend Lens. This Export button pulls whatever's filtered on the PO list right now, in real time. Spend Lens export is a separate report covering your last 12 months of purchasing data, and it recalculates overnight, so it can be up to a day behind. If a client asks why the two totals don't match, that's usually why.
➡️ Creating a New PO
Creating a new PO is easy! Just follow these steps:
Click on the Create New button on the right-hand side.
💡 The arrow next to Create New also gives you Quick PO, from Template and File Upload.
Set your status, choose the supplier, and select the job if you want to transfer the PO to a job.
Optionally, pick the Truck the PO is for, the same way you pick a job. You can set it when you create or edit a PO. The truck shows on the PO card and in the PO details, so you can tell orders apart without needing a separate PO format for each truck. POs without a truck work the same as before.
Fill in details such as the contact name, due date, and ship-to date. If the PO is for a specific customer, type their name in the Customer field under Additional Information.
You can also upload any files related to the PO or add comments.
💡 Tip: Be intentional about who you add under Assigned Users. This field controls who gets CC'd on all email correspondence related to that PO, including approval notifications, so adding someone here means they'll see those emails too, even if they don't have approval permissions themselves.
➡️ Adding Materials to Your PO
After entering the basic details, you'll be able to select materials from your catalog. Search for the items, filter them, and add them to your PO. Then, just:
Indicate the quantity you need.
Add any notes if necessary.
Enter the tax rate or shipping cost (if applicable).
Double-check the prices to ensure everything is accurate.
➡️ Spotting items that are already on the PO
When you click Add More Items on an existing PO, any material that's already on that PO shows an On this PO label in the picker. That way you can tell at a glance it's already there and avoid ordering it twice.
If you need more of a material that's already on the PO, close the picker and update the quantity on the existing line instead of adding it again.
The label is a heads-up, not a block: Ply won't stop you from adding the item if you really need a second line.
➡️ Finalizing Your PO
Once you're ready, click Next to review your draft PO. You can make any final tweaks, then hit Create Purchase Order to generate the PO.
The PO will automatically be sent to your supplier via email when you click Change Status to Sent. 📧
You’ll also receive a PDF version of the PO for your records.
➡️ Managing and Editing POs
Once your PO is created, you have several options to manage it:
Edit: Change any of the details, like quantities or item lists.
Copy: Copy a previous PO (perfect for replenishment requests!).
Add Items: Missed something? Add new items to an existing PO.
Change Status: Update the status of your PO as it progresses (Sent, Received, etc.).
Send to Another Email: Send the PO to another email address if needed.
Cancel or Delete: If you need to cancel the PO or remove it completely, you can do so.
Action | Description |
✏️ Edit | Change quantities, line items, dates, or supplier details. Only available on Draft and Sent POs. |
📋 Copy | Duplicate an existing PO — great for repeat orders from the same supplier. Edit the copy as needed before sending. |
➕ Add Items | Add new materials to an existing PO after it's been created, even if it's already been sent. |
📤 Send to Another Email | Resend the PO PDF to a different email address — useful when the supplier has multiple contacts. |
💳 Mark as Paid | Once you've settled the invoice with the supplier, mark the PO as Paid to close it out. |
❌ Cancel / Delete | Cancel a PO if the order won't be fulfilled. Canceled POs are kept for records — deleted POs are removed permanently. |
Export: Need your POs outside of Ply? Use the Export menu right on the Purchase Orders list to download the orders currently on screen as CSV or Excel. Whatever filters you've applied (status, date range, supplier, etc.) is exactly what gets exported, so filter first, then export. 📊
➡️ Creating a PO from the Catalog
You can also create a PO directly from your catalog by selecting an item and following the same process to create your PO in just a few clicks!
➡️ Integrations
Purchase Orders created in Ply can sync with QuickBooks Online and ServiceTitan, so your accounting and FSM records stay in line with your inventory.
📗 QuickBooks Online | 🔧 ServiceTitan |
POs created in Ply can sync to QuickBooks Online. You can turn PO syncing on or off from your QuickBooks integration settings. See QuickBooks + Ply: What Syncs? and QuickBooks Integration | Account Settings. | POs created in Ply can be synced to ServiceTitan, either manually per PO or automatically via a toggle, keeping your FSM purchase records in alignment with Ply's inventory. See How to Sync Purchase Orders from Ply to ServiceTitan for full setup steps. |
➡️Watch the Video for a Step-by-Step Guide
Want a more detailed walkthrough of this process? Check out the video below where we explain everything you need to know about using the Purchase Order functionality. It’s a perfect way to see the entire process in action and get the most out of the feature.
➡️ Purchase Order: action menu options
Edit, Copy PO and Send to Email cover most of the day-to-day work. For repeat orders, Copy PO saves you from rebuilding the order from scratch.
Use "Unreconcile" when a reconciliation needs to be corrected
Use "Cancel" when a PO is no longer needed but should stay on record
Use Delete only when the PO was created by mistake; it's permanent
Use Archive instead of Delete when in doubt
Change status is particularly useful for customers who receive goods manually and need to update Ply to reflect the real-world state.
Action | Description |
✏️ Edit | Modify the PO details — items, quantities, supplier, required date, or notes — before or after receiving. |
📋 Copy PO | Duplicate an existing PO as a starting point. Useful for repeat orders from the same supplier. |
➕ Create | Generate a related document from the PO — such as a new RFQ or a follow-up order — directly from this context. |
🔄 Change Status | Manually move the PO through its lifecycle: Draft → Sent → Received → Paid. Useful when syncing with real-world actions. |
🔁 Unreconcile | Undo a reconciliation if a mistake was made during the three-way match process (PO / receipt / invoice). Resets the PO to Received so you can reconcile again. |
🚫 Cancel | Mark the PO as cancelled. The order will no longer be active, but the record is kept for reference. |
⬇️ Download | Export the PO as a PDF. Handy for sharing with suppliers or attaching to accounting records. |
🗂️ Archive | Hide the PO from your active view without deleting it. Archived POs can be retrieved later from the archive filter. |
🗑️ Delete | Permanently remove the PO from Ply. This action cannot be undone — use Archive instead if you may need the record later. ⚠️ Irreversible |
📧 Send to Email | Email the PO directly to your supplier or internal team from within Ply — no need to download first. |
➡️ File Upload (AI-powered)
Upload a supplier PDF, quote, or invoice and Ply’s AI builds the PO for you. Go to Purchasing → Purchase Orders and select File Upload.
With File Upload Review Flow on (Settings > Procurement), the upload lands in Purchasing > PO Review as a draft. You can fix quantities and costs, and swap any line for a material you already carry (⚙️ > Change material or Link existing material) before the PO is created. With the setting off, the file creates the PO right away, with no review step.
For the full walkthrough, see How to Create a Purchase Order (PO) From a PDF.
Always review AI-generated POs before submitting. The AI is highly accurate, but a quick review ensures nothing was missed or misread.
⚠️ Important: If you're trying to upload a PDF to create a purchase order and see the message "The uploaded file could not be processed. Please try again."
Try this:
Make sure the file extension is lowercase .pdf (not .PDF).
Check the item descriptions on the document. If your account is connected to an FSM or to QuickBooks Online, very long names can be rejected when Ply creates the material (for example, Housecall Pro allows up to 130 characters and QuickBooks Online up to 100). Shorten that line in the file and upload it again, or create the PO manually and keep the name short.
Re-upload the same PDF.
If you’re still facing the same issue, let us know!
➡️ Matching items to your catalog (no more duplicates)
You can upload a packing slip straight into a PO and let Ply's AI fill in the items. Before anything is added, Ply lets you link each line to a material that's already in your catalog, so you don't end up with duplicates when the supplier calls a part something different than you do.
On the web app
Open the PO and scroll to the bottom.
Click Upload packing slip and select your file. Ply processes it and suggests changes to the PO.
Click View changes to review what the AI read.
For any line that should be an item you already carry, click the + button on that line, search your catalog and pick the right material. Make sure you also select the correct variation.
Click Approve. The matched lines are replaced with your existing catalog materials and the PO is updated.
💡 This also works on a Quick PO: create it, then upload the packing slip to add the items. See Quick PO.
On the mobile app (iOS and Android)
Packing slip upload is also available on mobile. Upload the slip as a PDF and Ply processes it in the background, so you don't need to stay on the screen. When it's ready, you'll see an Updates available banner on the PO. Open it to review the changes, including the old and new prices for each line, then approve them or reject them.
After approving
Approving updates the PO, it doesn't add anything to stock yet. Once the materials arrive, receive and reconcile the PO as usual. See How to Receive Materials in a Purchase Order.
➡️ Best practices
✅ Review who's added under Assigned Users before sending a PO.
They'll be CC'd on all correspondence tied to that PO, including approval emails, even though they won't be able to approve unless they have admin permissions.
✅ Check the PO before adding more items.
If a material already shows as being on the PO, adjust that line's quantity instead of adding a second line. Duplicate lines make receiving and reconciling harder to read.
✅ Use "Copy PO" for repeat orders instead of building from scratch each time, it's faster and reduces the chance of a mismatched detail.
✅ Reconcile from the Received or All tab, not the Table view filter. If you're having trouble finding the Reconcile action, see Common issues & fixes below.
✅ Use Archive instead of Delete unless a PO was created purely by mistake., Delete is permanent and can't be undone.
✅ Ship To only lists warehouses, since trucks don’t have a fixed address. To show which truck the PO is for, use the Truck field instead. Moving the materials into the truck’s stock still happens during reconciliation; see Managing PO Status & Reconciliation.
✅ Add a Customer name to POs placed for a specific client.
If an order is for one customer’s install or project, fill in the Customer field. It makes it easier to tell orders apart later, especially when several POs go to the same supplier or location.
➡️ Common issues & fixes
"A supplier says their PO confirmed itself; nobody on their end clicked anything." The "Confirm" button in a PO email is a standard web link that doesn't require login, so anything that opens that link — not just a person — can trigger the confirmation. We've seen this happen when a supplier's email system runs automatic security scanning (for example, services like Zscaler) that opens every link in an incoming email to check for viruses before anyone reads the message. If that scanner opens the Confirm link, it registers as a confirmation even though no one manually clicked it. This has been logged internally as a known issue. If you run into this, let us know — and it can help to have the supplier check with their internal IT/email security team about excluding the PO confirmation link from automatic link-scanning.
"A manager who isn't an approver got CC'd on a PO approval email, can they actually approve it?"
No. The Assigned Users field on a PO controls who gets CC'd on that PO's email correspondence, including approval notifications, but the approval action itself is restricted to users with admin permissions only. A non-admin user opening that link won't see an accept/decline option. If someone unexpected is getting these emails, check who's listed under Assigned Users on that PO.
"I can't find the Reconcile button in the Purchase Orders Table view."
This is expected, the Table view doesn't surface the Reconcile action directly. Instead, go to the Received tab (you'll see the Reconcile button there), or open the PO from the All tab and use the three-dot menu > Reconcile.
"My Cost to the Business isn't updating after I reconciled a PO."
This is usually related to a Purchasing/Cost Layers setting rather than the PO itself. See Why isn't my Cost to the Business updating after reconciling a PO? for the two most common causes and how to fix each one.
“I get an error "something went wrong. Please try again or contact support" when I try to create a PO.”
Check that the supplier has an email address saved. The email field is required to create a PO, but it doesn’t have to be a real inbox. If your vendor doesn’t take orders by email, use a placeholder like [email protected]. See How to Add Online Vendors for the full workaround.
“I used File Upload and the AI created new materials instead of using the ones in my catalog.”
Those lines came in tagged New Material. Turn on File Upload Review Flow in Settings > Procurement so uploads wait in PO Review, then use Link existing material (⚙️) on each New Material line before approving. Already have duplicates? Combine them with Materials Merge.
➡️ FAQs
Is the Customer field required?
No, it’s optional. Use it when a PO is for a specific customer and leave it blank for stock orders.
Is the Customer field the same as the QuickBooks Online Customer column?
No. The Customer field is a free-text field you can fill in when creating any PO. The QBO Customer column is a separate feature that only appears when QuickBooks Online is connected and Customer Integration is turned on, and its value comes from QBO. See QBO | How to Use the Customer Column in Purchase Orders.
Who can approve a PO?
Only users with admin permissions can approve or decline a PO, regardless of who else is CC'd on the notification email.
Why should I match items instead of letting Ply create new ones?
Every unmatched line can end up as a new material, even when you already carry that part. Matching keeps one record per item, so your stock counts, min/max and costs stay in one place. If you already have duplicates, you can combine them with Materials Merge.
Can I add materials to a PO after it's already been sent?
Yes — use "Add Items" from the PO's action menu, even on a PO that's already Sent.
What's the difference between Cancel and Delete?
Cancel keeps the PO on record as voided, which is useful for reporting and history. Delete permanently removes it, this can't be undone, so we recommend Archive or Cancel in most cases.
Can I download or print a PO from the mobile app?
Downloading the PO as a PDF is available from the web app (three-dot menu > Download). If you’re in the field, use Send to Email from the web to send the PO to yourself or your crew, so they have it on their phone.
Still need help? Contact Support!
Questions about creating or managing purchase orders? We're happy to help.