Receiving materials through a Purchase Order in Ply helps you keep your inventory accurate and updated. Whether you receive the full order or just part of it, here’s how to properly receive and reconcile a PO.
1. Go to Your Purchase Orders
Navigate to the Purchasing section.
Locate the PO you want to process.
Click the three dots (⋯) next to the PO you want to mark as received.
🔄 2. Change the PO Status or Drag an Drop.
Before you can reconcile, you’ll need to update the PO’s status:
Click Change Status
Select one of the following:
Received – if the entire order has been delivered
Partially Received – if only part of the order arrived
Paid – if you've already paid for the PO and are now ready to receive materials
OR, drag and drop your PO card to the Received/Partially Received/Paid column.
This will activate the Reconcile option.
3. Reconcile the Materials
Here you can select Reconcile.
Or, open the PO, hit on the three dots and select Reconcile from there.
After that, enter the actual quantities received for each item and save your changes.
This step ensures your inventory reflects what physically arrived, not just what was ordered.
You can also unreconcile the PO now as well in case you would like to correct that status by clicking on the three dots.
4. Confirm and Generate Receipt
Once the quantities have been reviewed and adjusted:
Click Confirm
The system will generate a receipt summary and update your inventory levels automatically.
After reviewing the quantities, click Confirm Receipt. Ply immediately:
When Can You Reconcile a PO?
You’ll be able to reconcile a Purchase Order when its status is
✅ Paid
✅ Partially Received
✅ Received
If your PO is still marked as "Draft," make sure to update its status first so the Reconcile option becomes available.
✅ Received | ✅ Partially Received | ✅ Paid |
Full order has arrived — reconcile to confirm all quantities | Some items arrived — reconcile what's in hand; PO stays open for the rest | Pre-paid orders — reconcile to update stock even when payment came first |
🚫 Draft | 🚫 Sent / Confirmed |
Change status first — Reconcile is not available on Draft POs | Must first update the status to Received or Partially Received |
Want to See It in Action?
Here’s a quick video tutorial that walks you through the process:
Still need help? Contact Support!
Questions about receiving materials or reconciling a PO? We're happy to help.