A Returns PO (Purchase Order) is used when you need to send materials back to a supplier whether due to incorrect shipments, damaged goods, overstock, or warranty issues. This feature helps you track returns accurately, maintain proper inventory levels, and keep a clear record for accounting purposes.
When to Use Returns
You should create a Returns PO when:
You received items that were incorrect or damaged.
A supplier sent more quantity than ordered.
You are returning materials under warranty or for credit.
You need to adjust stock after sending items back.
Reason | Description |
📦 Wrong Items Received | Supplier shipped the wrong product — needs to go back and be replaced |
💔 Damaged Goods | Items arrived damaged or defective and can't be used on jobs |
📊 Overstocked / Excess Quantity | Supplier sent more than ordered, or you no longer need all the items |
🛡️ Warranty or Credit Return | Returning under warranty terms or negotiating a supplier credit |
Prerequisite Checklist
All three must be true before you can create a return
| Requirement | Description |
✅ | PO was created in Ply | The original order exists as a PO under Purchasing |
✅ | Materials were received | PO status changed to Received or Partially Received |
✅ | PO was reconciled | Actual quantities confirmed — stock updated in Ply |
How to Create a Returns PO
Go to the Returns section
From the main menu > Purchasing > select Returns
2. Click “Create Return”
3. Fill in the data.
Select the PO you want to return. Keep in mind that to create a return from a previous PO, that PO must have been created, received, and reconciled in Ply.
b. Select the location where these were reconciled.
c. Add the Tracking Number - Optional.
d. A contact name - Optional.
2. Add the Items
Search for the items you’re returning.
Enter the quantity being returned.
3. Confirm the data and select “Create Return Request”
Video Tutorial
What Happens in Inventory
Once the returns PO is processed, the returned items will be removed from your stock.
The system keeps a record of the transaction for reporting purposes.
Common Questions
Does my supplier receive a notification when I create a return?
No. At this time, Returns is an internal tracking feature only. If you need to notify your supplier, we recommend taking a screenshot of the return and sending it to them directly via email.
Tip | Description |
🔥 Always select a reason | Reason codes feed into supplier performance reporting — don't leave them blank. |
🔢 Double-check quantities first | Returns update stock immediately on confirmation. Wrong quantities need a manual stock adjustment to fix. |
📍 One return per location | Returning the same item from two locations? Create two separate Returns POs. |
📦 Add tracking when available | Including the return tracking number speeds up supplier follow-up and dispute resolution. |
Still need help? Contact Support!
Questions about creating returns or managing return records? We're happy to help.