How to create a Purchase Order for Tools
In Purchasing, go to Purchase Orders.
Click Create New.
Fill in all the basic information fields.
Go to Add More Items.
5. From the menu, select Tools.
6. Add the tools you need to the PO and send it!
🔧 Tools & Equipment | 📦 Materials |
Durable assets — drills, meters, ladders, gauges | Consumable stock — filters, wire, fittings, refrigerant |
Tracked in the Tools inventory (not Materials stock) | Tracked in Material stock by location |
Can have serial numbers, warranty dates, and assignments | Managed with min/max thresholds and replenishment |
Added to a PO via Add Items → Tools | Added to a PO via the standard item search |
Reconcile flow is identical to materials | Reconcile flow is identical to tools |
🔧 Tools are in the Tools Section | 📦 Materials Stay in Stock |
After reconciling, your tools appear under Tools in the navigation — not in Stock. You can view them by location, check assignment, and see serial numbers there. | Any material line items on the same PO update in the usual Stock section as expected. The two inventories are kept separate. |
You can mix tools and materials on the same PO
A single Purchase Order can contain both tool line items and material line items; just add each from their respective section in the Add Items menu.
Common Reasons to Order Tools via a PO
Reason | Description |
🚛 Outfitting a new truck | New tech joining — order a full set of tools and assign them to their van |
🔨 Replacing broken equipment | A multimeter or drill failed — order a replacement through Ply for a clean record |
📋 Keeping an audit trail | Track every tool purchase in one place for accounting and asset management |
🏭 Warehouse equipment | Order shop equipment or storage hardware through a supplier on your account |
How to reconcile
Reconciling tool POs is the same as with materials:
First, mark the PO as Received.
Then, click Reconcile.
3. Mark the items as received in the locations where they physically arrived.
4. Edit the qty if needed.
5. Once reconciled, the items will be reflected in your inventory!
Can I Unreconcile a PO?
Yes, you can correct the reconciled status from the POs by clicking on the three dots and selecting the option "unreconcile."
Video
That’s it! You can now manage tools seamlessly through the same purchasing and reconciliation flow you already use for materials.
Still need help? Contact Support!
Questions about ordering tools or setting up your Tools catalog? We're happy to help.