Purchase Orders: add multiple vendor contacts for PO Emails

With this update, you can now list multiple vendor contacts for the same supplier and send a Purchase Order (PO) to all of them at once.

Step 1: Register the Supplier

3. Fill in the required details and save your changes.

2. Click into the supplier’s profile > Select Add contact and enter as many reference contacts as needed for that supplier.

3. Select just one contact; or choose multiple.

4. The PO will be emailed to all selected contacts automatically.

That’s it! Now you can make sure all the right people receive your purchase orders without needing to duplicate suppliers or resend manually.

✅ Add every regular contact up front when you set up the supplier, even ones you don't always need; it's easier to just leave someone unchecked on a given PO than to go add a new contact mid-order.

✅ Use this instead of creating duplicate supplier entries. If you've been creating separate supplier records just to route to different people (e.g., "Ferguson - Sales" and "Ferguson - AP"), consolidate them into one supplier with multiple contacts instead, this keeps your pricing history and Smart Supplier comparisons on one record rather than split across duplicates.

✅ Double-check your contact selection before sending, especially on higher-value or branch-specific orders, since selections aren't saved as a default, and it's easy to forget to re-select a contact you normally include.

"I want to send this PO to someone one time only, without adding them as a permanent contact on the supplier."

For a one-off send, you don't need to add them as a vendor contact at all, use Send to Another Email from the PO's action menu instead (see How to create and manage Purchase Orders in Ply). Save adding someone as a vendor contact for people who should regularly receive POs for that supplier.

"I added a new contact to the supplier, but it's not showing up when I go to select recipients on an already-open PO."

Contact lists are pulled in when you're selecting a supplier on a PO. If you added the contact after already starting the PO, try re-selecting the supplier (or start a new PO) so the updated contact list loads.

"None of my selections carried over from the last PO I sent to this supplier."

That's expected, contact selection is per-PO, not a saved default (see the note above). You'll choose who receives each PO individually every time.

"I saved my PO as a Draft first, and when I sent it later, only one contact got the email."
If you save a PO as Draft and then use Send Email from the PO screen, only the primary contact currently receives it. To guarantee all selected contacts get the email, use Create and Send PO directly instead of saving as Draft first.

Do I need to add a contact here before I can add them under Suppliers > Add Contact elsewhere?

No, these are the same contacts. Adding a contact from a supplier's profile makes them available both as a reference contact and as a selectable PO recipient.

Can I select a different combination of contacts for every PO, even to the same supplier?

Yes, since selection isn't saved as a default, you have full flexibility to pick different contacts each time depending on the order.

Is there a limit to how many contacts I can add to one supplier?

There's no limit; add as many as you need to reflect your supplier's team.

Questions about supplier contacts or PO sending? We're happy to help.