With this release, you can now create custom material line items directly within a Purchase Order. These items are tracked in inventory but are flagged as a special order item, perfect for one-time purchases or materials you don’t want to keep as regular stock.
Regular Catalog Material vs Special Order Item
📦 Regular Catalog Material | 📋 Special Order Item |
✅ Stays in your catalog permanently | 🔴 Created in the PO — not pre-existing in catalog |
✅ Has min/max thresholds for replenishment | 🔴 Marked with a Special Order tag throughout |
✅ Appears in stock views and reports | 🔴 Appears as inactive in catalog until received |
✅ Intended for repeat ordering | 🔴 Auto-deactivates from catalog once consumed |
The key benefit: no catalog clutter
Special Order items let you track one-time purchases through the full Ply workflow; PO, receipt, reconcile, job usage; without permanently adding the item to your catalog. Once it's used, it's gone.
How to add a special order/custom material in a PO
Go to Purchasing > Purchase Orders.
Click Create New.
Fill in the basic PO information (supplier, job, required by date, etc.).
Under Add Item, select Add Custom Material
5. Toggle Set as special order item.
6. Enter the material details (name, description, quantity, unit cost, etc.).
7. Save and send the PO as usual.
What happens after creation
The material will appear in the PO with a “Special Order” tag.
It will also show in the catalog as inactive until the PO is received and reconciled.
When the PO is reconciled, the material will appear in the stock location or job where it was received showing the “Special Order” tag.
How it behaves in inventory
Once the special order material is consumed (used in a job or marked as transferred/consumed), it will remove itself from inventory and deactivate in the catalog automatically.
This ensures that one-time items don’t clutter your catalog or inventory long-term.
If needed, you can edit the item later and remove the “special order” flag to turn it into a regular material.
Example use case
You need to order a unique replacement part that’s not in your catalog and may never be ordered again.
Add it as a special order material in the PO.
Reconcile it into your stock or directly into the job.
Once consumed, it disappears automatically from your active inventory.
This feature gives you flexibility to handle ad-hoc or one-time purchases without bloating your catalog, while still ensuring everything is properly tracked through Ply.
Still need help? Contact Support!
Questions about special order items or catalog management? We're happy to help.