In this guide, we’ll walk through how suppliers can send updates to your Purchase Orders (POs) after you’ve shared them, including changes to price, quantity, or even item names, and how those updates appear and are managed in Ply.
1. Creating and Sending a PO
Let’s start by creating a new PO from scratch:
Go to your Purchase Orders section and click Create PO.
Enter your PO number and select:
A warehouse (shipping address will default to that location).
A requested date.
A supplier.
Add the item(s) you want to order and the quantity (for example, 5 units).
Once ready, click Create & Send PO.
After sending it, the supplier will receive an email notification with a PDF copy of the PO.
2. What the Supplier Sees
The supplier’s email includes:
A link to view the PO.
A PDF attachment with details like item name, quantity, and total cost.
For example, the PO might show:
White candle – Qty: 5 – Cost: $20 – Total: $100
If the supplier wants to update the price or details, they can reply directly through Ply by sending a New Quote, for example, including the cost to $50 or adjusting the quantity.
To do that, they just need to reply to the email and attach the file with the changes.
✏️ Three Types of Changes Suppliers Can Submit
💰 Price | 📦 Quantity | 📋 Item Name |
Supplier adjusts the unit cost — e.g. $20 → $32 due to a price increase or correction | Supplier updates the quantity — e.g. they can only fulfill 3 of the 5 units ordered | Supplier uses a different name for the same product — Ply lets you remap it to your catalog item |
3. Receiving Updates from the Supplier
Once the supplier sends an update:
Ply will process the change automatically.
After a few minutes, you’ll see a notification banner on the PO that says:
“This PO has been updated by the supplier.”
You’ll also receive an email notification letting you know that the supplier has made updates.
4. Reviewing and Approving the Changes
When you open the updated PO, you’ll see this:
You’ll also see which fields were changed, for example, the cost might have been updated from $20 to $50, or the quantity from 5 to 10.
Review the changes carefully.
If everything looks good:
Click Approve & Send to confirm the new details and notify the supplier.
If you need to make adjustments (for example, the supplier used a slightly different item name):
Click the link icon (🔗) next to the updated material.
Select the correct item from your catalog (e.g., replace White Cardboard Box with White Candle).
Save and send your approval.
This ensures the correct material remains linked to your catalog.
5. Supplier Confirmation
Once you approve and send the updates, the supplier will receive a new email showing the final version of the PO, including all accepted changes (price, quantity, item name, etc.).
Event | Description |
Supplier receives confirmation | A new email goes to the supplier with the final PO showing all accepted changes — price, quantity, and item names. |
PO Activity tab is updated | The approval is logged in the Activity tab as "Supplier Update Approved" with timestamp and your name. |
Catalog cost updated | If the supplier changed a unit price, the Cost to Business on that catalog material updates automatically to reflect the new price. |
And That’s It!
That’s how supplier updates work in Ply. Each time a supplier edits or responds to a PO:
You’re notified right away.
The changes sync directly into your Ply account.
You have full control to review, approve, or adjust before finalizing.
Tip: This feature helps keep your records accurate and up-to-date; no more manual tracking or back-and-forth emails when suppliers make changes
Still need help? Contact Support!
Questions about supplier PO updates or the approval flow? We're happy to help.