Managing PO Status & Reconciliation

Once a PO has been submitted, you can track and update its status directly from the Purchase Orders board.

Submitted POs appear in the Sent column.

To move a PO forward, either:

Marking a PO as Received triggers the reconciliation step.

Once a PO is marked as Received, a PO Reconciliation button will appear.

Click it and choose where the received materials will be added:

What is reconciliation? It's the step where received materials are officially added to your inventory. It confirms that items were delivered and counts them toward your existing stock.
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Once reconciliation is complete, the PO process is finished.

✅ Decide upfront whether materials go to a location or straight to a job.

This choice affects more than just where the stock lands — if you use Landed Costs and Cost Layers together, reconciling straight to a job (skipping the warehouse/truck) can behave differently than reconciling to a location when it comes to updating your catalog cost.

✅ If you're on Housecall Pro, check your material categories before reconciling. HCP requires materials to sit in a leaf (deepest) category, not a parent category with subcategories — see Common issues & fixes below.

✅ Use Unreconcile instead of trying to fix a mistake by deleting the PO.

Deleting a PO after it's been reconciled doesn't reverse the reconciliation — the stock or job line items stay in place, which can lead to duplicates if you later recreate the PO. Unreconcile lets you correct quantities or the destination without that risk.

"I reconciled the PO, but the Cost to the Business on my material didn't update." This usually comes down to one of two things: a "Lock business cost from PO reconciliation" toggle that's turned on, or a combination of Landed Costs + Cost Layers where you reconciled straight to a job instead of a warehouse/truck. See Why isn't my Cost to the Business updating after reconciling a PO? for both causes and the exact toggle to check.

"I need to fix a mistake I made while reconciling."

Use the three-dot menu on the PO and select Unreconcile. This resets the PO back to Received so you can go through reconciliation again with corrected quantities or a different destination.

"I can't find the Reconcile option anywhere on the board."

Some views don't surface the Reconcile action directly depending on how you're filtering the board. Open the PO directly and use the three-dot menu, or check the Received column specifically.

Can I split materials from one PO across multiple locations or jobs?

Yes — during reconciliation, you can send different line items to different destinations rather than reconciling the whole PO to just one location.

Do I have to reconcile the full order at once?

No — if only part of the order arrived, reconcile just what's in hand. The remaining items stay open for when the rest comes in.

Can I undo a reconciliation if I made a mistake?

Yes, using Unreconcile from the three-dot menu — see Common issues & fixes above.
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