What it does?
Toggle OFF (default): Reconciling a PO can overwrite the item's business cost in the catalog, based on the purchase price on the PO.
Toggle ON: Reconciling a PO will no longer overwrite the item's business cost. Once enabled, business cost can only be changed manually in the catalog PO reconciliation will not touch it.
Keep in mind this only affects business cost, it does not affect client cost.
Where to find it?
You can find this on Settings > Procurement > Purchasing > Purchasing Settings, toggle labeled "Lock business cost from PO reconciliation."
Why this matters?
Normally, when a PO is reconciled, Ply uses that reconciliation to keep the business cost of a material up to date with the latest purchase price. This is useful for most clients, since it keeps catalog costs current automatically.
However, some clients want tighter control over their business costs. For example, if they set costs deliberately (contract pricing, negotiated rates, or costs tied to margin targets) and don't want a PO reconciliation to change that number unexpectedly. For these clients, enabling this toggle protects the business cost from being overwritten, and any change has to be made intentionally by a team member.
Important: business cost only updates on location reconciliation
Business cost is only updated when the PO is reconciled into a location (warehouse or truck). If a PO is reconciled directly to a job, business cost will not update this way as those items go straight to the job and never enter stock.
If you want to know how to update business cost when reconciling to a job, check this article.
When to enable this?
You have noticed business costs changing unexpectedly after reconciling a PO.
You use fixed/negotiated pricing and don't want purchase price fluctuations reflected automatically.
You want full manual control over catalog costs for accounting or margin reasons.
Still have questions?