Prerequisites:
✅ Company setup complete (see Company Setup)
✅ Supplier details added (see Supplier Details)
✅ Net terms configured (optional, see Payment Terms)
Step 1: Create a Purchase Order
Create a PO as you normally would:
Go to Procurement > Purchasing > Create PO
Select your supplier (their default net term will auto-populate)
Add items, quantities, pricing
Review landed costs and other details
Click Create and Send
Note: The net term you configured for this supplier will automatically appear on the PO. You can change it here if needed for this specific order.
Step 2: Add an Invoice
Once the PO is sent, you need to add the invoice information before you can pay it. You have three options:
Option A: Manual Entry
Open the PO
Scroll to the Payment section
Click Add Invoice
Enter:
Invoice number (e.g., "INV-12345")
Invoice subtotal (the line items total, before tax and shipping)
Tax (any taxes on the invoice)
Shipping (any shipping costs)
Invoice date (date on the invoice)
Due date (when it's due to be paid, based on your net term)
Click Save
Option B: Upload an Invoice PDF
Open the PO
Scroll to the Payment section
Click Add Invoice
Click Upload PDF
Select the supplier's invoice file
Ply will use AI to automatically extract the invoice details
Review the extracted information and correct if needed
Click Save
Option C: Supplier Sends Invoice via Email
When a supplier receives your PO notification email, they may reply with the invoice attached. Depending on your setup, Ply may automatically capture this information. For details on this workflow, contact support.
Which option should you use?
Manual: Fastest if you have the numbers (good for routine orders)
PDF upload: Best if you want AI to extract the details (less manual entry)
Email reply: Most automatic (if your supplier supports it)
Step 3: Select a Payment Method
After adding the invoice, you'll see a prompt to select which bank account to pay from:
Select a bank account from the list (you added these during company setup)
Click Confirm
Note: If you only added one bank account, it will be selected automatically.
Troubleshooting Payment Method Errors
"Supplier is not linked as a counter party" → The supplier's details haven't been set up completely. Go to Supplier Details and complete their information.
"Supplier payment method not configured" → The supplier's banking information (account/routing number) is missing. Return to Supplier Details and add it.
Step 4: Review Payment Details
Before submitting, you'll see a payment summary:
PO number and invoice details
Payment amount
Invoice date and due date
Payment method (which bank account)
Early payment opportunity (if applicable)
Early Payment Discounts - If your net term includes an early payment discount, Ply will show:
Due date: Standard payment date
Early pay date: The date you need to pay by to get the discount
Savings: How much you'll save
Example: Your due date is August 24, but you can pay early on August 19 (5 days early) to save $0.11.
Review this information and decide:
Pay on time: Click "Schedule Payment" for the due date
Pay early: Choose the early pay date to get the discount
Step 5: Submit for Approval
Click Submit for Approval or Schedule Payment:
Submit for Approval: If your company has approval rules configured, the payment will go through your approval workflow
Schedule Payment: If no approvals are needed, the payment will be scheduled immediately
What happens next:
Payment enters the approval queue (if approvals are required)
Each approver will receive a notification
Once all approvals are complete, payment is scheduled
Payment processes on the due date (or early pay date if you chose that)
Step 6: Track Your Payment
In the PO
The PO status will update to show:
Payment submitted (in approval workflow)
Payment scheduled (ready to send)
Payment sent (completed)
In the Payment Dashboard
Go to Payments to see:
Pending Approvals: Payments awaiting approval
Scheduled: Payments approved and scheduled to send
Paid: Payments that have been sent
What Happens After Payment Sends
Confirmation emails are sent to:
Your team (notification of payment sent)
Supplier (notification of payment received)
Processing time: Payments typically process in 1-3 business days
Bank notification: The supplier will see the payment in their account
Status update: Once Ply confirms receipt, the payment status updates to "Paid"
Early payment discount applied: If you paid early, you'll see the discount recorded
Common Scenarios
Scenario 1: Net 30 Payment
Invoice date: August 1
Net term: Net 30
Due date: August 31
Action: Click "Schedule Payment" (payment will send on August 31)
Scenario 2: Net 30 with Early Discount (2% off if paid in 10 days)
Invoice date: August 1
Net term: Net 30 with 2% discount if paid in 10 days
Due date: August 31
Early pay date: August 11
Savings: $5.00
Action: Click "Schedule Payment" for August 11 to save $5
Scenario 3: Invoice from Email Reply
Step 1: Supplier replies to PO email with invoice attached
Step 2: Ply automatically captures invoice details
Step 3: You review and confirm details
Step 4: Click "Pay" to proceed with payment
Troubleshooting
Q: I don't see the Payment section on my PO A: The supplier may not be set up for payments yet. Go to Supplier Details to complete their setup.
Q: The due date is wrong A: It's calculated from invoice date + net term. Check:
Is the invoice date correct?
Is the net term assigned to this supplier correct? You can manually edit the due date when adding the invoice.
Q: I can't submit the payment A: Check:
Supplier details are complete (no "counter party" errors)
Bank account is selected
All required invoice fields are filled in See Troubleshooting for more help.
Next Steps
View your payment schedule in the calendar
Review payment history to track what you've paid
Set up approval rules if you haven't already
Still Need Help?