If you order the same materials from the same supplier on a regular basis, you don't have to rebuild that purchase order line by line every time. Save it as a template, then start your next PO from it and just adjust quantities.
➡️ Starting a New PO from a Template
1️⃣ Go to PO Templates
Navigate to Procurement > Purchasing, then click the PO Templates tab at the top.
Click Create Template.
2️⃣ Choose how to start
Start Blank: build the item list from scratch, add items manually one by one.
From an Existing PO: pull the items straight from a Purchase Order you've already created. Selecting this mode swaps the Items section for a Select Purchase Order field, a searchable dropdown listing your existing POs by number. Pick one and its items carry over to the template.
3️⃣ Fill in the template details
Template Name (required)
Default Supplier (optional)
Default Location (optional)
Note (optional)
4️⃣ Add your items
Click + Add Items and choose from Materials, Consumables, Tools, or Equipment, each organized in its own section on the template.
Set the Quantity for each item with the +/- controls, or remove one with the trash icon.
5️⃣ Save the template
Click Create.
Your template now appears as a card in PO Templates, showing its item count and a "Used 0 Times" tag until it's actually used.
📌 Prices aren't locked in. A template prefills a new PO with the same items, but pricing always pulls from your current catalog, not whatever it was when you saved the template.
➡️ How to Start a New PO from a Template
1️⃣ Open the template's menu
On the template card, click the "..." icon.
2️⃣ Select "Use Template"
This opens Create a Purchase Order, prefilled with the template's Supplier, Location, and every item (Materials, Consumables, Tools, and Equipment).
Or you can also click on the template:
3️⃣ Adjust and send
Update quantities as needed.
Add anything the template doesn't cover with + Add Items or + Add Custom Item.
Double check totals, prices reflect your current catalog, not what the template had saved.
➡️ How to Edit an Existing Template
1️⃣ Open the template's menu
Click the "..." icon on the template card, then Edit.
2️⃣ Make your changes
The Update PO template modal has the same fields as creation: Template Name, Default Supplier, Default Location, Note, and Items by section.
Adjust quantities, add items, or remove them.
3️⃣ Save your changes
➡️ Equipment, Consumables, and Tools on Templates
Templates aren't limited to Materials, they cover Equipment, Consumables, and Tools too, each in its own section.
➡️ Best practices
✅ Use "From an Existing PO" for your first template.
Faster than building item-by-item with Start Blank if you already have a PO with the right list.
✅ Don't rely on the template for pricing.
Prices refresh from the catalog every time you use a template, double check totals before sending.
✅ Set a Default Supplier and Location if they don't change.
Saves you from re-selecting them every time you use the template.
✅ Use "Add Items" on the new PO for one-off additions.
You don't need a separate template for a slightly different order; use the closest one and add extras when creating the PO.
✅ Know when Rolling Replenishment fits better.
Templates are for POs you build and send manually on your own schedule. If you want Ply to generate POs automatically based on stock thresholds or usage, that's Rolling Replenishment, not templates.
✅ Check "Used X Times" before cleaning up old templates.
A template sitting at 0 uses after a while is probably safe to delete or worth a check-in with whoever should be using it.
➡️ Common issues & fixes
"The prices on my new PO don't match what I remember from the template."
Expected, prices always pull from your current catalog, not a saved snapshot from when the template was created.
"Does editing a saved template change POs I already created from it?"
No, once a PO is created from a template, it's independent. Editing or removing items from the template afterward only affects future POs you create from it, existing ones stay as they were.
➡️ FAQs
Is there a limit to how many templates I can save?
No, you can create as many templates as you need.
Can I include Equipment, Consumables, and Tools on a template, not just Materials?
Yes, all four are supported, each shown in its own section.
Do prices get saved with the template?
No, pricing always comes from your current catalog when you use the template.
Can I still add items that weren't on the original template?
Yes, use + Add Items or + Add Custom Item on the new PO before sending.
If I edit or remove an item from my template, does that affect POs I already made from it?
No, POs created from a template are independent once created. Only future uses of the template reflect your changes.
Still need help? Contact Support!