Got a PDF from a supplier, a quote, or an invoice? Instead of building the PO line by line, upload the file and Ply’s AI will read it and create a draft PO for you. You just review it, complete the details, and send it.
💡 Need a PO number before you know what you’re buying? Use Quick PO. Already have a PO and want to add items from a packing slip? Use Packing Slip Upload.
➡️Video Tutorial
Watch this quick video to see the whole process. Or follow the written steps below.
➡️ Step 1: Upload your PDF
Go to Procurement > Purchasing > Purchase Orders.
In the row of options, click File Upload.
Select the PDF you want to upload and click Upload.
The AI will start processing your PDF. You’ll see a message when it’s done, and you’ll also get an email notification.
Good to know: You can upload a PDF from a supplier, a quote, or an invoice.
➡️ Step 2: Review your draft PO
When the message says it’s completed, click View PO.
Check the details: the PO number, the materials that were uploaded, and the prices.
Your PO is created as a draft, and you’ll see “Ply imported” on it.
⚠️ Important: The AI imports everything it finds in the PDF. If the file includes prices, they come in too. If it only has material names and quantities, prices will be empty and you can add them in the next step. Always review AI-generated POs before sending; a quick check makes sure nothing was missed or misread.
➡️ Step 3: Complete the PO details
Click the three dots (⋯) of the PO and select Edit.
Fill in or adjust the details you need:
PO number: change it if you want to use your own.
Ship To: set where the materials are going.
Job: link the PO to a job.
Required by: adjust the date you need the materials.
Vendor: select your supplier. If you don’t have it yet, you can add a new one from here.
In the materials section, you can check each material’s cost and quantity.
To change a unit cost or a quantity, edit it directly in that row.
To add a note or delete a material, click the settings icon of that row.
You can also set up the taxes and the shipping.
🚨 Ordering from Ferguson? Select “Ferguson Integrated”, not plain “Ferguson.” Only the integrated option routes the PO through the Ferguson integration. The plain option sends it as a regular email.
➡️ Step 4: Send the PO to your supplier
Once everything looks right, click Update PO and send it to your supplier.
That’s it! Whenever you get a PDF from a supplier, a quote, or an invoice, you can do the same and have your PO ready in a couple of minutes. When the materials arrive, receive and reconcile the PO as usual. See How to Receive Materials in a Purchase Order.
➡️ Best practices
✅ Review every line before sending.
The AI reads item names exactly as they appear on the supplier’s document, so a part your supplier names differently can come in as a new material instead of the one already in your catalog.
✅ Use clean, readable PDFs.
The AI works best when each item has its own row with clear columns for name, quantity, and price.
✅ Double-check the vendor.
The supplier on the PDF isn’t always set automatically, so confirm the Vendor field before you send.
➡️ Common issues & fixes
“The uploaded file could not be processed. Please try again.”
Try these, in order:
Make sure the file extension is lowercase
.pdf(not.PDF).Check for very long item descriptions. These can be rejected when Ply creates the material in your connected FSM. Shorten that line in the file, or create the PO manually.
Re-upload the same PDF.
Still stuck? Reach out to support.
“Only some of the items from my PDF were added.”
Check that each item has its own row with name, quantity, and price, then re-upload. You can also add missing items manually with Add Materials.
“The AI created new materials instead of using the ones in my catalog.”
Replace those lines with the matching catalog material before sending. If you want to link lines to your catalog as you go, create the PO first (or a Quick PO) and use Packing Slip Upload instead. Already have duplicates? Combine them with Materials Merge.
“I get ‘Something went wrong. Please try again or contact support.’ when I save or send the PO.”
Make sure the supplier contact has an email saved. Go to the supplier’s profile, open the contact, and add one. If your vendor doesn’t take orders by email, a placeholder like [email protected] works.
➡️ FAQs
What kind of files can I upload?
Supplier PDFs, quotes, and invoices that list materials and quantities. PDF works best.
Why are the prices empty on my PO?
Your PDF didn’t include prices. Add them in the materials section when you edit the PO.
What’s the difference between File Upload and Packing Slip Upload?
File Upload creates a new PO from a document. Packing Slip Upload adds items to a PO you already have and lets you match each line to an existing catalog material first.
Can I include materials from more than one supplier?
No, a PO is tied to a single supplier. Create a separate PO for each one.
Still Need Help?