Everything from sending a quote request to a supplier, comparing offers, creating the PO, receiving the order (full or partial), syncing it to your FSM, and handling edge cases like returns and external purchases.

Purchasing (RFQ's & Purchase Orders)

A Ply customer has sent you a Request for Quote; here's exactly how to respond, enter your prices, and submit your bid in a few minutes.

How can suppliers submit offers for an RFQ?

An RFQ is how you ask suppliers for their best price on materials. This guide walks through the full lifecycle, from creating a request to accepting a bid and generating…

RFQ Management & Lifecycle

When a supplier isn't in Ply's portal, you can still share RFQs via a copyable link or PDF and send accepted bid confirmations the same way.

RFQ management: how to manually share a Request For Quote and send an accepted offer.

Learn how to create, send, and manage RFQs (Requests for Quote) in Ply — from submitting requests to suppliers, reviewing and comparing bids, to accepting an offer and generating a PO.

RFQs (Request For Quote)

Learn how Purchase Orders work in Ply — from creation and supplier communication to receiving deliveries and reconciling costs.

Purchase Orders

By default, only Admins and Owners can create Purchase Orders. This guide shows how to grant individual technicians permission to create POs directly, and how to revoke it when needed.

How to Enable PO Creation for Technicians

Create a custom one-time material directly in a PO; without it permanently cluttering your catalog. Once consumed, it disappears from your active inventory automatically.

Purchase Orders:  Special Order & Custom Material Items

Order new tools and equipment through the same PO workflow you use for materials;  with one key difference in how you add them to the order.

Creating Purchase Orders for Tools

Save your recurring orders as a template so you're not rebuilding the same Purchase Order line by line every time you need to reorder.

How to Save and Reuse a Purchase Order Template in Ply

Reorder or restock a kit with one click; Ply automatically expands it into all its component materials on the PO, ready to review and send.

Create Purchase Orders for Kits

Purchase Orders track every material order you place with a supplier, from creation to delivery and payment. Create them from an accepted RFQ bid, directly from the catalog, or from…

How to create and manage Purchase Orders in Ply

How to create, enable, and set up Purchase Orders for kits, tools, and special order items

Getting Started with POs

This guide covers both sides of the flow: what the supplier does to submit price changes and what the Ply user sees and needs to do to review and approve…

How to submit PO price updates as a Supplier

Order and receive materials in fractional amounts, like 2.5 ft of copper tubing or 0.75 lbs of solder, without rounding up to the nearest whole uni

Decimal quantities on Purchase Orders 🔢

Add multiple contacts to a supplier profile and choose exactly who receives the PO email when you place an order; purchasing manager, AP, logistics, or all of them at once.

Purchase Orders: add multiple vendor contacts for PO Emails

How Purchase Order Updates from Suppliers Work in Ply

How supplier price updates, vendor contacts, and decimal quantities work on Purchase Orders

Suppliers & Pricing in POs

When your order arrives, you need to reconcile it in Ply to update your stock levels. Here's the full process; from changing status to confirming the receipt.

How to Receive Materials in a Purchase Order

When receiving a serialized material on a PO, you can enter its serial number right in the reconciliation form or add it later from the Stock section. Both paths are…

Add a Serial Number during PO reconciliation.

If your Cost for Business isn't updating after reconciling a Purchase Order, this is usually due to one of the following:

Why isn't my Cost to the Business updating after reconciling a PO?

When only part of an order arrives, reconcile what's on hand now and come back for the rest later; Ply keeps the PO open until everything is received.

How to Partially Receive a Purchase Order (PO) in Ply

Track freight, customs, insurance, handling, and other extra costs on your POs so your inventory valuation reflects what materials actually cost you to land.

Landed Cost: tracking freight, duties, and other costs on Purchase Orders

How to receive, partially receive, and reconcile Purchase Orders, including serial numbers and cost updates

Receiving & Reconciliation

The Activity tab is a complete, timestamped audit trail of everything that happened on a PO;  who created it, what changed, when it was sent, received, and reconciled.

Purchase Orders:  Activity Tab

If more than one person handles purchasing, it's easy to end up ordering the same part twice, one person places an order, and someone else, not realizing it's already been…

How to check if an item is already on order (and avoid duplicate POs)

When PO-sourced material is transferred off a job back into a warehouse, Ply automatically sends an email notification so your team can post the job-level cost deduction in ServiceTitan.

Understanding the "Materials Returned to Warehouse" Notification Email

How to track PO activity, avoid duplicate orders, and handle common issues

Tracking & Troubleshooting

Send materials back to a supplier, whether incorrect, damaged, overstocked, or under warranty, and keep your inventory and records accurate.

How to Create and Manage a Returns PO

Learn how to create and manage Returns POs in Ply — send materials back to a supplier for damaged, incorrect, or excess items, and keep your inventory accurate.

Returns

Browse supplier websites like you normally would; then send items straight to your Ply catalog or create a Purchase Order in one click. No copying, no pasting.

Ply Punch-Out Chrome Extension

Browse supplier websites like you normally would, then send items straight to your Ply catalog or create a Purchase Order in one click, no copying, no pasting.

Set a margin goal and let Ply flag pricing, or automatically raise it, when supplier costs put you below target.

Margin Monitor: Set Your Profit Margins Automatically

Set a margin goal and let Ply automatically flag or raise pricing whenever supplier costs put you below target.

Margin Monitor

This toggle controls whether reconciling a Purchase Order (PO) is allowed to update an item's business cost in the catalog.

Purchase Setting: Lock Business Cost from PO Reconciliation

When you buy materials outside Ply;  at a supply house, Home Depot, or by direct phone order;  log both what you paid and what you charge your customer to keep…

How to record Cost to Business and Cost to Client for a Purchase made outside of Ply

Amazon, Home Depot, Grainger, online vendors don't integrate directly with Ply, but you can still track every purchase and keep your inventory accurate using a simple workaround.

How to Add Online Vendors (Like Amazon) in Ply

Track purchases made outside Ply, and control how those costs affect your catalog.

Managing Costs & Non-Ply Purchases

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