Receiving materials through a Purchase Order in Ply helps you keep your inventory accurate and updated. Whether you receive the full order or just part of it, here’s how to properly receive and reconcile a PO.
✅ 1. Go to Your Purchase Orders
- Navigate to the Purchasing section.
- Locate the PO you want to process.
- Click the three dots (⋯) next to the PO to manage it.
🔄 2. Change the PO Status
Before you can reconcile, you’ll need to update the PO’s status:
- Click Change Status
- Select one of the following:
- Received – if the entire order has been delivered
- Partially Received – if only part of the order arrived
- Paid – if you've already paid for the PO and are now ready to receive materials
This will activate the Reconcile option.
🧾 3. Reconcile the Materials
- Here you can: click the three dots (⋯) again and select Reconcile. OR go to the status tab on the top.
- Enter the actual quantities received for each item
This step ensures your inventory reflects what physically arrived, not just what was ordered.
📄 4. Confirm and Generate Receipt
Once the quantities have been reviewed and adjusted:
- Click Confirm
- The system will generate a receipt summary and update your inventory levels automatically
ℹ️ When Can You Reconcile a PO?
You’ll be able to reconcile a Purchase Order when its status is:
- ✅ Paid
- ✅ Partially Received
- ✅ Received
If your PO is still marked as Draft, make sure to update its status first so the Reconcile option becomes available.
🎥 Want to See It in Action?
Here’s a quick video tutorial that walks you through the process: