When a Purchase Order (PO) is sent to a supplier, they have the ability to suggest price updates directly through email. Here's how the workflow works:
How It Works
When a PO is created and sent, the supplier receives an email notification containing the PO details along with a PDF attachment of the purchase order.
If the supplier needs to update the pricing on any of the materials, they can do so by following the steps below.
Steps for Suppliers
- Open the PO email you received from Ply.
- Download the PDF attachment included in the email.
- Edit the PDF to reflect the new pricing for the materials that need to be updated.
- Reply to the same email with the edited PDF attached.
- The system will automatically capture the updated information and apply it to the PO in Ply.
What Happens Next (For Ply Users)
Once the supplier submits the updated PDF, the PO status in Ply will change to "Contains Updates." Click View Changes to review the proposed modifications.
Changes will appear under two sections:
- Updated Items - Materials from the original PO with modified pricing or quantities.
- New Items - Materials that were not part of the original PO but were included in the supplier's updated PDF.
⚠️ Important: Match New Items Before Approving
When a supplier returns an updated PDF, the system will display item names exactly as they appear in the supplier's file, and these names will often not match the names already in your catalog. If you approve without addressing this, the system will create duplicate items in your catalog.
Before approving, you must link each new item to its corresponding material in your existing catalog. Here's how:
- Click the + icon next to the new item.
- Use the search bar to find the matching material from your catalog.
- Click Link to connect them.
- Repeat this for every new item listed.
Do not click "Approve All" until every new item has been properly linked. Skipping this step will result in duplicate entries that will need to be manually cleaned up.
Once all items are matched and reviewed, use the buttons in the top right corner of the PO to:
- ✅ Approve All - Accept all proposed changes and update the PO.
- ❌ Reject - Decline the changes if they are incorrect or need further discussion.
Alternative Option
If you already have an updated quotation document from the supplier, you can also submit it directly on the PO in Ply using the upload option. This will update the PO details for your review.
Important Notes
- The system currently only captures PDF documents - plain text emails with pricing changes will not be processed automatically.
- Make sure the supplier replies to the original PO email so the system can link the update to the correct order.