How can we help? 👋

🛒 Purchase Orders | Special Order & Custom Material Items

With this release, you can now create custom material line items directly within a Purchase Order. These items are tracked in inventory but are flagged as a special order item, perfect for one-time purchases or materials you don’t want to keep as regular stock.

 

How to add a special order/custom material in a PO

 
  1. Go to Purchasing > Purchase Orders.
  1. Click Create New.
  1. Fill in the basic PO information (supplier, job, required by date, etc.).
  1. Under Add Item, select Create new material.
Notion image
 
  1. Toggle Set as special order item.
Notion image
 
  1. Enter the material details (name, description, quantity, unit cost, etc.).
 
Notion image
 
  1. Save and send the PO as usual.
 

What happens after creation

 
  • The material will appear in the PO with a “Special Order” tag.
Notion image
 
  • It will also show in the catalog as inactive until the PO is received and reconciled.
Notion image
 
  • When the PO is reconciled, the material will appear in the stock location or job where it was received showing the “Special Order” tag.
Notion image
 

How it behaves in inventory

 
  • Once the special order material is consumed (used in a job or marked as transferred/consumed), it will remove itself from inventory and deactivate in the catalog automatically.
  • This ensures that one-time items don’t clutter your catalog or inventory long-term.
  • If needed, you can edit the item later and remove the “special order” flag to turn it into a regular material.
 

Example use case

You need to order a unique replacement part that’s not in your catalog and may never be ordered again.

 
  • Add it as a special order material in the PO.
  • Reconcile it into your stock or directly into the job.
  • Once consumed, it disappears automatically from your active inventory.
 

Video Tutorial

 

✅ This feature gives you flexibility to handle ad-hoc or one-time purchases without bloating your catalog, while still ensuring everything is properly tracked through Ply.

 
Did this answer your question?
😞
😐
🤩