--- title: "Manage Parts & Purchase Orders" slug: "manage-parts-purchase-orders-1" updated: 2026-10-15T01:37:35Z published: 2026-10-15T01:37:35Z canonical: "help.servicetitan.com/manage-parts-purchase-orders-1" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage Parts & Purchase Orders SERVICETITAN · PURCHASING & INVENTORY **Manage Parts & Purchase Orders** Keep your trucks stocked and your warehouse organized. Order parts, track inventory, and manage vendor returns so every Job has what it needs. Jump to:[Purchase Orders](/commercial/docs/manage-parts-purchase-orders-1#p1)[Manage Inventory](/commercial/docs/manage-parts-purchase-orders-1#p2)[Warranties & Credits](/commercial/docs/manage-parts-purchase-orders-1#p3)[Measure Impact](/commercial/docs/manage-parts-purchase-orders-1#kpi) **Create & Manage Purchase Orders** **Create a purchase order** **a.** Go to **Inventory** > **Purchase Orders**. Click **Create New**. **b.** Enter the job number, Business Unit, vendor, order type, and technician. Set the inventory location, ship-to address, and required-by date. **c.** Add items using item code, description, or vendor part number. Set quantities and costs. Click **Create**. ⚠︎ If PO Approval Tiers are configured, users whose purchase order exceeds their assigned tier limit must click **Submit for Approval** instead of creating the PO directly. The request remains in Pending status under the Requests tab until an authorized approver approves or rejects it. ⚠︎ If the PO is created from a project, the PO's business unit must match one of the project's assigned business units. [Create purchase orders](/commercial/docs/create-purchase-orders-2) **Send a purchase order to a vendor** **a.** Open the PO from the **Pending** tab. From the **Send As** dropdown, choose PDF, XLS, or electronic delivery (for vendors with Full Procurement Integration). ⚠︎ Electronic delivery is only available for vendors set up with the Full Procurement Integration (P2P). For all other vendors, use PDF or XLS. **b.** To send in bulk, select multiple POs from the Pending tab and click **Send PO**. Choose the format and recipients for each vendor. [Send purchase orders to vendors](/commercial/docs/send-purchase-orders-to-vendors) **Receive items from a purchase order** ⚠︎ Inventory quantity does not increase until the Receipt is posted. If techs are selling parts before the Receipt is recorded, you will get negative inventory balances. **a.** Open the PO from the **Sent** tab. Click **Receive** to record the shipment. Enter the quantities received for each item. **b.** For partial shipments, receive only the items that arrived. The PO moves to **Partially Received** status until all items are fulfilled. **c.** When items are received, a Receipt is created. Depending on your settings, a Bill may be automatically created at the same time. If "Automatically create bill when PO is received" is disabled, you will need to create the Bill separately when the vendor Invoice arrives. ⚠︎ A wrong price on the vendor Bill permanently alters the Weighted Average Cost (WAC) for that SKU. Corrective paths include editing the bill cost directly or manually updating the average cost in the Pricebook. [Receive purchase orders](/commercial/docs/receive-purchase-orders) **Create a purchase order from the field** ⚠︎ The **Create purchase order** and **Allow technicians to send POs of permitted PO types** permission is required. Contact the account administrator on your team. **Field Mobile App workflow** **a.** Open the job in the Field Mobile App and tap **Add** > **Purchase Order**. **b.** Tap **Add** next to *Order Details*. Enter the PO details then tap **Add to PO**. **c.** Go back to the *Create PO* screen and tap **Create PO**. On the *PO Summary* screen tap **Send PO**. **d.** The office can review POs created from the field, send them to vendors, and track fulfillment from **Inventory** > **Purchase Orders**. [Create, send, and edit purchase orders in the ServiceTitan Field Mobile App](/commercial/docs/create-send-and-edit-purchase-orders-in-the-servicetitan-field-mobile-app) **ServiceTitan Mobile (legacy) workflow** **a.** In ServiceTitan Mobile, open the active job. **b.** Create a purchase order from the job. Search for the materials needed and add them to the order. **c.** Select the vendor and confirm the quantities. Submit the purchase order — the office team receives a notification to review and send it. [Send and receive purchase orders in ServiceTitan Mobile](/commercial/docs/send-and-receive-purchase-orders-in-servicetitan-mobile) **Receive items from the Inventory Mobile App** **a.** Open the Inventory Mobile App and tap **Purchase Orders** or **Receive**. Select the PO, tap **Start Receiving**, scan the barcode, enter the quantity, and tap **Confirm**. **b.** The Inventory module provides real-time stock updates for each inventory location across trucks and warehouses. ⚠︎ The Inventory Mobile App is a separate app from ServiceTitan Mobile and the Field Mobile App. It must be enabled at **Settings** > **Inventory** > **Configuration**, and users need the **Access Inventory Mobile App** permission. [Get started with the Inventory Mobile App](/commercial/docs/get-started-with-the-inventory-mobile-app)[Receive purchase orders in the inventory mobile app](/commercial/docs/receive-purchase-orders-in-the-inventory-mobile-app)[Itemized barcode scanning in the inventory mobile app](/commercial/docs/itemized-barcode-scanning-in-the-inventory-mobile-app) **Return items to a vendor** **a.** Go to **Inventory** > **Returns** (under the Purchase section). Click **Create New**, select the vendor and items, and optionally link to the original PO. **b.** Mark the return as **Returned** when items ship back. Mark **Credit Received** when the vendor issues the credit. [Create and complete a return](/commercial/docs/create-and-complete-a-return) **Manage bills and receipts for purchase orders** **a.** Go to **Inventory** > **Receipts** to view all receipts generated when POs are received. Each partial or full receipt creates a unique receipt record. **b.** Go to **Accounting** > **AP** > **Bills** to manage vendor bills. If a bill was auto-created on receipt, review it for accuracy. If not, create the bill manually when the vendor invoice arrives. **c.** For full procurement (P2P) customers, use **3-Way Match** to compare the PO, Receipt, and Bill. Configure variance thresholds to auto-approve small differences (e.g., under $5). ⚠︎ A wrong vendor bill price permanently alters the Weighted Average Cost (WAC) for that SKU. The only corrective path is editing the bill cost. Always verify bill amounts before posting. [Create bills for purchase orders](/commercial/docs/create-bills-for-purchase-orders)[Find vendor bill discrepancies with 3-Way Matching](/commercial/docs/find-vendor-bill-discrepancies-with-3-way-matching) **Track & Manage Inventory** **Adjust your inventory counts** **a.** Go to **Inventory** > **Adjustments** (under the Manage section). Click **Create New** to add or remove quantities at a specific location. **b.** Use adjustments to correct discrepancies, convert units (e.g., refrigerant jugs to pounds), or write off damaged stock. [Adjustments overview](/v1/docs/adjustments-overview) **Transfer inventory between locations** **a.** Go to **Inventory** > **Transfers** (under the Manage section). Click **Create New** to move items between warehouses, trucks, or any combination of locations. **b.** The receiving location picks and confirms the transfer. Both locations update automatically. [Item transfer workflow](/commercial/docs/inventory-item-transfer-workflow) **Request parts for a job (Requisitions)** **a.** From the ServiceTitan Mobile App, create a requisition for materials or equipment needed on the current job. **b.** The office receives the request and can procure items via PO or fulfill from warehouse stock via transfer. [Inventory requisition and invoice closeout](/commercial/docs/inventory-requisition-and-invoice-closeout-home) **Replenish truck inventory** **Replenish through Purchase Order** **a.** Go to **Inventory** > **Replenishment**. Select the **Truck** or **Warehouse** tab. **b.** Select the replenishment records for the items you need to order. **c.** Click **Create** to generate a replenishment PO, or use **Create and Send** to send it directly to the vendor. **d.** The PO is created and follows the standard PO workflow — send, receive, and process the bill. **Replenish through Transfer** **a.** Go to **Inventory** > **Replenishment**. Select the **Truck**, **Warehouse**, or **Mobile Storage** tab. **b.** Select the replenishment records for the items you want to transfer and click **Create**. **c.** The transfer is created in Pending status on the **Inventory** > **Transfers** page. **d.** Select the pending transfer and click **Pick Items** to move it to Picked status. **e.** Select the picked transfer and click **Receive Items** to complete it. **f.** The system automatically updates item locations to keep Job Costing and inventory tracking accurate. [Replenish items with purchase orders](/commercial/docs/replenish-items-with-purchase-orders)[Replenish items using transfers](/commercial/docs/replenish-items-using-transfers) **Run an inventory count** **a.** Go to **Inventory** > **Inventory Counts**. Click **Create New**, then select **Cycle Count**. **b.** Choose either a single **Inventory Location** or an **Inventory Template** to count across multiple locations. **c.** Optionally filter items by Qty On Hand, Vendor Cost, or Usage Volume to narrow the count scope. **d.** Click **Generate Item List** and select the specific items you want to count. **e.** Assign a **Due Date** and one or more **Employees** to perform the count. **f.** Click **Create Count**. The count appears in the Pending tab, ready to be completed. [Create cycle counts](/commercial/docs/create-cycle-counts)[Complete inventory counts](/commercial/docs/complete-inventory-counts) **Track serialized inventory** **a.** Enable serialized inventory at **Settings** > **Inventory** > **Configuration** (Inventory tab). Mark specific pricebook items for serial number tracking individually or in bulk — serialization does not apply automatically to all items. ⚠︎ Enabling serialized inventory is irreversible. Once activated, it cannot be undone. Plan carefully before enabling. ⚠︎ Items can only be serialized if their available quantity at an inventory location is not negative. Create inventory adjustments to correct negative quantities before serializing. **b.** When receiving a serialized PO, scan or enter the serial number for each unit. When a technician adds a serialized item to a job invoice in the Field Mobile App, they scan or select the serial number — the system generates an installed equipment record for each unit. [Serialized inventory](/v1/docs/serialized-inventory-home) **Manage Equipment Warranties & Vendor Credits** **Track equipment warranties** **a.** Equipment warranties (both manufacturer and service provider) are tracked at the **Installed Equipment** level on the customer's Location Record — not in the Inventory module. Go to the Customer Record > location > **Equipment** tab to view warranty start/end dates. **b.** Use the **Equipment** custom reporting datasource to run warranty reports, including fields for Warranty Reserve, Warranty Jobs Completed, and remaining warranty duration. **c.** For vendor returns of defective equipment, create a **Vendor Return** (Step 6) linked to the original PO. Track vendor credits through the return lifecycle: Pending → Returned → Credit Received. [Track and manage inventory items](/commercial/docs/track-and-manage-inventory-items-1) **Apply a vendor credit** **a.** After the vendor issues a credit for a return or warranty claim, mark the return as **Credit Received** in ServiceTitan. **b.** The vendor credit is added to your accounting Batch. Export it to apply the credit against outstanding vendor bills in your accounting system. [Create and complete a return](/commercial/docs/create-and-complete-a-return) **Measure the impact** **Fulfillment** **PO fulfillment rate** Track Sent vs. Received vs. Partially Received. A low fulfillment rate means frequent backorders or vendor delays impacting job completion. [Inventory > Purchase Orders > filter by status ↗](https://go.servicetitan.com/#/new/inventory/purchase-orders) **Accuracy** **Inventory variance rate** Compare cycle count results to system quantities. High variance signals receiving errors or unrecorded usage. [Inventory > Inventory Counts > Review tab ↗](https://go.servicetitan.com/#/new/inventory/inventory-counts) **Cost Control** **WAC accuracy & vendor bill matching** Monitor for bill price discrepancies using 3-Way Match. Wrong vendor bill prices permanently alter your Weighted Average Cost. [Accounting > Bills ↗](https://go.servicetitan.com/#/new/accounting/bills) **Efficiency** **Replenishment turnaround time** Measure time from replenishment trigger to PO receipt. Slow turnaround delays jobs and causes technicians to hoard parts on trucks. [Inventory > Replenishment ↗](https://go.servicetitan.com/#/new/inventory/replenishment) Formal documents sent to vendors to authorize purchasing materials or equipment, tracked against specific jobs in ServiceTitan. **What it does:** Controls material spend by requiring approval for purchases and matching POs to job costs for accurate job profitability tracking. **Also called:** Material orders, Vendor orders **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) **a.k.a.** PO The core work record in ServiceTitan representing a service request, containing appointments, invoices, estimates, and notes. **What it does:** Acts as the operational and financial center of gravity for all work performed — everything is tied to a Job. **Also called:** Work order, Service ticket **Tags:** Core [Learn more →](https://help.servicetitan.com/docs/servicetitan-glossary) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) An internal division within ServiceTitan used to segment work, reporting, and accounting — for example, “Resi HVAC” vs. “Commercial Plumbing.” **What it does:** Lets multi-trade or multi-division businesses track performance, capacity, and financials separately per division. **Where to find it:** Settings › Business Units. **Also called:** Trade division, Service line, BU **Tags:** Core [Learn more →](https://help.servicetitan.com/docs/add-and-edit-a-trade-or-division) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) The finalized billing document sent to a customer after work is completed, generated from job records in ServiceTitan. **What it does:** Records all work performed and charges for accurate payment collection, financial reporting, and accounting integration. **Also called:** Bill, Work order invoice **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) ServiceTitan's product and service catalog where all items, tasks, materials, and pricing are defined and maintained. **What it does:** Ensures pricing consistency across all technicians and CSRs and enables fast, accurate estimate and invoice generation. **Also called:** Price list, Service catalog **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) ServiceTitan's iOS and Android app for technicians to manage their schedule, job details, invoices, photos, and payments in the field. **What it does:** Keeps technicians connected to the office in real time — eliminating paper, reducing back-office data entry, and enabling on-site payments. **Also called:** Field app, Tech app **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) The calculation of actual costs (labor, materials, overhead) against revenue for each job to determine true profitability. **What it does:** Shows which job types, technicians, or BUs are truly profitable after accounting for all costs, not just top-line revenue. **Also called:** Job profitability, Cost tracking **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) A physical service address associated with a customer, containing all jobs, equipment, and history for that property. **What it does:** Separates service history by property so businesses serving customers with multiple locations can track work at each site. **Also called:** Service address, Property record **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) The top-level account in ServiceTitan representing a property owner or account holder, containing all locations, jobs, and history. **What it does:** Serves as the single source of truth for all customer interactions, history, and financial data. **Also called:** Customer account, Client record **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) A batch, or invoice batch, is a set of invoices that have been audited and are ready to post. You will use the Invoice screen in ServiceTitan to create invoice batches. On the Invoice screen, you'll have access to unbatched and batched invoices. [Learn more →](https://help.servicetitan.com/docs/servicetitan-glossary) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)