---
title: "Track budget costs in inventory transactions"
slug: "track-budget-costs-in-inventory-transactions"
updated: 2026-10-15T00:45:45Z
published: 2026-10-15T00:45:45Z
canonical: "help.servicetitan.com/track-budget-costs-in-inventory-transactions"
---

> ## 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.

# Track budget costs in inventory transactions

## Overview

Budget codes are used on inventory transactions to help track job costs and are based on the estimate line items linked to the *Project*. These codes can be seen on *Purchase Orders*, *Returns*, and *Receipts*, helping teams match materials to the correct part of a job and manage budgets more accurately.

---

### [Track budget costs in inventory transactions Video](https://fast.wistia.net/embed/iframe/6kenclohlf?web_component=true&seo=true&videoFoam=false)

#### Who uses this feature

- Administrators, office employees, managers, accountants, bookkeepers, dispatchers, and customer service representatives (CSRs)
- Primarily for Commercial Service, and Commercial Construction business types

#### Feature configuration

- This feature is currently in Private Preview and available for specific accounts. It is subject to change. If you want to enable this feature for your account, join the waitlist here.

## Assign the budget cost to a purchase order

1. Select the project you want to add a purchase order (PO) to.
2. From the side menu, click **Purchasing**.
3. In the *Purchasing* section, click **Add Purchase Order**.![A cursor clicking Add Purchase Order from the Project screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-drftwktj.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
4. On the *Create Purchase Order* screen that opens, enter the purchase order's details:
  1. **Job Number:** Enter the job record number associated with the PO.
  2. **Business Unit:** Select a business unit associated with the PO. For more information on how to set up business units, see [Add and edit business units](/construction/docs/add-and-edit-business-units-3).
  3. **Vendor:** Select a vendor from where you want to procure the PO items. To set up vendors, see [Set up vendors](/construction/docs/set-up-vendors-2).
  4. **Order Type:** Select a purchase order type for the PO. For more information on how to set up PO types, see [Set up purchase order types](/construction/docs/set-up-purchase-order-types).
  5. **Technician:** Select technicians associated with the PO. For job-related PO, we recommend you select a technician who is assigned to the job. For more information on how to set up technicians, see [Add and manage technician profiles](/construction/docs/add-and-manage-technician-profiles-1).
  6. **Vendor Document Number:** Enter the vendor document number on the *Receipt*.

> [!NOTE]
> **Note:** This step is required for Intacct customers. For all other customers, this is optional.
  7. **Impact to the Technician Payroll:** If you want your payroll settings to apply to the technicians attached to the PO, select the checkbox.
  8. **Files Attached:** You can attach a file related to the PO.

> [!TIP]
> **Tip:** To delete the attached file, click **Remove** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-yja2nog9.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D).
  9. **Project Labels:** Select a project label that is related to the PO.

> [!TIP]
> **Tip:** To add more than one project label, click **Add Another Label**.
  10. **Budget Code (for tax and shipping):** Assign a budget code to the PO. For more, see [Manage and create a cost code and type](/construction/docs/track-budget-costs-in-inventory-transactions#manage-and-create-a-cost-code-and-type).

> [!NOTE]
> **Note:** This field specifically applies to tax and shipping-related budget codes.

![The order Details section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-jf92hw0z.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
5. Enter location details:
  1. **Inventory Location:** Select the inventory location where the items in the PO are stored. If you are purchasing inventory items, you can set up an inventory location. This location holds the inventory items.
  2. **Ship To:** Where the PO items are shipped:
    1. **Warehouse:** Select a warehouse address if you want to restock it with the PO items.
    2. **Vendor counter pick:** No shipping is needed because the PO is being picked up or purchased at the location.
    3. **Job address:** Select job-related POs.
    4. **Technician's home address:** You can select a technician's home address if a technician is attached to the PO.
6. Enter date details:
  1. **Date Created:** The system automatically generates the date when you created the PO.
  2. **Required By:** Set the date when the PO is required to be completed by.

> [!NOTE]
> **Note:** The Required Date of the PO must be set before the created and sent dates of the PO.
7. (Optional) In the **Memo** field, enter a memo for the vendor.![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-tfqy34og.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
8. In the *Item List* table, use the item code, description, or vendor part number to find the items you want to add to the PO.
9. After you add the item, enter or review the item details:
  1. **Item:** To add an item, you can search by item code or description. You can also select the item you want from the dropdown list.

> [!NOTE]
> **Note:** You can only add material or equipment items to POs.
  2. **Inventory:** When you select an item, this field will be automatically populated. It indicates if the item is trackable.
  3. **Item Description:** When you select an item, this field will be automatically populated from Pricebook.

> [!NOTE]
> **Note:** This field is editable.
  4. **Assembly:** Add an assembly to group commonly used items together and link them to your POs.

> [!NOTE]
> **Note:** You can add an assembly if you have already created it in *Settings*. For more, see [Create, edit and manage Assemblies in ServiceTitan](/construction/docs/create-edit-and-manage-assemblies-in-servicetitan).
  5. **Vendor Part number:** You can search by vendor part number. If an item already has a vendor part number in the Pricebook, it auto-populates based on the vendor.
  6. **ST Part Number:** When you select an item, this field will be automatically populated from the Pricebook item code.
  7. **Budget Code:** Select a budget code for your item. For more, see [Select budget codes for items](/construction/docs/track-budget-costs-in-inventory-transactions#select-budget-codes-for-items).
  8. **Qty:** Enter the quantity you want to purchase.
  9. **Unit Cost:** When you select an item, this field will be automatically populated based on the vendor. If there is no cost set up for the vendor, enter the cost.
  10. **Total:** The total value of the line item.

> [!TIP]
> **Tip:** You can click **+ Add Item** or **Add Assembly** to add more items or an assembly.
10. In the **Tax** field, enter the tax percentage or amount.

> [!NOTE]
> **Note:** The *Subtotal* and *Total* fields are automatically calculated based on the item amount, tax rate, and shipping cost entered.
11. In the **Shipping Cost** field, enter the shipping cost of the item.
12. When you're finished adding information and items to the PO, do one of the following:![Image showing options for saving.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-rl4jensk.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
  1. Click **Create** to create the PO in pending status.
  2. To send the PO to the vendor, from the **Arrow** dropdown field, select the format you want to use to send it.
  3. To set the *PO status to Sent* without sending it to the vendor, from the **Arrow** dropdown field, select **Create as Sent**.
  4. To send the PO to a specific vendor recipient, from the **Create** dropdown field, select **Create and Select Recipients**.

## Manage and create a cost code and type

The **Budget Code** field is automatically populated based on the default settings; however, you can manually update it if needed:

1. From the **Cost Code** dropdown, select the relevant code for your item.
2. From the **Cost Type** dropdown, select the relevant cost type for your item.![Image showing the Cost Type dropdown field.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-nn6cd71v.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)

To create a new cost code or type:

1. From the **Cost Code** or **Cost Type** dropdown, click **Add Item**.![A cursor clicking Add Item.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-13wrcdp2.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)The corresponding pop-up opens.
2. From the **Parent** dropdown, select an existing parent code if you want to group this cost code under a broader category.
3. In the **Code** field, enter a unique identifier for the cost code.
4. In the **Description** field, provide a brief description that explains what the cost code represents.
5. Enable the **Project Specific Cost Code** or **Type** option if the cost code or type should be available only within a specific project.![Image showing the Create Cost Code screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-02wzo693.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
6. When finished, click **Create**.

## Select budget codes for items

1. From the **Cost Code** dropdown, select the relevant code for your item.
2. From the **Cost Type** dropdown, select the relevant cost type for your item.![Image showing the Budget Code column under the Item List section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-tu6yaacn.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)

> [!TIP]
> **Tip:** Click **Add Item** to create a new cost code or cost type.

![A cursor clicking Add Item to create a new cost type or code.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-wwlqjlkh.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)

## Assign the budget cost to a return

1. Select the project you want to add a return to.
2. From the side menu, click **Purchasing**.
3. In the *Purchasing* section, click **Add Return**.![A cursor clicking Add a Return on the Project record screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-n3zzeak7.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
4. On the *Create Return* screen that opens, enter return details:![Image showing the Return details section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-ze4q7mlj.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
  1. **Job #:** Select the job number the item was initially procured for.
  2. **Purchase Order #:** Select the purchase order (PO) number when the item was procured.

> [!NOTE]
> **Note:** When completing a return, you can add the PO number but it isn't required. If you add a PO number to the return, then you will only be able to return items that are on that purchase order.
  3. **Type:** Select the return type.
  4. **Business Unit:** Select a business unit to return. For more information on how to set up business units, see [Add and edit business units](/construction/docs/add-and-edit-business-units-3).

> [!NOTE]
> **Note:** If this PO is related to a job then the business unit (BU) will be the same as the job BU.
  5. **Vendor:** Select the vendor you want to return the item to. To set up vendors, see [Set up vendors](/construction/docs/set-up-vendors-2).
  6. **Reference Number:** Enter the unique reference number for the return.
  7. **Inventory Location:** Select the inventory location where the item is being returned from.

> [!NOTE]
> **Note:** The *Inventory Location* field will not be required if the *Job #* field is filled in.
  8. **Project Labels:** Select the project label to align return costs with budgets.

> [!NOTE]
> **Note:** You can automatically use the pricebook label if no specific label is set. Also, project labels can be added at both document and item levels.

> [!TIP]
> **Tip:** Click **Clear** to delete the project label.
  9. **Return Date:** Select the date you want to make the return.
  10. **Budget Code (for tax, shipping, and restocking fees):** Assign a budget code to a return. For more, see [Manage and create a cost code and type](/construction/docs/track-budget-costs-in-inventory-transactions#manage-and-create-a-cost-code-and-type).

> [!NOTE]
> **Note:** This field specifically applies to tax, shipping, and stocking fees related to budget codes.
  11. **Memo:** You can enter a note not visible to the vendor.
5. In the *Item List* table, use the item code, description, or vendor part number to find the items you want to add to the return.
6. After you add the item, enter or review the item details:
  1. **Item:** To add an item, you can search by item code or description. You can also select the item you want from the dropdown list.
  2. **Inventory:** When you select an item, this field is automatically populated. It indicates if the item is trackable.
  3. **Item Description:** When you select an item, this field is automatically populated from Pricebook.

> [!NOTE]
> **Note:** This field is editable.
  4. **Vendor Part number:** You can search by vendor part number. If an item already has a vendor part number in the Pricebook, it auto-populates based on the vendor.
  5. **Project Labels:** Select the project label specific to the item.
  6. **Budget Code:** Select a budget code for your item. For more, see [Select budget codes for items](/construction/docs/track-budget-costs-in-inventory-transactions#select-budget-codes-for-items).
  7. **Qty:** Enter the quantity you want to return.
  8. **Cost:** Enter the cost of the item you want to return.

> [!TIP]
> **Tip:** To add multiple items on one return, click **Plus**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-cbk4pyvm.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)and then use the item code, description, or vendor part to find the item you want to be on the return. To remove the item from a return, click **Delete**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-nwuizqt8.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D).
7. In the **Tax Rate** field, specify the applicable sales tax rate for the item you want to return.

> [!NOTE]
> **Note:** The *Subtotal* and *Total* fields are automatically calculated based on the item amount, tax rate, shipping cost, and any restocking fee entered.
8. In the **Shipping Cost** field, enter the cost associated with shipping the item back.
9. In the **Restocking Fee** field, indicate any restocking fee charged by the vendor for the return.
10. When finished, click **Save**.

## Assign the budget cost to requisitions

1. To create an item requisition:
  1. Select the project you want to add a requisition to.
  2. From the side menu, click **Purchasing**.
  3. In the *Purchasing* section, click **Add Requisition**.
2. To create an install requisition:
  1. Go to the navigation bar and click **Inventory** or **Purchasing**.
  2. In the side menu, click **Requisitions > Install**.
  3. On the Requisition screen that opens, click **Create New**.
3. On the *Create Requisition* screen that opens, enter requisition details:![Image showing the Requisition details screen.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-4ym1oh9j.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
  1. **Requisition Name:** Enter a short name that describes the requisitioned items, project, or job.
  2. **Project #:** Select a project number if it's not already selected.

> [!NOTE]
> **Note:** If you started this requisition from a project, the project number is already selected. For more, see [Requisition items for a job or project](/construction/docs/requisition-items-for-a-job-or-project).
  3. **(Optional) Business Unit:** If you have more than one business unit, select the business unit that will work on the project or job associated with the requisition.
  4. **Technician:** Select the technician who will perform the work.
  5. **Warehouse:** Select the location where procured items are sent and stored for the project or job.
4. In the *Item List* table, use the item code, description, or vendor part number to find the items you want to add to the return.
5. After you add the item, enter or review the item details:
  1. **Item:** To add an item, you can search by item code or description. You can also select the item you want from the dropdown list.
  2. **Item Description:** When you select an item, this field is automatically populated from the pricebook.

> [!NOTE]
> **Note:** This field is editable.
  3. **ST Part #:** When you select an item, this field will be automatically populated from the Pricebook item code.
  4. **Project Labels:** When you select an item, the associated project label is automatically applied to the requisition item from either *Estimate items* or *Pricebook SKUs*.

> [!NOTE]
> **Note:** This field is editable.
  5. **Budget Code:** Select a budget code for your item. For more, see [Select budget codes for items](/construction/docs/track-budget-costs-in-inventory-transactions#select-budget-codes-for-items).
  6. **Quantity Requested:** Enter the quantity you need for requisition.
  7. **Procurement Source:** From the **Procurement Source** dropdown, select the procurement source of an item.

> [!TIP]
> **Tips:**
> 
> 1. Click **Truck**, **Warehouses**, **Mobile Storages**, or **Vendors**, to select the procurement source from the relevant list.
> 2. Click the **Quantity Available to Pick** to see more details about the inventory item numbers.
  8. **Ship To:** Select where you want to ship the selected item.

> [!NOTE]
> **Note:** This field is active if you select a vendor as the procurement source.
6. When finished, click **Create**.

## View and edit the budget code on the receipt record

You can view the budget code on the *Receipt* record under the *Vendor Invoice Details* section.

![Image showing the budget code on the Receipt record under the Vendor Invoice Details section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-ijeoo0jt.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)

You can also view the budget code for each item within the *Receipt record*, under the *Receipt Items* section.

![Image showing the budget code for each item within the Receipt record, under the Receipt Items section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-8i7qk09n.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)

> [!NOTE]
> **Note:** You can also assign budget codes to non-PO vendor bills and credits to associate costs not tied to a requisition to the project budget. For more, see [Assign budget code to non-PO vendor bills and credits.](/construction/docs/manage-project-financials-using-budget-codes#assign-budget-code-to-nonpo-vendor-bills-and-credits)

To edit a budget code on the receipt record:

1. Go to the navigation bar and click **Inventory** or **Purchasing**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-inventory-inactive.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D).
2. From the side menu, select **Receipts**.
3. On the *Receipts* screen that opens with a list of your receipts, select the receipt you want to edit.
4. On the receipt record that opens, from the **Actions** dropdown, select **Edit**.
5. Along with the *Vendor Document Number*, *Date Received*, and *Memo* fields, you can update the *Budget Code* fields in both the *Vendor Invoice Details* and *Item List* sections.![Image showing the field where you can update budget codes.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/track-budget-costs-in-inventory-transactions-image-8nk7h9gw.png?sv=2026-02-06&spr=https&st=2026-10-31T02%3A38%3A57Z&se=2026-10-31T03%3A38%3A57Z&sr=c&sp=r&sig=vA580V63IM351wkdoVoyh%2F%2ByN8boV72nOfhbzLuBaeE%3D)
6. After making necessary updates, click **Save**.

## Want to learn more?

- See [Budget Codes overview](/construction/docs/budget-codes-overview)
- See [Manage project financials using budget codes](/construction/docs/manage-project-financials-using-budget-codes)