Overview
Enable inventory tracking for items to ensure your inventory is efficiently structured, tracked, and enhanced.
Who uses this feature
Office employees and technicians
Applies to all business types
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Note
If these instructions don't work for you, you may still be using the previous version of this feature. See Track inventory for more information about that version.
Things to know
If you enable the Inventory module while having the Purchasing module active, all your replenishment requests will be deleted. During the inventory setup, you need to create a list of used items through reporting and then import them into a Purchase Order Template.
When you enable inventory tracking for materials in ServiceTitan, you change them from non-inventory items to inventory. If you change the existing item numbers you will receive QB errors and new item numbers will need to be generated to prevent duplicates.
If there are purchase orders for the item in a Received status, and their Date Created is earlier than the start date of enabling the inventory tracking, these specific purchase orders will not affect the quantity of the item. You should cancel the purchase order and recreate it to accurately reflect the impact on the quantity.
Activate inventory tracking
Go to the navigation bar and click Pricebook
.From the side menu, select Materials or Equipment depending on the type of item you want to track.
Select the item you want to activate.
From the Actions dropdown field, select View/Edit Material or Equipment.
On the Edit Material or Equipment page that opens, click the Inventory Settings tab.
Select the I understand that once tracking is activated, I cannot deactivate tracking for this item option.
From the Asset Account dropdown field, select the asset account you want.
Note:
The Assets Account dropdown field only appears if you use Quickbooks Desktop.
We recommend creating one inventory asset and assigning all items to it.
Click Activate Inventory Tracking.
Note: If the item you want to activate is included on pending or completed transactions, the Create inventory item popup appears, which states that ServiceTitan will create a new inventory item and deactivate the old item.
Select an option if you want to update pending transactions with the new item, then click Create.
ServiceTitan creates a new item and deactivates the old item. The new item's code is the same as the old item's code except the new code starts with "I-" such as "I-11K49G."
Inventory tracking is now enabled for the new item.
The Open Transactions pop-up appears if the inventory tracking start date has passed and the item has been used on a transaction regardless whether it has been exported or not. The pop-up shows the impact that activating the item has on all open transactions associated with the item.
Mark items as inventory in bulk
Note: This is best practice to minimize errors and avoid confusion when making widespread changes in your Pricebook.
Go to the navigation bar and click Pricebook
.Export the pricebook. An XLSX version of your pricebook downloads to your device.
Import the pricebook to ServiceTitan to check if there are any existing errors.
After you confirm there aren't any errors:In the XLSX version of your pricebook, click the Materials or Equipment section.
Under the IsInventory column, change 0 to 1 to mark the item as inventory.
Under the AssetAccount column, enter in the Asset Type GL account name exactly as it appears in your ServiceTitan account that you wish to use to track your inventory assets.
Note: The account must be of the Asset GL account type. No other GL account type will be able to import. Ensure that you don't misspell words and remember to remove spaces at the end of words.
Repeat this process for all items you want to mark as inventory, then import the pricebook.
Note: The asset account you wish to use to track inventory should be created in both your accounting software and ServiceTitan before importing your pricebook.
For more, see Add and edit items with the Pricebook Excel template.