--- title: "Manage Parts & Purchase Orders" slug: "manage-parts-and-purchase-orders" updated: 2026-05-11T16:51:10Z published: 2026-05-11T16:51:10Z --- > ## 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 · INVENTORY & PURCHASING
Manage Parts & Purchase Orders

Keep your trucks stocked, your warehouses organized, and your purchasing efficient so techs always have what they need on every job.

Jump to:
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. Once approved, the system generates a PO number and moves it to the Pending tab as an active purchase order.

⚠︎ If the PO is created from a project, the PO's business unit must match one of the project's assigned business units.

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.

Receive items from a purchase order

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.

⚠︎ 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 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. Double-check vendor pricing before posting.

Create a purchase order from the field

⚠︎ In the Field Mobile App or ServiceTitan Mobile app, the technician creates a purchase order directly from the job. The office receives a notification to review and send the order. Technicians need the Create purchase order permission enabled to create POs from mobile.

Field Mobile App workflow

a. From the Field Mobile App, open the job and tap Add > Purchase Order.

b. On the Create PO screen, tap Add next to Order Details. Enter the details then tap Save Details.

c. On the Create PO screen, tap Add next to Item List. Enter the details then tap Add to PO.

d. Back on the Create PO screen, tap Create PO. To send the PO, on the PO Summary screen tap Send PO.

ServiceTitan Mobile (legacy field app) workflow

a. From ServiceTitan Mobile, open the job and tap Purchase Order > Add.

b. Enter the PO details then tap Save.

c. Alternatively, the technician can create a requisition for parts needed by tapping Invoice > Request Items. The office converts the requisition into a purchase order, sends it to the vendor, and tracks fulfillment.

Receive items from the field

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.

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.

Process a vendor return

a. Once the vendor confirms receipt, update the return status in ServiceTitan. The vendor credit is created and ready for export to your accounting system.

b. Add the vendor credit to a batch in Accounting > Batch / Export Transactions and post it.

⚠︎ Canceled POs cannot be reopened. If you need to re-order from a canceled PO, use the Copy action from the PO's Actions dropdown to create a replacement.

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.

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.

Replenish truck stock
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.

Request parts for a job

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.

Fulfill a parts request

a. Review incoming requisitions in Inventory > Requisitions > Item (under the Requisition section). Check availability across warehouse and truck locations.

b. Fulfill from stock using a transfer, or create a new PO if the item needs to be ordered from a vendor.

Run an inventory cycle 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.

Compliance & Vendor Warranties
File a warranty claim with a vendor

a. Create a task in Task Management named "Warranty Call with Parts". Set the due date, set Source to Email, and assign it to the person responsible for warranty processing.

b. Ensure the assigned employees have access to the new task. The technician adds the warranty parts from the Materials section to the task and attaches documentation — a screenshot of the invoice or a note identifying which parts should be under warranty.

c. The materials owner is notified by email to receive the parts back from the technician and process the return with the vendor for credit.

Apply a vendor credit to your account

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.

Measure the impact
Efficiency
PO fulfillment time
Track by comparing PO created date vs. received date. Faster PO-to-receipt time means techs get parts sooner and jobs don't stall.
Inventory > Purchase Orders > Received > compare Created and Received dates ↗
Accuracy
Inventory variance rate
Track via cycle counts. Low variance means your digital inventory matches reality — critical for job costing accuracy.
Inventory > Inventory Counts > review completed counts for discrepancy totals ↗
Cost Control
Vendor return rate
Track in the Returns section. High return rates may indicate ordering errors or vendor quality issues.
Inventory > Returns > review count and total dollar value of returns by vendor ↗
Truck Stock
Stockout incidents per week
Track via requisitions. Fewer stockouts mean techs can complete jobs on the first visit.
Inventory > Requisitions > Item > filter by date range ↗