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.
⚠︎ 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 a 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.
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.
⚠︎ 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. Double-check vendor pricing before posting.
⚠︎ The Create purchase order and Allow technicians to send POs of permitted PO types permission is required to use this feature. Please contact the account administrator on your team.
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.
a. In ServiceTitan Mobile, the technician creates a purchase order directly from the job screen for parts needed on the current job.
b. The office can review POs created from the field, send them to vendors, and track fulfillment from Inventory > Purchase Orders.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
a. Create specific pricebook material items for each refrigerant type your technicians handle. Set accurate costs and assign them to a dedicated "Refrigerants" subcategory.
b. To track cylinder serial numbers, you can create a "Refrigerant Usage Log" form with fields for refrigerant type, quantity, cylinder serial number, and a photo of the cylinder label. Set the form trigger to fire on HVAC job types.
c. Set up a "Task Used" alert for your refrigerant pricebook items. Route the alert to your Safety Officer or Operations Manager.
⚠︎ If using the form-based approach, ensure the form is assigned to Jobs (not just Locations) — forms assigned only to Locations do not appear in the Form Submissions report, which breaks your audit trail.
a. Go to Reports > Create Report, select the Invoice Items template, and filter by your Refrigerants subcategory. Include these columns: Item Name, Quantity, Customer Name, Location Address, Job Date, and Technician.
b. Compare ServiceTitan usage records to physical cylinder inventory regularly to ensure reporting accuracy for EPA audits.
a. Create a task in Task Management named "Warranty Call with Parts" and assign it to the person responsible for warranty processing.
b. The technician adds the warranty parts from the Materials section and attaches documentation (screenshots, photos). The email notifies the person responsible for materials in the warehouse or office that there is a part used that they need to receive from the technician to return it for a credit to the vendor.
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.