--- title: "Manage Parts & Purchase Orders" slug: "manage-parts-purchase-orders-2" updated: 2026-05-11T19:04:26Z published: 2026-05-11T19:04:26Z --- > ## 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 parts stocked and your purchasing organized. Create purchase orders, track inventory, manage vendor returns, and ensure your team always has what they need to complete the job.

Jump to:
Purchase & Receive Parts
Create a purchase order

a. Go to Inventory (or Purchasing) > Purchase Orders and click Create New.

b. Enter PO details: select the Vendor, Business Unit, Order Type, Inventory Location, and Ship To destination (Warehouse, Vendor counter pick, Job address, or Technician's home address). Add a job number, technician, and project labels if applicable.

c. Add line items by searching for materials or equipment by item code, description, or vendor part number. Enter the quantity and unit cost. Alternatively, click Copy Invoice Items to auto-populate items from an existing job invoice.

d. Review the order total and click Create (Pending status), or select Create as Sent if you've already communicated the order to the vendor outside ServiceTitan. To send directly, select the format from the dropdown and send to vendor recipients.

⚠︎ If the PO type is set to auto-receive, the PO moves immediately to Received status upon creation, and the corresponding bill and receipt are generated automatically.

⚠︎ For POs linked to 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).

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

⚠︎ 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.

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.

ServiceTitan Mobile (legacy) workflow

a. In the ServiceTitan mobile app, navigate to the job and tap Purchase Orders.

b. Tap Create PO. Select the vendor and add the materials or equipment you need.

c. Submit the PO. The office team receives a notification and can review, approve, and send the order to the vendor.

Receive items from the field app
Field Mobile App workflow

a. Open the job in the Field Mobile App and tap Purchase Orders in the More section of the Job tab.

b. Select the PO you want to receive then tap Start Receiving.

c. In the Receipt Photo section, tap Add and take or upload a photo of the receipt. When finished, tap Receive PO.

ServiceTitan Mobile (legacy) workflow

a. In the mobile app, open the purchase order linked to your job.

b. Tap Receive and enter the quantities for each item as they arrive on site.

c. Confirm the receipt. The truck inventory updates in real time and the office sees the updated PO status.

Match POs, receipts, and vendor bills (3-Way Match)

a. When the vendor invoice arrives, go to Accounting > AP and create a Bill. Link it to the original purchase order.

b. The system compares the PO (what you ordered), the receipt (what you received), and the bill (what the vendor charged). Discrepancies are flagged for review.

c. Resolve any variances — quantity differences, price changes, or missing items — before approving the bill for payment.

⚠︎ 3-Way Match requires the Full Procurement Integration (P2P) module. Without it, PO-to-bill matching must be done manually.

Manage Inventory
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. Go to Inventory (or Purchasing) > Returns and click Create. Enter return details: vendor, return type, business unit, inventory location, and PO number (optional). Add items to return, enter quantities, and click Save. The return is created in Pending status.

b. Update the return status through the Actions dropdown as it progresses: Mark as Sent → Mark as Returned → Mark as Credit Received.

⚠︎ If you select Warehouse as the return type, the system automatically creates an Inventory Adjustment.

⚠︎ A bill must exist for the PO before items can be selected for return. Create the bill first to link items to your account.

c. Go to Accounting > Vendor Credits, locate the credit linked to your return, click Batch, then Post, then export to your accounting integration.

⚠︎ Once the related vendor credit is posted or exported, the return status cannot be reverted.

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.

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.

Warranties & Credits
Track refrigerant for EPA compliance
Set up refrigerant tracking

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.

⚠︎ 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.

c. Set up a "Task Used" alert for your refrigerant pricebook items. Route the alert to your Safety Officer or Operations Manager.

Generate EPA-ready refrigerant usage reports

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.

Track warranty claims

a. Go to Inventory > Warranty Tracking to view and manage warranty claims.

b. Create a new claim by linking it to the original purchase order or equipment record. Add the defective items, describe the issue, and attach any supporting photos or documentation.

c. Submit the claim. Track the status as the vendor reviews and responds — update the record when a replacement or credit is issued.

Record 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.

Measure the impact
Accuracy
Inventory variance rate
Compare cycle count results to expected quantities. High variance signals receiving errors or unreported usage.
Inventory > Inventory Counts ↗
Efficiency
PO fulfillment time
Track time from PO creation to receipt. Slow fulfillment delays jobs and ties up working capital.
Inventory > Purchase Orders ↗
Recovery
Vendor credit recovery rate
Track credits received vs. returns and warranty claims filed. Uncollected credits are lost revenue.
Compliance
Refrigerant tracking completeness
Run inventory reports filtered by refrigerant category to confirm all usage is accounted for. Gaps risk EPA violations.
Reports > All Reports > search "Inventory" ↗