SERVICETITAN · PURCHASING & INVENTORY

Manage Parts & Purchase Orders

Keep your trucks stocked and your warehouse organized. Order parts, track inventory, and manage vendor returns so every job has what it needs.

Jump to:Purchase Orders Manage Inventory Warranties & Credits Measure Impact

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.

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

Create purchase orders

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.

Send purchase orders to vendors

Receive items from a purchase order

⚠︎ 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.

Receive purchase orders

Create a purchase order from the field

⚠︎ The Create purchase order and Allow technicians to send POs of permitted PO types permission is required. 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.

Create, send, and edit purchase orders in the ServiceTitan Field Mobile App

ServiceTitan Mobile (legacy) workflow

a. In ServiceTitan Mobile, open the active job.

b. Create a purchase order from the job. Search for the materials needed and add them to the order.

c. Select the vendor and confirm the quantities. Submit the purchase order — the office team receives a notification to review and send it.

Send and receive purchase orders in ServiceTitan Mobile

Receive items from the Inventory Mobile App

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.

Get started with the Inventory Mobile App Receive purchase orders in the inventory mobile app Itemized barcode scanning in the inventory mobile app

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.

Create and complete a return

Manage bills and receipts for purchase orders

a. Go to Inventory > Receipts to view all receipts generated when POs are received. Each partial or full receipt creates a unique receipt record.

b. Go to Accounting > AP > Bills to manage vendor bills. If a bill was auto-created on receipt, review it for accuracy. If not, create the bill manually when the vendor invoice arrives.

c. For full procurement (P2P) customers, use 3-Way Match to compare the PO, Receipt, and Bill. Configure variance thresholds to auto-approve small differences (e.g., under $5).

⚠︎ A wrong vendor bill price permanently alters the Weighted Average Cost (WAC) for that SKU. The only corrective path is editing the bill cost. Always verify bill amounts before posting.

Create bills for purchase orders Find vendor bill discrepancies with 3-Way Matching

Track & 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.

Adjustments overview

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.

Item transfer workflow

Request parts for a job (Requisitions)

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.

Inventory requisition and invoice closeout

Replenish truck inventory

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.

Replenish items with purchase orders Replenish items using transfers

Run an inventory 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.

Create cycle counts Complete inventory counts

Track serialized inventory

a. Enable serialized inventory at Settings > Inventory > Configuration (Inventory tab). Mark specific pricebook items for serial number tracking individually or in bulk — serialization does not apply automatically to all items.

⚠︎ Enabling serialized inventory is irreversible. Once activated, it cannot be undone. Plan carefully before enabling.

⚠︎ Items can only be serialized if their available quantity at an inventory location is not negative. Create inventory adjustments to correct negative quantities before serializing.

b. When receiving a serialized PO, scan or enter the serial number for each unit. When a technician adds a serialized item to a job invoice in the Field Mobile App, they scan or select the serial number — the system generates an installed equipment record for each unit.

Serialized inventory

Manage Equipment Warranties & Vendor Credits

Track equipment warranties

a. Equipment warranties (both manufacturer and service provider) are tracked at the Installed Equipment level on the customer's location record — not in the Inventory module. Go to the customer record > location > Equipment tab to view warranty start/end dates.

b. Use the Equipment custom reporting datasource to run warranty reports, including fields for Warranty Reserve, Warranty Jobs Completed, and remaining warranty duration.

c. For vendor returns of defective equipment, create a Vendor Return (Step 6) linked to the original PO. Track vendor credits through the return lifecycle: Pending → Returned → Credit Received.

Track and manage inventory items

Apply 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.

Create and complete a return

Measure the impact

Fulfillment

PO fulfillment rate

Track Sent vs. Received vs. Partially Received. A low fulfillment rate means frequent backorders or vendor delays impacting job completion.

Inventory > Purchase Orders > filter by status ↗

Accuracy

Inventory variance rate

Compare cycle count results to system quantities. High variance signals receiving errors or unrecorded usage.

Inventory > Inventory Counts > Review tab ↗

Cost Control

WAC accuracy & vendor bill matching

Monitor for bill price discrepancies using 3-Way Match. Wrong vendor bill prices permanently alter your Weighted Average Cost.

Accounting > Bills ↗

Efficiency

Replenishment turnaround time

Measure time from replenishment trigger to PO receipt. Slow turnaround delays jobs and causes technicians to hoard parts on trucks.

Inventory > Replenishment ↗