What is the correct process for recording multiple vendor invoices for the same purchase order in ServiceTitan and Quickbooks Desktop?

Problem

When you have a PO with multiple items shipped separately, you might receive different invoices from the vendor. ServiceTitan allows only one "Vendor document number" per PO/bill. This creates a challenge when trying to record multiple invoices for the same PO.

Solution

Recording the First Invoice

1. Go to the PO in ServiceTitan.

2. Find the "Vendor document number" field on the bill of the PO.

3. Enter the vendor invoice number for the first item.

4. You can also upload the invoice document as a PDF file on the bill.

Handling Additional Invoices

Since ServiceTitan allows only one vendor document number per PO/bill, follow these steps for additional invoices:

1. Cancel the bill or the receipt of the PO to bring it back to pending status.

2. Receive 1 item from the PO. This will allow you to create/add the vendor invoice number for this specific item.

3. Change to Return to PO and repeat step 2 for all remaining items with their unique vendor invoice item. This way you will have multiple bills on the same PO with their unique vendor invoice number.

QuickBooks Desktop Integration

After managing the invoices in ServiceTitan as described, ensure that the payment stub in QuickBooks Desktop reflects the different invoice numbers. This might involve manually adjusting the payment details in QuickBooks Desktop to match the separate POs and bills created in ServiceTitan.

By following these steps, you can effectively manage multiple vendor invoices for the same purchase order in ServiceTitan and ensure accurate record-keeping in QuickBooks Desktop.