Set up inventory configurations

Overview

Inventory configuration lets you define how inventory is tracked, replenished, and adjusted. You can enable tracking, allow negative quantities, set replenishment rules, and control how items appear on invoices.

Things to know

• If you only have the Purchasing module enabled, the Inventory section under Settings is renamed Purchasing.

Configure Inventory settings

1. Go to the top toolbar and click Settings.

2. In the side panel, go to Inventory > Configuration.

3. On the Inventory Configuration screen that opens, click the Inventory tab.

4. Set up your Inventory configuration:

   Note: Depending on your permissions, some options may not appear.

Step 1: Inventory tracking

Set up how you want to track your inventory.

Note: After you enable tracking features, you can't change them.

• Inventory Tracking Start Date: Enter the inventory tracking start date.

  Tip: You can use a calendar to select the date you want.

  Caution: This is your transition (go-live) date. Don't enter a date until you are prepared for the go-live phase. If you make any changes on this page, the system will require a date. Use a future date, such as 2050, until your go-live date is confirmed. Once the date is set to the present or past, it becomes uneditable. Only future dates can be changed.

• Enable Serialized Inventory: Enables you to track inventory using serial numbers as unique identifiers.    

  • Show bulk select upload option in Pricebook: This option becomes available when you select Enable Serialized Inventory, which enables you to upload a spreadsheet of items that you want to serialize in Pricebook so you don't have to enter items individually.

• Enable Bin Tracking: Enables you to organize items in your trucks and warehouses.

• Enable mobile storage: Enables you to add a new inventory location in warehouses, assignable to trucks, so technicians have extra stock for their work.

• Consignment inventory tracking: Allows you to track consignment inventory within ServiceTitan without impacting your financials.

  • If the Consignment inventory tracking option is selected, choose a Default Consignment Conversion Business Unit for locations without an assigned technician.

• Enable warehouse sites: Allows you to group warehouses into warehouse sites to track costs and classifications for each group.

Step 2: Item quantity and replenishment

Set up whether you want to allow negative inventory quantities and your replenishment rule.

• Enable Negative Quantity: Allow the quantity of an item at an inventory location to fall below zero.

  Note: If you export transactions while a location's inventory is below zero, ServiceTitan will display an error message warning you that there is not enough quantity in the accounting platform.

• Only Replenish Max:

  • If you select the Only Replenish Max option, you can't go over the maximum setting in the inventory template. For example, if your inventory is at -10, and your max is set to 100, it will only order you 100 to not exceed your maximum setting when the negative inventory is corrected.

  • If you leave the Only Replenish Max option unselected and your inventory falls below zero, it will replenish the item quantity back to the maximum amount. For example, if your inventory is at -10, and your max is set to 100, it will order you 110 to get you back to your maximum setting.

Step 3: Invoice Settings

Set up the way you want items to be added to invoices and how their costs appear.

• Costing Method:

  • Standard Costing: When you add inventory items to a job invoice, items will be assigned the cost from the item's primary vendor as set in Pricebook.

  • Weighted Average: When you add inventory items to a job invoice, items will be assigned the current weighted average at that point in time, as calculated from the purchasing history of the item. For more, see Set an inventory costing method.

  • Weighted average - granular: Allows you to track separate average costs by warehouse and/or on-site mobile storage.

    • Track by warehouse: Allows you to track separate weighted average costs by warehouse.

    • Track by on-site mobile storage: Allows you to track separate weighted average cost by on-site mobile storage.                    

      Note: To track separate weighted average costs by warehouse and on-site mobile storage, select the Track granular weighted average cost option in each warehouse and on-site mobile storage location where you want to enable separate tracking. Warehouse sites must be enabled in Inventory Tracking.

• Option to add inventory items to invoices: Automatically adds your inventory items to the invoice when adding these items to a job.

  Note: Disable this option if you prefer to manually add inventory items to your job invoice to avoid getting duplicate items in your invoice.

• Automatically assign truck to job transfers: Automatically assigns the technician to the transfer when they are assigned to the job and links the technician's inventory location to the invoice items created from the transfer.

• Enable Negative on Invoice: Enables you to add negative item quantities to invoices.

• Apply Tags to Job based on Transfer Status: Enables you to add and remove tags from jobs based on the status of the transfer.

Step 4: Accounting

Set up your inventory adjustment account.

1. Click Setup Inventory Adjustment Account Mapping. The Map Inventory Adjustment Account popup window opens.

2. From the Inventory Adjustment Account dropdown, select the account that you want to use with Inventory Adjustments.

3. When finished, click Save.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Inventory Basics

• See Map sales tax and shipping on bills to general ledger accounts (Payables users only)