Use Install Requisitions to procure project materials from a sold estimate

Overview

Install Requisitions gives purchasing and project teams a modernized way to procure materials for a project. You can create a requisition directly from a sold estimate, adjust how each item is sourced, and see a review of every transaction before you confirm.

You can create a requisition for an existing project or a sold estimate:

• Existing project: Use this option when the job or project does not have a sold estimate. Create the requisition from the Project or Requisition screen. For more, see Requisition items for a job or project and Create an install requisition.

• Sold estimate: Use this option when the job or project has a sold estimate. Create the requisition from the Sold Estimate screen.

Things to know

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

• You can create a requisition from a sold estimate or from an existing project. Items already added to a job invoice can't be requisitioned again.

• A single requisition can produce more than one outcome in one pass, such as multiple vendor purchase orders (POs) and multiple transfers.

• The Review screen appears only when at least one line item has complete procurement details (quantity, procurement source, and Ship To).

• Users can cancel requisitions based on the current status of linked purchase orders and transfers. If a transfer and purchase order have not started receiving, canceling the requisition will also cancel those linked transactions. If receiving has already started on a purchase order (or a transfer has progressed past a cancelable state), the requisition can still be canceled, but the in-progress transaction remains active and is only unlinked from the requisition rather than canceled.

Best practices

• Add all tasks, materials, and equipment to the estimate as line items before you create the requisition, so everything you need is carried over.

• Use Bulk Update when many line items share the same procurement source or Ship To location, instead of editing each row one at a time.

• Review the Review screen carefully before you confirm. It is the clearest place to catch a sourcing or Ship To mistake before any transaction is created.

• Before you cancel a requisition, read the cancellation impact review so you understand which purchase orders, transfers, and reserves will be affected.

Install Requisitions screen overview

Go to the navigation bar and click Inventory > Install.

The Install Requisition screen includes detailed information about requisitions in different statuses.

• Sold Estimates: Lists all sold estimates created from jobs or projects associated with business units configured for install requisitions, but requisition workflows have not yet been initiated. An install requisition can be initiated from these estimates at a later time.

• Not Started: Lists requisitions that have been initiated but for which inventory transactions have not yet been created.

• In Progress: Lists requisitions for which inventory transactions have been created.

• Fulfilled: Lists requisitions for which all associated inventory transactions have been received.

• Completed: Lists requisitions for which invoice closeout is complete and all jobs containing items added during invoice closeout have been completed.

• Canceled: Lists requisitions that have been canceled.

Tip: Use the search bar to find Sold Estimates/Requisitions by entering the estimate or requisition name or number.

Create Install Requisitions from Sold Estimates

Before creating requisitions from sold estimates, make sure to configure your Business Units for install requisitions

Set up Install Requisitions

Set up install requisitions for sold estimates by selecting whether each business unit generates install requisitions or item requisitions when an estimate is sold.

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 Purchasing tab.

4. Scroll down to Requisitions and in the Requisitions for Sold Estimates section, select whether sold estimates from each business unit should generate install requisitions or item requisitions. 

5. When finished, click Save. For more, see Set up Purchasing Configurations.

Step 1: Initiate an install requisition from a sold estimate

1. Search for and open the sold estimate you want to procure materials for.

   Note: If the estimate isn't sold yet, sell the open estimate first to begin the requisition.

2. Click Initiate Requisition.

   

3. Select or deselect the material and equipment items that you want to include in the requisition.

   

   Note: You can create multiple requisitions from the same sold estimate, but you can include a line item from the estimate in the requisition only once.

4. Click Create Requisition.

5. On the prompt that opens, from the Inventory Location dropdown, select the inventory location for this requisition. After the requisition is created, you'll be able to review and adjust procurement details.

   • For each item, ServiceTitan will check availability at this location. If sufficient stock exists, the item will default to being sourced from here. If not, the procurement source will default to the primary vendor, and the PO's Inventory Location and Ship To will default to this location when created. The user can always override the procurement source provided if there is sufficient inventory in that location or the source is a vendor. You can review and adjust procurement details in the next step.

   

6. Click Create. A requisition opens with the estimate items pre-populated, including item details such as item quantity and cost.

   Note: After you initiate a requisition from a sold estimate, it will be moved to Not Started status.

Step 2: Add or Edit Line Items and Requisition Details

On the Item List screen, for each line item, set the procurement details:

• Qty Needed: Confirm or adjust the quantity for the job for which you're requisitioning this item

  

• Procurement Source: Select where the item comes from. Click Truck, Warehouses, Mobile Storages, or Vendors to choose from the relevant list.

  • When a vendor is selected, a purchase order is created as a transaction linked to the requisition.

  • When an inventory location is selected, the items are reserved or placed on hold for future use during the invoice closeout process.

  

• PO Ship To: From the PO Ship To dropdown, select the location where the items you're requisitioning will be delivered. For example, you can ship items to a customer location, vendor, or warehouse.

  • If an inventory location is selected as the procurement source the PO Ship To field is greyed out.

  

Tip: If you're shipping all the items in your requisition to the same location, you can select all the items, click the PO Ship To dropdown at the top of the screen, and select the location.

• (Optional) Split an estimate item to source part of the quantity differently. Splitting lets you route part of a line item's quantity to a different source. Split is available only for estimate-origin items with a quantity greater than 1 and no existing transactions.

  • Click Split next to the line item you want to split.

  • Set the Procurement Source and PO Ship To for the new row. The split copies the Item, Description, Budget Code, and clears the Procurement Source and Ship To.

    

    Note: Please note by splitting the item's quantity, the invoice item will not be updated when the requisition moves to complete status. Please update the invoice item accordingly.

• (Optional) Click Add Item to add new items to the requisition that were not included in the estimate

• (Optional) Mark an item as Not Required:

  • Click three dots on the line item and select Mark as Not Required. The item stays on the record but is excluded from procurement, and its other fields become disabled.

  • Or select the item and click Mark as Not Required.

    

Tip: You can also bulk edit the items in bulk.

1. Select the checkbox next to each line item you want to update.

2. At the top of the line item table, select the field you want to change, then choose the new value. You can bulk update Procurement Source, Job #, PO Ship To, and Budget Code (if enabled).

   -  If you're shipping all items to the same location, select all items, click the PO Ship To dropdown at the top of the screen, and select the location once.

On the Details screen, review and add/edit the following requisition details:

• Enter the Requisition Name.

• Click the Business Unit dropdown to change the business unit if needed. By default, the estimate BU will be assigned to the requisition.

• Click the Technician dropdown menu to select and assign a technician to the requisition.

• When you finish editing, click Save.

Step 3: Review and confirm

If at least one line item has complete procurement details (quantity, procurement source, and Ship To), the Review screen opens. It shows what will be created before anything is committed, in sections for:

• Purchase Orders: Lists all purchase orders that will be created for the requisition.

• Placed on Reserve: Lists all items that will be reserved/on-hold from your inventory locations.

  

Note: When an inventory location is selected as the procurement source:

• Review each section to confirm the outcomes are correct.

  Note: If no line items have complete details, or no transactions would be created, the requisition saves without the Review Dialog.

1. Click Confirm to create the transactions.

   • To go back and keep editing, click Cancel to return to the requisition.

After you confirm, ServiceTitan displays notifications summarizing the results, including the number of transactions created and the number of items placed on hold. The requisition status changes from Not Started to In Progress, and all created transactions appear on the Transactions tab with a Pending status.

Step 4: Manage Transactions created from Install Requisition

1. Procure all items from vendors and inventory locations to fulfill the requisition. After all transactions generated from the requisition have been received, the requisition is marked as Fulfilled and moves from the In Progress column to the Fulfilled column on the Requisition screen. For more information, see Procure items.

   

2. After all items have been procured, complete the invoice closeout. After the invoice closeout and any associated jobs are completed, the requisition is marked as Completed and moves from the Fulfilled column to the Completed column. For more information, see Review and confirm invoice closeout.

   

Cancel a requisition

1. Go to the navigation bar and open the requisition.

2. Click More.

3. Click Cancel Requisition.

   

4. Depending on the requisition's status, you see one of two prompts:

   • For a requisition with no procurement sources set, a simple confirmation appears.

   • For a requisition in any other status, a full-screen impact review appears, showing the transactions that will be affected.

5. Review the impact, then click Confirm. ServiceTitan shows notifications detailing which transactions were canceled and returns you to the requisition list.

   

Note: Only the transaction in Pending status will be canceled, all the other transactions will not be affected.

Want to learn more?

• See Requisition items for a job or project

• See Initiate requisition from a sold estimate

• See Procure items

• See eview and confirm invoice closeout