Inventory and Purchase Orders FAQLast updated on 03/01/2023

Enable the Create purchase order permission in Settings > Permissions and use the Purchase Order (PO) document for your vendors as a request to purchase the listed items. For more information on how to enable the permission and create a PO, see Set permissions for an employee or technician role and Create purchase orders.

Yes, you can. Enable the Edit purchase order in pending status permission in Settings > Permissions. For more information on how to enable the permission, see Set permissions for an employee or technician role.

Note: You can edit every field in the purchase order in Pending status except the job number, and the PO type, unless the PO type is replenishment. To edit a purchase order in Pending status, see Edit, copy, and cancel a purchase order from the office.

If the invoice associated with the job number on the Purchase Order (PO) is exported, you no longer have the ability to edit the job number on the PO. Cancel that PO and re-create it if you want to change the job number associated with the PO.

Yes, you can. Enable the Edit purchase order in sent or partially received status permission in Settings > Permissions. For more information on how to enable the permission, see Set permissions for an employee or technician role.

If the purchase order is in Partially Received status, you can only edit the technician name, inventory location, vendor memo, shipping & tax, unit cost, and quantity item in the item list table.

If the purchase order has Sent status, you can only edit the technician name, date sent, business unit, inventory location, vendor memo, shipping & tax, unit cost, quantity item in the item list table, and PO type unless the PO type is replenishment.

To edit a purchase order in Sent or Partially Received status, see Edit, copy, and cancel a purchase order from the office.

Enable the Receive purchase order permission in Settings > Permissions. For more information on how to enable the permission and receive a purchase order fully or partially, see Set permissions for an employee or technician role and Receive purchase orders.

Enable the Cancel purchase order permission in Settings > Permissions. To learn how to enable the permission, see Set permissions for an employee or technician role.

You can cancel purchase orders (POs) that are in Pending or Sent status. For more information on how to cancel a purchase order, see Edit, copy, and cancel a purchase order from the office.

You can no longer edit and add line items to purchase orders (PO) that are in Sent status. This restriction helps to avoid inconsistency between what was sent to the vendor and what is listed in ServiceTitan. If you want to edit a PO that is in a Sent status, move that PO back to Pending status, edit, then resend. For more information, see Send purchase orders to vendors.

To add or edit job purchase orders after the invoice has been exported, contact your Success Manager to enable the feature.

No, the quantity count doesn't decrease. Once the PO is received, the quantity count increases in the inventory location on the PO. The items should still be added to the invoice in order to be consumed.

No. When you add an item to a PO and the PO is fully received, items can be added to an invoice with a $0 cost. This allows you to prevent double job costing. For more information, see Add or edit inventory items on an invoice.

We recommend you map shipping and tax to GL accounts to ensure accuracy when you export to QuickBooks Desktop or Intacct. If you have Payables and you want to map sales tax and shipping on bills to general ledger accounts, set up GL Account Mapping. For more information, see Map sales tax and shipping on bills to general ledger accounts.

Yes, you can edit receipts of the items that aren’t posted, exported, or the corresponding bill isn’t yet posted or exported, depending on your accounting software. To do this, enable the Edit receipt permission in Settings > Permissions. For more information on how to enable the permission and edit receipts, see Set permissions for an employee or technician role and Manage receipts.

Yes, you can cancel receipts of the items that aren’t posted, exported, or the corresponding bill isn’t posted or exported, depending on your accounting software. To do this, enable the Cancel receipt permission in Settings > Permissions. For more information on how to enable the permission and manage receipts, see Set permissions for an employee or technician role and Manage receipts.

Create a return that is a document for your vendor when you return an item and enable the Create return permission in Settings > Permissions. For more information on how to enable the permission, see Set permissions for an employee or technician role.

Yes, you can edit returns for items that aren't posted or have been purchased in the last six months. To do this, enable the Edit return permission in Settings > Permissions. For more information on how to enable the permission, see Set permissions for an employee or technician role.

Yes, you can cancel a return if you decide to keep the item and haven’t yet sent the return merchandise authorization form to the vendor. To do this, enable the Cancel return permission in Settings > Permissions. For more information on how to enable the permission, see Set permissions for an employee or technician role.

Vendor lists in Pricebook will include truck replenishment vendors only. If the Truck Replenishment Vendor option is not selected in Settings > Vendors, you will not see the vendor in Pricebook. This means the vendor will not be used for truck replenishment POs.

When you click the material item, notice that the main Cost field is no longer available. This is because you should now enter a separate cost for each of your vendors. The cost previously entered in your Pricebook will automatically appear next to Default Replenishment Vendor.