Set up your account for Procure-to-Pay (P2P)Last updated on 05/25/2023

The P2P integration streamlines the supply chain, allowing you to have Johnstone Supply materials and equipment information loaded directly into your ServiceTitan Pricebook, along with the contractor-specific cost for participating distributors.

Contractors can:

• Create and submit POs directly within ServiceTitan, saving time and reducing errors.

•  Increase reconciliation efficiency with POs, receipts, and invoices in a single system. Take advantage of the accounts payable module within ServiceTitan to manage their bills and statements, and even make payments directly to participating Johnstone Supply distributors.

See this ServiceTitan’s Knowledge Base article to determine whether your Johnstone Supply distributor group is currently available as a P2P integration. Once you have reviewed the list to confirm that your distributor group is enabled for P2P, you should contact your distributor group’s POC and request that they submit an activation request using the Johnstone Supply landing page.

This ServiceTitan’s Knowledge Base article lists whether the distributor group provides bulk costs and/or real-time costs at the time of PO submission. These will both be your customer-specific costs due to Johnstone Supply.

Bulk costs: Bulk costs are costs that are displayed in the Pricebook for equipment and/or materials in the Johnstone Supply distributor group’s catalog. With bulk costs enabled for the distributor group, you can automatically map costs for items that are synced/mapped with the Johnstone Supply distributor group’s catalog and see the costs as you navigate through the Johnstone Supply distributor group’s catalog. Note: These costs are only visible the next business day once Johnstone Supply’s daily cost sync has been completed for all mapped items.

Real-time cost: If the distributor group does not provide bulk cost, the real-time cost is still available at the time of submitting an electronic PO. These costs can then be applied to your Pricebook, preserving your margins for items you purchased the most.

For the first step of the integration setup, you should enable Johnstone Supply as a replenishment vendor in order to see the dropdown list of vendors.

Note: If you have Payables, you will see Johnstone Supply both as a purchasing vendor and a replenishment vendor. You should set up the purchasing vendor as a replenishment vendor in order for the  P2P integration to work.

Your account number can be found on your invoice from Johnstone Supply. If you work with multiple distributor groups, we recommend you include the account number for the distributor group from which you purchase the most.

To set up the integration for a second distributor group, you should go back to the integration setup and enter the other account number. This setup gives you access to both distributor group catalogs. You need to map all of the items.

Note: Bulk cost and real-time cost differ for each distributor group. If bulk cost is available, there will still be a one-business-day delay after mapping is completed.

To ensure smooth functionality and integration with accounting systems, and ensure accurate accounting, you should use either business units or trucks and warehouses for exporting purchase orders.

Business units: If you export to an accounting system and your main focus is general ledger accounts, you should utilize business units.

Trucks and warehouses:  If you want to get more granular and have inventory enabled on your accounting integrations, you should utilize trucks and warehouses.

Another option is if you utilize the purchasing module you should set up business units and if you use the inventory module you should set up trucks and warehouses.

It’s important to note that you can only map your items in your Pricebook to one catalog at a time. You should decide which supplier you are looking to purchase from. We recommend the following mapping process:

1. Export your Pricebook in its current state.

2. Work with your branch rep to make sure you have exactly what is in their catalog so you have a high match when mapping your Pricebook to the Johnstone Supply catalog.

3. The branch rep should give you a list of frequently purchased items so that when you go to Map to Provider, the same number of items is displayed.

4. If there is a discrepancy in the number of items, you should update your Pricebook and export it again. Make sure you see the exact number of items to be mapped in your Priebook.

5. Once they all return a high match, map them accordingly.

Once you have determined whether you are going to map the equipment and/or materials in your Pricebook to the Johnstone Supply distributor’s catalog, you can proceed with these steps to complete mapping:

1. Export your Pricebook in its current state.

2. From the side menu, click  Pricebook Connect > Catalog. The Catalogs screen opens.

3. On the Johnstone Supply distributor group’s catalog, click the icon, then click Map to Provider.

4. On the Map to Provider pop-up that opens, click Begin Matching.

5. On the Select Items to Map screen that opens, click Bulk Select. The screen opens with the Equipment and Materials tabs.

6. On both tabs, select  High Match and deselect the Code and Name fields. Note: This ensures that the supplier's Code and Name fields don't override your current pricebook items.

7. On both tabs click Filter. The Filters screen opens.

8. From the Match dropdown, select High.

9. When you’re done, click Apply.

   Note: We recommend you exclude the code and name fields from the high matches so that your technicians and employees can continue searching for the item using the item name or code in ServiceTitan Mobile.

10. When you’re finished, click Map.

The following are several best practices regarding sending purchase orders electronically:

• Make sure business units and trucks and warehouses are set up based on vendor integration settings or the purchase order will be rejected.

• You can only search Active items in your Pricebook. If there is a new and not downloaded item, you can add it. Note: Make sure that the vendor part number is accurate.

• If a vendor part number does not populate, you can add the part number, quantity, and unit cost manually. This works for checking costs.

• To send the purchase order, click Create > Create and send as electronic delivery. Depending on the distributor group, they may allow you to opt-in for discounts based on electronic delivery.

• You have the option to change your branch based on the location you’re close to.

• If the purchase order is sent electronically and rejected, it will appear in the Pending section for you to hover over the icon for more information. This will display the latest error message to make corrections.

This is not a problem. All of the distributor groups will accept the purchase order as a backorder. And, regardless of the quantity on hand being available at the default or selected branch, the purchase order will be accepted. Then, the distributor group will figure out on their end how to handle the purchase order accordingly.

All Johnstone distributor groups accept Payables. Payables offer a more streamlined process for submitting payment for your purchase orders.

This is free to all ServiceTitan customers. There is no additional cost for contractors to use the integration, outside of their core subscription fees.

Please contact our Support Team through Live Chat from your account, through support@servicetitan.com, or by calling 818.877.4675. Contacting Support will provide the quickest response for any urgent issues your customer is experiencing.