Use the Purchase Order (PO) module to create formal requests for items from your vendors, specifying quantities and agreed costs. This ensures accurate ordering, streamline procurement, and maintain clear records for better inventory and budget control.
Setup
What you need to get started
Enable Purchasing Module permissions for employees and technicians.
Set up Purchasing Configurations to customize purchase orders, vendor settings, and invoice details.
Set up Inventory Locations to track and manage where your inventory items are stored.
Set up Vendors in Settings to create purchase orders and replenish items.
Required permissions
The following permissions are required to set up and manage the Purchasing module. To have these enabled, please contact the account administrator on your team:
Office employees can create, edit, send, receive, and cancel purchase orders:
View Purchase Order Totals on Projects and Invoices
View Purchase Orders
Create purchase order
Edit in-progress requisition
Edit purchase order in pending status
Edit purchase order in sent or partially received status
Cancel purchase order
Receive purchase order
Add/Edit Purchase Order types
Add Vendor Catalog Items To Pricebook From Purchase Order
Search Vendor Catalog Items In Purchase Order
Technicians can create, receive, edit purchase orders:
Allow technician to consume items not on their truck
Create purchase order
Allow technicians to send POs of permitted PO types
Edit purchase order in pending status
Allow technician to receive job POs on mobile
Receive purchase order
Purchase order receipt photo required
Create returns against job POs
Quick start guide
To start working with the Purchasing module, you should:
Create different types of POs to match your business needs.
Link each truck to a specific warehouse for PO delivery.
Add vendors and identify replenishment vendors for PO materials.
Identify the primary vendor for each item in your Pricebook after adding all vendors.
Use a truck replenishment system to restock items used on jobs or invoices back into the technician's inventory location to ensure the technicians always have the items needed to complete standard scheduled work.
Note: When items marked for automatic replenishment on invoices are added, a replenishment request is created for the inventory location or technician on the Purchasing Orders > Replenishment screen. You can dismiss these records or turn them into purchase orders to restock mobile inventory locations.
Advanced setup
Job costing and restocking truck
All job and non-job POs can be created directly in the purchasing module
You can create a PO on the job screen
You can create replenishment POs based on consumption
Purchase orders
Receipts and bills
Accounting integrations with purchasing module
The Purchasing module integrates with the following accounting software.
Ability to export returns as credit memos
Ability to export receipts as receivers or bills
QuickBooks Desktop integration
Ability to export bills
Ability to export returns
Key workflows
Purchasing settings
Use Purchasing Settings to set up everything you need for accurate and efficient purchasing.
Purchase orders
A purchase order (PO) is an official document you send to a vendor to request specific items, quantities, and costs. You can generate POs for items and equipment available in your Pricebook. In ServiceTitan, POs can be created from the Purchase Orders screen, the Job screen, the Invoice screen, and ServiceTitan Mobile.
Manage purchase order requests
The purchasing approval workflow helps you to set clear limits with tiers and roles, so any purchase over the limit needs approval and helps you stay on budget.
Replenishment
Use replenishment to keep items stocked and ready at each location when needed.
Bills and receipts
When a Purchase Order (PO) is received or partially received, ServiceTitan generates a unique receipt for each shipment (based on the packing slip) and a unique bill for each vendor invoice. Both documents help track what was delivered and what was billed, ensuring accurate recordkeeping for each PO.
Returns
A Return is an official document that is created for your vendor when you return an item.
Purchasing in ServiceTitan Mobile
Efficiently manage purchase orders in ServiceTitan Mobile.
Troubleshooting and FAQ
Troubleshooting
Check out these troubleshooting articles for the Purchasing module to resolve common issues.
How to Cancel a Purchase Order in Received Status and Move it to a Different Job
What is the process for adding a discount to a purchase order?
Why doesn't the tax appear on a Purchase Order when it's exported as a PDF in ServiceTitan?
What is causing the technician to be unable to create purchase orders?
FAQ
Check out the top five most frequently asked questions for the Purchasing Module. For more, see Inventory and Purchase Orders FAQ.
How can I create and track purchase orders?
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.
How can I receive a purchase order?
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.
How can I cancel a purchase order?
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, see Edit, copy, and cancel a purchase order from the office.
Note: If your purchase order has already been received, cancel the bill generated when the purchase order was marked as received. This updates the purchase order's status back to Pending. When this occurs, you can cancel the purchase order.
Can I return an exported purchase order?
If the purchase order has already been exported, you can do the following:
On the Create Return screen, add the associated job number and return details.
Note: Select Auto Receive Vendor on the Type dropdown if you want to keep the return as a credit to the vendor.
On the Purchase Order # dropdown, select or enter the purchase order number.
The Item List section populates with items listed in the purchase order. Remove the items you don't want to return and keep the item you do want to return.
When finished, click Save.
How can I enable technicians to add POs after job completion?
Unfortunately, there is no option for a technician to add POs after a job is completed. An office employee does have this option if you have the correct configuration set up.
Enable Hide 'Add a Purchase Order' Option on Posted and Exported Invoices in Feature Configurations. For more, see Manage feature configurations. If you're a customer with multiple ServiceTitan accounts, contact Technical Support for details.