Set up Accounts Payable

Overview

Accounts Payable helps you track what your business owes and manage your vendor bills. You can use it to enter, reconcile, and organize vendor bills, credits, and statements. Setting it up keeps your costs accurate and your records ready to export to your accounting software.

Things to know

• If you use the Purchasing Module, Purchasing appears in the main navigation bar and in the side panel.

• If you use the Inventory Module, Inventory appears in the main navigation bar and in the side panel.

Best practices

• Map non-item costs, sales tax, and shipping to GL accounts before your first export to avoid export errors.

Use cases

• A bookkeeper enabling Accounts Payable for the first time during onboarding.

• An office manager standardizing how vendor bills are entered and reconciled across the team.

• An accountant ensuring bills export cleanly to the company's accounting software.

Step 1: Map GL accounts

1. Map non-item costs on your bills to general ledger (GL) accounts, so bills are entered into the correct GL account and export to your accounting software without errors. For details, see Map non-item costs on bills to general ledger accounts.

2. Map sales tax and shipping on bills to GL accounts to ensure accuracy when you export to your accounting software. For details, see Map sales tax and shipping on bills to general ledger accounts.

Step 2: Set your bill options

Require vendor document numbers on bills

Include the vendor document number on bills as required, so you can easily refer to bills from other screens such as statements and bill payments. This also helps your transactions export to your accounting software without errors.

Note: After you turn on this option, you cannot save a bill without a vendor document number.

1. Go to the navigation bar and click Settings.

2. In the side panel, click Purchasing or Inventory, then click Payables.

3. Select Require Vendor Document Number on Bills.

   

Automatically reconcile non-PO bills

When you enable this setting, bills without a PO are automatically marked as Reconciled upon creation.

Note: Bills cannot be edited once reconciled. This setting is prospective. Current unreconciled bills without PO numbers will not auto-reconcile, and it applies only to new bills created after the setting is enabled.

1. Go to the navigation bar and click Settings.

2. In the side panel, click Purchasing or Inventory, then click Payables.

3. Select Automatically reconcile Non-PO Bills.

   

Want to learn more?

• Visit ServiceTitan Academy and enroll in Payables in ServiceTitan

• See Set up remittance vendors

• See Map non-item costs on bills to general ledger accounts

• See Map sales tax and shipping on bills to general ledger accounts