Link pricebook items to a vendor’s catalog when creating purchase orders

Overview

Identify and map unlinked pricebook items to a vendor's catalog before sending purchase orders (POs). This ensures greater accuracy and vendor alignment. When adding unlinked items to POs, ServiceTitan helps you correctly map them to vendor part numbers, reducing PO errors and improving procurement efficiency.

Things to know

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

• If you change the vendor in the Order Details section of the PO, remove the item added from the first vendor catalog to avoid errors.

Associate an unlinked item to a vendor's catalog

During PO creation, ServiceTitan lets you associate items to vendor catalogs that are linked to Full Procurement suppliers, even if the catalogs weren't added in Settings > Purchasing > Vendors in advance. See Add vendor catalogs to vendor settings for more information.

1. Go to the navigation bar and click Inventory or Purchasing.

2. In the side menu, click Purchase Orders.

3. On the Purchase Orders screen that opens, click Create New. 

4. Enter the Order Details. For more, see Create purchase orders.

5. Select a Vendor linked to a Full Procurement supplier.

6. In the Item List table, click Select an item. A warning appears for unlinked items—click it to begin mapping. 

7. On the Link item to catalog pop-up that opens, select catalog(s) to associate with the vendor.

8. When finished, click Save and Next. 

Note: This updates the catalogs linked in Settings > Purchasing > Vendors, making future items from that vendor link automatically.

Depending on the number of catalogs selected, follow the appropriate workflow:

• Map an item from a single catalog associated with a vendor

• Select a specific catalog from the list of catalogs to map the item

Map an item from a single catalog associated with a vendor

If you select a single catalog, ServiceTitan attempts to automatically find a matching item.

If no match is found in the vendor catalog:

1. Manually add the item from the vendor catalog.

2. Click Confirm to confirm your selection. 

3. Select the fields you want to map.

4. Click Save.

If a matching item is found in the vendor catalog:

1. Select the fields you want to map.

2. Click Save.

Select a specific catalog from the list of catalogs to map the item

If you selected multiple catalogs, select the specific catalog to use for the item first.

If no match is found in the vendor catalog:

1. Manually add the item from the vendor catalog.

2. Click Confirm to confirm your selection. 

3. Select the fields you want to map.

4. Click Save.

If a matching item is found in the vendor catalog:

1. Select the fields you want to map.

2. Click Save.

Want to learn more?

• See Create purchase orders

• See Add vendor catalogs to vendor settings

• See Available supply chain integrations