Manage and approve purchase order requests

Overview

The purchasing approval process manages spending your budget by establishing clear limits through purchasing tiers and specific approval roles for employees.

Create a purchase order approval request

Log in with a dispatcher role with automatic approval for POs below $500:

1. Log in to your ServiceTitan account with your username and password.

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

3. In the side menu, click Purchase Orders.

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

5. After creating the PO and adding items, click Submit for Approval.The PO approval request has been created and has a Pending status.

Approve or reject the purchase order approval request

Log in with an administrator role:

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

2. In the side menu, click Purchase Orders.

3. On the Purchase Order screen that opens, click the Requests tab.

4. Open the PO approval request that the dispatcher created.

5. On the Purchase Order Request screen that opens, do one of the following:

   1. Approve the PO Request.

   2. Reject the PO request.

To approve the PO request on the PO record screen do one of the following:

1. Click Approve to approve the PO request.
   Or,

2. Click Arrowand select one of the following options:

   1. Approve and send as XLS: Approve and send the PO to the vendors in XLS format.

   2. Approve and Send as PDF (Rollup view): Approve and send the PO to the vendor in the PDF version.

   3. Approve and Mark as Sent: Approve and set the PO status to Sent without sending it to the vendors.

   4. Approve and Select Recipients: Approve the PO and choose specific recipients to send it to.After you approve the PO request it goes under the Pending tab and the system generates a PO number. You can see who approved the PO request and when.

To reject the PO request:

1. On the PO request record screen, click Reject.The Reject pop-up window opens.

2. From the Reason for Rejecting dropdown, select the reason you rejected the PO request.

3. In the Comments field enter additional details.

4. When finished, click Reject.After you reject the PO request, you can see it under the Requests tab marked as Rejected.You can open a rejected PO to see who rejected it, when, and the rejection reason. You can also resubmit the PO. For more, see Resubmit or cancel a rejected purchase order.

Resubmit or cancel a rejected purchase order

Log in back to your account with a dispatcher role:

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

2. In the side menu, click Purchase Orders.

3. In the Requests tab, select the rejected PO request.

4. On the PO request record screen that opens, you can do one of the following:

   1. From the Actions dropdown, click Cancel, then create a new PO.

   2. Click Edit, make the necessary changes then click Submit for Approval.

Want to learn more?

• See Configure the purchase approval process