Send purchase orders to vendors

Overview

After you create a purchase order (PO), you can send it to your vendor individually or in bulk:

Note: For more information on how to set up your vendors, see Set up vendors.

• When you send each PO individually, it allows you to review the PO and ensure that all of the information within the PO is accurate.

• When you send POs in bulk, it allows you to save time by sending several POs at once.

After you send a PO to a vendor, you can move it back to the Pending status from the Sent status until you receive it.

Things to know

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

• If you select the PDF (Rollup View) format, all the POs will be downloaded in the same combined PDF file.

• To display Taxes, Shipping, Subtotal, and Total on the PDF print and PDF email, enable the Display Taxes and Shipping on Purchase Orders configuration in Settings. For more, see Set up Purchasing Configurations.

• You can select the Mark as Sent option if you communicated with the vendor about this PO outside of ServiceTitan. This allows you to track the status of the PO in ServiceTitan without the need to send it to the vendor.

• Custom fields on Purchase Orders appear in the Print View if the Display on Print View option is selected in Settings > Operations > Custom Fields for Purchase Orders. For more, see Use custom fields.

  • In PDF format, custom fields are displayed with Created by and Memo in separate rows.

  • In XLS format, custom fields are presented in a new Overview sheet with field names and entries in separate columns.

    Note: The Print View displays only those custom fields that you have filled out.

• You can check to see if a PO was emailed in the Audit Trail.

• You can electronically send a purchase order to a vendor only if they are an integrated vendor. For more, see Send a purchase order electronically.

Send a purchase order to a vendor

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

2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

3. In the Pending tab, select the PO you want to send to your vendor. The PO record opens.

   Tip: Use the filters on the left side to quickly find the specific PO you want. The Purchase Orders page includes a number of pre-made filters. These let you search by PO Type, Technician, Date From, Date To, Business Unit, Vendor, P.O. Number, Job Number, Inventory Locations, Created By, Min Cost, or Max Cost. To apply a filter, from the filter dropdown, select the filter type you want. To remove the filter, click Clear Filters.

4. Review the information, then from the Send As dropdown field, select the format you want to send the PO.

Send purchase orders to vendors in bulk

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

2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

3. In the Pending tab, select the POs you want to send.

   Tip: If you want to send all POs in the Pending status, select the checkbox at the top.

    

4. Click Send PO. The Send Purchase Orders pop-up window opens.

5. From the Format dropdown field, select the format you want to send POs.

   Note: You should select the format for each vendor listed in the table.

    

6. When you're finished, click Next. The Please select the PO recipients pop-up window opens.

7. From the Vendor Receipts dropdown field, select the vendor you want to send the POs to.

8. (Optional) From the Internal Recipients dropdown field, select the internal recipient you want.

9. When you're finished, click Send.

Send purchase order to office employees or technicians

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

2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

3. In the Pending tab, select the PO you want to send. The PO record opens.

4. From the Send As dropdown field, select Select Recipients.

5. On the Select Recipients pop-up window that opens, fill out the following fields:

   1. Vendor Recipients

   2. Internal Recipients

   3. Format

      Note: We recommend you verify email addresses in Settings > People > Employees or Technicians.

6. When you're finished, click Send.

Move a sent purchase order back to pending

You can move the PO back to the Pending status from the Sent status if you decide:

• To get the items on the PO from a different vendor

• Not to get the items on the PO at that moment and want to save it for future ordering

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

2. From the side menu, select Purchase Orders. The Purchase Orders page opens.

3. Click the Sent tab, and select the PO you want to change the status back to Pending. The PO record opens.

4. From the Actions dropdown field, select Return to Pending.

Want to learn more?

• See Create purchase orders

• See Send a purchase order electronically