Overview
Purchasing configuration allows you to customize purchase orders, vendor settings, and invoice details. You can enable the Inventory Mobile App, set purchase order (PO) display options, configure workflows, and map general ledger accounts for billing.
Who uses this feature
Office employees, technicians, and managers
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Things to know
If you only have the Purchasing module enabled, the Inventory section under Settings is renamed Purchasing.
Configure Purchasing settings
Go to the top toolbar and click Settings
.In the side panel, go to Purchasing > Configuration.
On the Inventory Configuration screen that opens, click the Purchasing tab.
Set up your Purchasing configurations.
Step 1: Mobile settings
Set up your Inventory Mobile App and set how POs are displayed on mobile.
Enable Inventory Mobile App: When enabled, the Inventory Mobile App becomes available. After you enable it, users need permission to access it.
Hide Cost on Mobile POs: Hide line items and total costs on POs from technicians in ServiceTitan Mobile. For example, if you negotiated discounts or lower prices with vendors and don't want competitors to see those prices, enable this setting to hide those costs on mobile POs so technicians can't reveal the costs to a competitor's technicians when they visit a vendor's counter.
Step 2: Purchase Orders
Set up PO workflow, formatting, and vendor sub-account configurations.
Auto apply tags to jobs based on PO status: This adds and removes tags from jobs based on the status of the PO. For more on tags, see Tags applied to jobs based on PO status.
Automatically Create Bill when PO is Received: When a PO is received, a bill is automatically created along with a receipt. Deselecting this will allow your accounting staff to wait until the vendor invoice arrives before creating the bill, even though your warehouse staff has already created a receipt.
Note: If this field is deselected, you must create bills manually.
Format PO in Landscape Layout: This allows you to download or send the PO as a PDF file in a landscape format.
Show Item Description on PO Print View: This allows you to print the item description on the PO under the PO section.
Display Taxes and Shipping on Purchase Orders: Displays Taxes, Shipping, Subtotal, and Total on the PDF print and PDF email.
Show Sub-Account on Transaction: Displays the Sub-Account field on POs, receipts, bills, and returns for vendors that are integrated. This allows you to make sure that you use the correct vendor account when you create a PO.
Note: Once you enable the Show sub-account on transactions option, it cannot be reversed.
Step 3: Requisitions
Set up the requisition for sold estimates. Select whether to generate install requisitions or item requisitions for sold estimates from each business unit.
Tip: Click the Business Unit dropdown field, enter your filter, and click Apply to find a business unit you want.
Step 4: Purchase Order Approval Tiers
Set up purchasing approval tiers and assign tiers to user roles.
Notifications: Select whether to send email notifications to users about PO approval or rejection, to approvers when PO requests are ready, or both.
Set tires: You can set tires based on PO Total or PO Subtotal:
Click Add Approval Tier to set up purchasing approval tiers.
Click Bulk Assign Approval Tires to assign approval tiers to employees in bulk.
Step 5: Accounting
Note: We recommend you map shipping and tax to GL accounts to ensure accuracy when you export to QuickBooks Desktop or Intacct.
Choose a general ledger account for each Bill section and decide if services should appear on the invoice closeout.
To map sales tax and shipping on bills to general ledger accounts:
Click Setup GL Account Mapping. The Map General Ledger Accounts pop-up window opens.
From the Shipping, Tax, and Restocking Fee drop-down fields, select the General Ledger Account to map the bill sections.
For more information, see Map sales tax and shipping on bills to general ledger accounts.
When finished, click Save and Confirm.
Note: If your account is connected to Intacct, then this mapping is only required for non-PO bills that are created directly from the Accounting > Bills screen as opposed to bills converted from a receipt.
Tags applied to jobs based on PO status
The following tags can be applied to jobs based on the PO status for the job:
Purchase Order Arrived: When the items have arrived at the Ship To location.
Note: This option is only applicable in the inventory mobile app.
Purchase Order Canceled: If you canceled the purchase order and marked it as Cancelled on the PO record.
Purchase Order Delayed: If the PO has the Sent status and the Required By date of the PO is before the current date. For example, the PO with a required date of Aug 1st is delayed as of Aug 20th.
Purchase Order Partially Received: When all items on the purchase order aren't received and the rest of the items haven't been rolled over and are marked as Partially Received on the PO record.
Purchase Order Pending: This is the status of the PO creation.
Purchase Order Received: All items on the PO are fully received and marked as Received on the PO record.
Purchase Order Sent: When the PO is marked as Sent, the status is set to Sent on the PO record.
Want to learn more?
See Map sales tax and shipping on bills to general ledger accounts (Payables users only)