Sync option: Document-based AP transactions

Overview

The Document-based sync option allows ServiceTitan to create native NetSuite transaction records that directly mirror operational documents from ServiceTitan. This configuration supports Accounts Payable (AP) workflows, so teams can manage day-to-day operations in ServiceTitan while keeping transaction-level financial records synchronized in NetSuite.

Core capabilities

This setup includes:

• Business Unit to Subsidiary mapping: Each ServiceTitan Business Unit (BU) must be mapped to a corresponding NetSuite Subsidiary to ensure proper legal and financial alignment.

• Optional segment mapping: Business Units can also be mapped to NetSuite Department, Class, and Location segments to support dimensional reporting and accounting control.

• GL account sync and mapping: NetSuite GL accounts marked as Available to ServiceTitan are synced and mapped to the appropriate ServiceTitan accounts to ensure accurate transaction posting.

What syncs in this configuration

AP transactions are synced as NetSuite transactions or documents.

Additional operational data

Accounts payable (AP) document sync behavior

The AP Document Sync in ServiceTitan creates corresponding native NetSuite transactions, including Purchase Orders, Item Receipts, Vendor Bills, and Vendor Returns.

• Inventory Transfers are supported as Journal Entries only in Release 1.

• ServiceTitan uses a batching workflow to group AP transactions, post them, and trigger the sync to NetSuite via the SuiteApp.

• Transactions can be batched automatically based on configuration rules or batched manually as needed.

You can access batching from Accounting > Batch / Export Transactions in ServiceTitan.

To manually sync AP transactions:

1. In ServiceTitan, go to Accounting > Batch / Export Transactions > Create Batch.

2. Add the desired transactions to the batch.

3. From the batch dropdown menu, select Post Batch.

4. In NetSuite, open the SuiteApp and start the sync for the tenant.

Purchase order sync

When optional PO sync is enabled, purchase orders created in ServiceTitan will sync to NetSuite only when items have been received.

• POs do not sync independently; the synced Item Receipt triggers PO creation in NetSuite.

• This ensures only actionable, fulfilled POs are pushed into NetSuite, keeping both systems aligned.

Rollover purchase orders

When you partially receive a purchase order (PO) in ServiceTitan, you have the option to roll over the remaining, unreceived quantities to a new PO.

For more, see Rollover purchase orders in ServiceTitan.

Item receipt sync

Item receipts are created in ServiceTitan when items are received against a PO.

• A ServiceTitan PO must be marked as sent and have items received before an Item Receipt can be created.

• The synced Item Receipt will also create the NetSuite PO if it does not already exist.

• Only received POs are reflected in NetSuite, ensuring accurate fulfillment tracking.

To sync item receipts:

1. Create the Item Receipt in ServiceTitan.

2. Add it to a batch and post the batch.

3. Run the sync from the NetSuite SuiteApp.

Note: PO sync is optional and must be enabled.

Vendor bill sync

Vendor bills are created in ServiceTitan after an item receipt is recorded and sync to NetSuite as native Vendor Bills.

• Bills can be created automatically (based on configuration) or manually by a user.

• Automatically created bills can be synced with the item receipt or in a later batch.

To sync vendor bills:

1. Add the Vendor Bill to a batch.

2. Post the batch.

3. Run the sync from the NetSuite SuiteApp.

The synced vendor bill will be linked to its purchase order and item receipt in NetSuite.

Configuration modes for AP sync

• Bills and returns only: Syncs only vendor bills and returns, ignoring POs and item receipts.

• POs, receipts, bills, and returns – Syncs the full chain of AP transactions with complete linking in NetSuite.

Vendor return sync

Vendor returns in ServiceTitan create vendor credits (bill credits) in NetSuite, reversing the impact of a previously synced vendor bill.

• Returns are created in Inventory > Returns in ServiceTitan.

• A Vendor Return must include the vendor, business unit (BU), and returned items. Optionally, it can be tied to a PO.

• Once a return is marked as Returned and Credit Received, it becomes eligible for sync.

To sync vendor returns:

1. In ServiceTitan, add the Vendor Return to a batch from Accounting > Batch / Export Transactions.

2. Post the batch and sync to NetSuite via the SuiteApp.

The synced return will appear in NetSuite as a Vendor Credit/Bill Credit linked to the original vendor bill.

Note: The same two configuration modes for AP sync apply here (Bills & Returns only, or full-chain sync).

Inventory adjustments

In the initial release, the SuiteApp supports only the financial impact of inventory adjustments and transfers.

• No stock or quantity-level updates are applied to NetSuite.

• Inventory Adjustments in ServiceTitan sync as Journal Entries in NetSuite.

To manually sync inventory adjustments:

1. In ServiceTitan, create the adjustment in Inventory > Manage Adjustments.

2. Add it to a batch from Accounting > Financials > Journal Entry.

3. Post the batch and sync to NetSuite.

The resulting journal entry in NetSuite will include adjustment details and segmentation (Class, Department, Location) as configured.

Note: Inventory Transfers in the initial release also sync as financial Journal Entries only, with no impact on NetSuite quantities.

Truck/warehouse lookup

For trackable items, ServiceTitan stores inventory in trucks and warehouses.

When the Truck/Warehouse Lookup option is enabled for a BU, the SuiteApp:

• Uses the truck or warehouse location from the ServiceTitan PO or Invoice.

• Overrides the default NetSuite location mapped to the BU in configuration.

This ensures item-level location data reflects actual storage locations rather than the BU default.

Additional sync types

The ServiceTitan SuiteApp also supports optional and evolving sync types that enhance operational visibility and financial tracking between ServiceTitan and NetSuite.

Job to project sync (optional)

ServiceTitan Jobs can be synced to NetSuite as Projects.

This provides consolidated project tracking and visibility across both systems.

Projects created in NetSuite through this sync support reporting and costing, but no financial transactions are tied to the project unless invoices or other documents are synced.

Inventory adjustment to journal entry

Inventory Adjustments posted in ServiceTitan sync to NetSuite as Journal Entries.

These entries reflect the financial impact of adjustments, including shrinkage, corrections, and reclassification of inventory value.

This sync impacts accounting records only and does not adjust inventory quantities in NetSuite.

Rollover purchase orders in ServiceTitan

This feature closes the original PO and creates a new one, allowing you to continue receiving remaining items without manually editing the original record.

Using the Rollover feature helps maintain clean purchasing records and ensures data stays in sync with NetSuite.

When to use Rollover

Use the Rollover action if:

• You've partially received a PO

• You do not plan to receive the remaining items on the original PO

• You want to track the unreceived items on a separate PO

Rollover is helpful when dealing with long-lead items, canceled backorders, or staggered fulfillment.

How it works with NetSuite

When you roll over a PO, ServiceTitan:

• Closes the original PO based on what's been received

• Creates a new PO for the remaining quantity

When synced to NetSuite:

• The original PO is updated to reflect only the received quantities and is marked closed

• A new PO is created for the remaining items

• NetSuite generates a new item receipt and vendor bill for the rolled-over PO

Example

1. You create a PO for 10 filters.

2. You receive 4 filters without selecting Rollover.        

   1. The original PO remains open in ServiceTitan and NetSuite.

3. Later, you receive 2 more filters and select Rollover.        

   1. The original PO is updated to show 6 filters received and is marked closed.

   2. A new PO is created for the remaining 4 filters.

Want to learn more?

• See Netsuite accounting integration

• See Understand data mapping in NetSuite

• See How to navigate NetSuite

• See Sync option: Journal Entry Accounts Receivable

• See Sync option: Journal Entry Accounts Receivable and Accounts Payable