Truck inventory replenishment overview

Overview

ServiceTitan helps you restock your inventory and keep track of materials being used on each truck. You can easily prepare and send POs to vendors and even track PO fulfillment. Here are some of the highlights of truck replenishment features.

Note: This feature has been updated for most users and the processes are different. See Replenish items using transfers and Replenish items with purchase orders for the updated version.

Set up your truck list in ServiceTitan, and assign each technician to a truck

First, set up your trucks in ServiceTitan (Settings > Inventory > Trucks & Warehouses). Then, make sure each technician is assigned to a truck (Settings > Technicians). For more, see Set up your account for truck inventory replenishment.

Create a vendor list for all your inventory

You can enter multiple vendors for each material item in your pricebook (Pricebook > Materials). You can enter pricing, part numbers, and an optional memo for each vendor. On your vendor list, you can designate the primary vendor to be used for inventory replenishment.

You can setup multiple vendors for each material item and designate the primary vendor to be used for inventory replenishment. For more, see Set up your account for truck inventory replenishment.

Note: Only the primary vendor is required.

Use truck replenishment to prepare and send out replenishment POs

As technicians use materials on invoices, these items automatically appear under the Materials Used tab in Truck Replenishment. Use the Materials Used list to prepare POs.

• The primary vendor is used by default (you can always change the vendor if necessary).

• You can make any necessary adjustments to POs, such as changing the price or quantity, before you send them out.

• If you don't want to restock an item at this time, simply mark it as Do not replenish.

For more, see Truck inventory replenishment workflows.

Organize POs by vendor or by truck

When you generate POs, you can choose to create one PO per vendor, or you can create POs per truck to help keep inventory organized. You can then download POs, or you can email POs to vendors directly from ServiceTitan.

For more, see Truck inventory replenishment workflows.

Track the status of POs

You can see the status of every PO (Pending, Sent, or Received).

For more, see Truck inventory replenishment workflows.

Track PO fulfillment

You can see the fulfillment status of all POs sent to vendors. You can mark individual items as received, or mark an entire PO as shipment received.

For more, see Truck inventory replenishment workflows.

After a PO is fully received, accounting can export the PO to QuickBooks

As soon as a replenishment PO is marked as fully received, accounting can see the PO on the main Invoice screen. Accounting can proceed to batch, post, and export POs to QuickBooks.

For more, see Truck inventory replenishment workflows.

Benefits of these features

• When you prepare replenishment POs, you can create one PO per vendor, or you can create POs per truck to help keep inventory organized.

• You can mark individual items on a PO as received, allowing you to keep accurate counts of PO fulfillment.

• Your accounting remains in sync with inventory received - POs are not exported to QuickBooks until the PO is fulfilled.

• You can enter a cost range for each of your job types (Settings > Operations > Job Types). For each job, you can see whether total costs are within the acceptable range for that job type.

• After a PO is marked as fully received, it appears on the main invoice screen. Accounting can proceed to batch, post, and export the PO to Quickbooks.

Troubleshooting

• ServiceTitan allows you to assign multiple technicians to one truck.

• You can import and export your pricebook to enter vendor information in bulk.

• Truck replenishment features are intended for businesses that do not use QuickBooks for inventory. Currently, we do not support simultaneous use of QuickBooks inventory and truck replenishment.

• The replenishment purchase order process is not dependent on job status. As soon as materials are added to invoices, these items appear in the Materials Used list.

• On the same purchase order, you can have materials mapped differently in QuickBooks (when you export to QuickBooks, ServiceTitan processes each item on the PO separately).

• ServiceTitan does not allow you to track on-hand inventory in real-time (total inventory you currently have on the truck). However, you can track which inventory needs to be restocked in real-time. As soon as inventory is used, you can see it on your Materials Used list in ServiceTitan.

Setup required

If you are a new ServiceTitan customer, truck inventory is enabled by default. If you are an existing ServiceTitan customer, please contact your success or implementation manager to configure your account.

Before you begin to use truck replenishment features, complete the required setup in your ServiceTitan Settings, Pricebook, and in QuickBooks. For more information, refer to the Getting Started tab above.

Overview of the truck replenishment process

Below is a general overview of the truck replenishment process.

Things to remember

• You can choose not to replenish any item: If you do not want to restock items, mark items as Do Not Replenish.

• You can change the replenishment vendor: When you generate POs, the primary vendor is used by default. You can always change the vendor if necessary.

• You can make PO adjustments: You can adjust the quantity or price for any PO item.

• After shipment is received: When all items on the PO are marked as received, the PO appears on the main Invoice screen. Accounting can then proceed to batch, post, and export the PO to QuickBooks.