Truck inventory replenishment workflows

Who uses this feature

Accountants
Account configuration is required to use this feature. Please contact your success or implementation manager for details.

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.

After you set up your account for truck inventory replenishment, follow these workflows to track inventory, handle purchase orders, and manage replenishment.

Open Truck Replenishment

To use truck replenishment features:

Go to the navigation bar and click Inventory.
In the side menu, click Replenishment.

The Materials Used tab

What is the Materials Used tab?

Materials Used provides a list of all material items that have been used on invoices.
As soon as a material is added to an invoice, it appears on the Materials Used list.

What can I do on the Materials Used tab?

Review materials that have been used on jobs, and designate which materials should be replenished.
Change the replenishment vendor for any item.
See if materials costs are within your acceptable job cost range, or if you are operating over cost (% of Rev column).
Prepare and generate replenishment POs

Walkthrough of Materials Used features

Filter the materials list

Filtering the material list.

You can filter Materials Used by Technician, Vendor, Business Unit, or Truck.

Select materials

To prepare POs, you must first select material items.

Image showing how to select all POs.

To select a material item, check the box next to it. To select all, check the box at the top of the list.

If you have a long materials list, use the arrows to scroll through the pages.

Using the arrows to scroll through the pages.

See a running total of selected items

Selected POs.

As you select PO items, a running total displays at the top of the list.

Change the replenishment vendor for individual line items

You have the ability to change the replenishment vendor for any line item. Click the name of the vendor for any item listed in the Materials Used tab. Select the new vendor, then click Update Vendor.

Note: If you need to update vendors, make sure you do this before clicking Generate PO. Updating the replenishment vendor has no impact on the primary vendor setting. To change the primary vendor setting, edit your pricebook.

Clicking Update Vendor.

Choose any vendor from the configured vendor list for that material (Pricebook > Materials > Edit Material > Vendor list).

When you update the replenishment vendor, material costs on the original invoice are updated to reflect the new cost

When you update the vendor on the Materials Used list, this update carries back to the original invoice where the material item was used. The invoice automatically updates to reflect the material cost for the new vendor. This is designed to keep job costing reports and payroll up-to-date with the most recent job costing information.

Generate POs

To create POs, select items you want to replenish and click Generate PO.

Generate PO.

Note: It's OK if you select items with different primary vendors. ServiceTitan automatically creates a separate PO for each vendor. It's also OK if you select items mapped differently to QuickBooks. When the PO is exported, ServiceTitan processes each PO item separately.

Organize POs

When you click Generate PO, choose how to organize your POs. You can create one PO per vendor, or you can organize POs by truck or job to help keep inventory organized.

The image showing the Generate PO screen.

Group by Vendor

One PO is created per vendor.

Group by Vendor, Truck

Each truck has its own POs. This means that a vendor can receive multiple POs attached to different trucks.

Group by Vendor, Truck, & Job

Each job has its own PO. This means that a vendor can receive multiple POs attached to different jobs.

Remove items you do not want to restock

If there are items listed in Materials Used that you do not want to restock, select these items and click Do Not Replenish.

Do Not Replenish.

Explanation of Materials Used columns

The Materials Used columns.

Date	Invoice date.
Business Unit	Business unit of the job.
Job #	Job number. Note: You can click the job number to get to the Job screen.
% of Rev	% of Rev displays job costs as a percentage of total revenue. Calculation - % of Rev: [Total Material and PO Costs] / [Invoice Subtotal] * 100%. What is the dot next to % of Rev? The dot next to % of Rev shows you whether material / PO costs are within the acceptable range for that job type. Note: You can enter the material / PO cost range in Settings > Operations > Job Types. If costs are within the acceptable cost range: The dot next to % of Rev is green. These jobs are within your expected costs. If costs are less than the acceptable cost range: The dot next to % of Rev is yellow. These jobs may require your attention (someone may have failed to add all materials to the invoice, or there may be some other issue). If costs are more than the acceptable cost range: The dot next to % of Rev is red. These jobs may need to be investigated, to see why job costs are over. How do I enter the Material / PO Cost Range for each job type? Go to Settings > Operations > Job Types > Material / PO Cost Range. Make sure to enter the Material / PO Cost Range as a percentage of the invoice subtotal. Do not enter the cost range as a dollar amount.
Tech	Technician who used the material(s).
Truck	The truck assigned to the technician who used the material(s).

Explanation of Materials Used columns (continued)

The Material Used columns.

Material Code	Material code from your Pricebook.
Vendor	Primary vendor for the material item.
Vendor Part #	Part number for the primary vendor.
Qty	Quantity used. When you generate a PO, this quantity automatically carries over to the PO. In most cases, you can re-order the same quantity so you can keep the technician's truck fully stocked.
Material Cost	The primary vendor's unit cost.
Total Cost	Total vendor cost (this is the amount that goes on the PO). Calculation - Total Cost: [Primary vendor unit cost] x [Quantity].

The Pending POs tab

The Pending PO tabs.

What is the Pending POs tab?

Pending POs provides a list of POs that have been created, but not yet sent out to vendors.

What can I do on the Pending POs tab?

Make any necessary adjustments to pending POs, such as changing the quantity or price, before sending them out to vendors.
Export POs in Excel, PDF, or CSV format.
Email POs directly to vendors
Mark POs as sent

Walkthrough of Pending POs features

Filter the Pending PO list

Filtering the Pending PO list.

You can filter Pending POs by vendor or truck.

Select POs

Image showing how to select all POs.

To perform any PO actions, you must first select POs. You can select individual POs or click the checkbox at the top to select all. As you select POs, a running total displays at the top.

Selected POs.

If you have a long PO list, use the arrows to scroll through the pages.

Using the arrows to scroll through the pages.

Cancel a Pending PO

To cancel a PO, click Cancel PO.

Cancel PO.

When you click Cancel PO, you are asked to confirm. You have two options:

Do Not Replenish

The PO is canceled, and items on the PO no longer appear on the Materials Used list.

Return to Materials list

The PO is canceled, but items on the PO go back to the Materials Used list.

The Cancel PO? screen.

Mark a PO as Sent

To mark a PO as sent, click Mark as Sent. The PO immediately moves over to the Sent tab.

Mark as Sent.

Export / Email PO

Image showing the Export/Email PO screen.

To download or send out a PO, click Export / Email PO. POs can be formatted in Excel or PDF format.

You can email the PO directly from ServiceTitan, or you can download the PO if you need to print it out or send to the customer by fax / mail.

When you click Export / Email PO, select an option:

Format as .xls file

The PO is downloaded in XLSX format that you can format and print.

Format as PDF file

The PO is downloaded in PDF format that you can print.

Email as .xls file

Click here to email the PO to the vendor directly from ServiceTitan. The PO is sent in XLSX format.
You must have an email address entered for the vendor in Settings > Inventory > Vendors.
After you email the PO, it automatically moves to the Sent tab.

Email as PDF file

Click here to email the PO to the vendor directly from ServiceTitan. The PO is sent in PDF format.
You must have an email address entered for the vendor in Settings > Inventory > Vendors.
After you email the PO, it automatically moves to the Sent tab.

View a Pending PO

You can click into any purchase order in the Pending POs list. To go back to the Pending POs list, click Hide.

Image showing the PO details screen.

Explanation of Pending columns

Date Created	Date the PO was created.
Job #	Job number. Note: Click the job number to open the job record.
Truck	The truck assigned to the technician who used the material(s).
Vendor	The PO Vendor.

Date Created

Date the PO was created.

Job #

Job number.

Note: Click the job number to open the job record.

Truck

The truck assigned to the technician who used the material(s).

Vendor

The PO Vendor.

Explanation of Pending columns (continued)

The Pending columns.

Purchase Order #	Purchase order number. Note: The PO number is automatically generated by ServiceTitan.
# of Items	Number of items on the PO. This is the number of unique items on the PO, not the item quantity.
PO Amount	Total amount of the PO.

Purchase Order #

Purchase order number.

Note: The PO number is automatically generated by ServiceTitan.

# of Items

Number of items on the PO. This is the number of unique items on the PO, not the item quantity.

PO Amount

Total amount of the PO.

The Sent tab

The Sent tab.

What is the Sent tab?

Sent POs provides a list of POs that have been sent out to vendors.

What can I do on the Sent tab?

Mark individual items on the PO as received
Mark an entire shipment as received

Walkthrough of Sent PO features

Filter the Pending POs list

Image showing Vendor and Truck fields.

You can filter Pending POs by vendor or truck.

Select POs

Image showing how to select all POs.

To perform any PO actions, you must first select POs. You can select individual POs or click the checkbox at the top to select all. As you select POs, a running total displays at the top.

Selected POs.

If you have a long PO list, use the arrows to scroll through the pages.

Using the arrows to scroll through the pages.

Return to Pending

Click Return to Pending if you need to send the PO back to Pending.

Return to Pending.

Export a sent PO as an Excel (.xls) or PDF file

Exporting PO.

Click Export PO to download a sent PO in Excel (.xls) or PDF format.

This is useful if you need to download a PO you've already sent to a vendor.

Mark the shipment as received

Click Mark As to mark the entire shipment as received.

Mark the shipment as received.

Note: Before doing this, make sure every item on the PO has been received.

If you need to mark individual items on the PO as received, click into the PO.

View a Sent PO

You can click into any purchase order in the Sent PO list. To go back to the Sent PO list, click Hide.

Explanation of Sent columns

Date Sent	Date the PO was sent out to the vendor.
Job #	Job number. Note: Click the job number to open the job record.
Truck	The truck assigned to the technician who used the material(s).
Vendor	The PO Vendor.

Date Sent

Date the PO was sent out to the vendor.

Job #

Job number.

Note: Click the job number to open the job record.

Truck

The truck assigned to the technician who used the material(s).

Vendor

The PO Vendor.

Explanation of Sent columns (continued)

Image showing the Sent columns.

Purchase Order #	Purchase order number. Note: The PO number is automatically generated by ServiceTitan.
# of Items	Number of items on the PO. This is the number of unique items on the PO, not the item quantity.
PO Amount	Total amount of the PO.

Purchase Order #

Purchase order number.

Note: The PO number is automatically generated by ServiceTitan.

# of Items

Number of items on the PO. This is the number of unique items on the PO, not the item quantity.

PO Amount

Total amount of the PO.

The Received tab

Image showing the Received tab.

What is the Received tab?

Received POs provides a list of POs that have been completely fulfilled, or partially fulfilled.

What can I do on the Received tab?

Track the fulfillment status of POs
Mark individual items as received
Mark a PO as complete (shipment received)

Walkthrough of Received PO features

Filter the received POs list

Filter POs.

You can filter Received POs by vendor, truck, or fulfillment status.

Select POs

Image showing how to select all POs.

To perform any PO actions, you must first select POs. You can select individual POs or click the checkbox at the top to select all. As you select POs, a running total displays at the top.

Selected POs.

If you have a long PO list, use the arrows to scroll through the pages.

Using the arrows to scroll through the pages.

Track fulfillment status

To track fulfillment status, you can use the Fulfillment Status filter, or sort by the Fulfillment Status column.

Fulfillment Status filter

Click Items Remaining to see POs that have been partially fulfilled (you can click into any PO to see which items are remaining).

Click Complete to see POs that are Complete (shipment received).

Click Select All to see all received POs.

Fulfillment Status column

Fulfillment Status.

You can also sort by the Fulfillment Status column.

Return to Sent

Click Return to Sent if you need to send the PO back to the Sent list.

The Return to Sent screen.

Export a received PO as an Excel (.xls) or PDF file

Image showing the Export PO screen.

Click Export PO to download a received PO in Excel (.xls) or PDF format.

This is useful if you need to download a PO that's already been partially or completely fulfilled.

Mark the PO as complete

Click Mark As to mark the PO as complete.

Mark PO as complete.

Note: Before doing this, make sure every item on the PO has been received.

To mark individual items on the PO as received, click into the PO.

View a Received PO

You can click into any purchase order in the Received POs list. To go back to the Received POs list, click Hide.

Explanation of Received columns

Image showing the Received columns.

Date Received	Date the first items on the PO were received.
Job #	Job number. Note: Click the job number to open the job record.
Truck	The truck assigned to the technician who used the materials).
Vendor	The PO Vendor.

Date Received

Date the first items on the PO were received.

Job #

Job number.

Note: Click the job number to open the job record.

Truck

The truck assigned to the technician who used the materials).

Vendor

The PO Vendor.

Explanation of Received columns (continued)

Image showing the Received columns.

Purchase Order #	Purchase order number. Note: The PO number is automatically generated by ServiceTitan.
Fulfillment Status	Fulfillment status of the PO (items remaining or complete).
# of Items	Number of items on the PO. This is the number of unique items on the PO, not the item quantity.
PO Amount	Total amount of the PO.

Purchase Order #

Purchase order number.

Note: The PO number is automatically generated by ServiceTitan.

Fulfillment Status

Fulfillment status of the PO (items remaining or complete).

# of Items

Number of items on the PO. This is the number of unique items on the PO, not the item quantity.

PO Amount

Total amount of the PO.

Batch, Post, and Export replenishment purchase orders

After POs are complete, they appear on the main Invoice screen under Replenishment purchase orders. Account can proceed to batch, post, and export the POs.