Onboarding guide: ABC Supply Chain Integration for ServiceTitan customers

Overview

In the roofing industry, effective supply chain capabilities are essential for maximizing efficiency and profitability. Connect with your ABC Supply account to get immediate access to the ABC Supply's product catalog, configure your pricebook, and streamline procurement with efficient supply chain workflows.

Things to know

• Improve your inventory management by automating the import of supplier catalog items. Upload your purchasing history to your ServiceTitan Pricebook.

• The default setting for item updates is Manual. For guidance on enabling and customizing automatic updates, see Update your pricebook with Pricebook Connect.

• The pricebook for roofing integrations is specifically for materials only. After adding new items or mapping existing items between your pricebook and vendor product catalog, you can find the items in the Materials tab of your pricebook, where you can access their Material Variations. For more, see Manage supplier catalog material variations in ServiceTitan.

• You can view costs for base SKU items (which include variant SKU items) or for variant SKU items only. If the selected primary branch/ job account used in the account mapping process has costs, then you will be able to view costs for the base SKUs and/or variant SKU items in Pricebook Connect prior to adding/mapping them into your pricebook. Otherwise, you can retrieve costs the day after you add items to your pricebook.

• We are setting a default Unit of Measurement (UoM) based on ABC Supply that cannot be modified in ServiceTitan.

• Parking Lot items aren't visible in the ABC Supply catalog when browsing or searching. However, they can still be added to a Purchase Order directly from the PO page within the ABC Supply catalog.

Step 1: Map your ServiceTitan account with your supplier accounts

After requesting the integration with ABC Supply and having the integration configured for your account, log in to ServiceTitan to activate the integration.

1. Go to the top toolbar and click Settings .

2. In the side panel, click Integrations > Vendor Integrations.

3. In the Vendor Integrations screen that opens, click Full Procurement. 

4. Select ABC Supply, click Connect via SSO Login. 

5. From the Sign In pop-up, enter your ABC Supply account details to log in. 

After logging in, you're redirected back to ServiceTitan. Follow the steps on the Integration Setup screen to set up your account:

Link Vendors

1. Select and link Replenishment vendors for integration.         

   Note: Vendors available to be linked must be replenishment vendors and must not be used on other activated integrations. Filter results using the Show only replenishment vendors toggle or set vendors as replenishment in settings.

2. Review the information and click Next.
   
   For more details on how to create a replenishment vendor, see Set up vendors.

Verify ABC Supply Account Number

1. Select your ABC Supply account number from the options provided. 

2. When finished, click Next.

Map Account

1. Click Manage Accounts to select branch and job accounts to map to the correct business units.

2. On the Manage accounts pop-up that opens, select the accounts you want to use for populating costs in Pricebook, then click Save.        

   Note: ABC Supply always returns a list of branches and their associated accounts, with one row per branch. The main branch appears in the first row, making it easy to identify.

        

3. For each account, assign the appropriate Business Units.        

   Tip: Use the search box to find a specific branch and job accounts.

4. Select a Primary account as the default branch location for purchases.        

   Note: ServiceTitan uses the primary account for retrieving customer-specific costs, catalog filtering and populating default PO fields; other accounts can be mapped to display additional costs from non-primary branches in the pricebook.

        

5. When finished, click Activate.

Activating the vendor integration stores the mapping between ServiceTitan and your supplier. This ensures all supplier subaccounts are referenced throughout the Supply Chain process.

Step 2: Set up your pricebook

After activation, add ABC Supply catalog items to your ServiceTitan Pricebook to view costs, add to estimates, and create POs. This is important as it allows you to view costs, add items to estimates on mobile, and create POs. There are several ways you can set up your Pricebook:

Option 1: Upload Purchase History

1. Go to the navigation bar and click Pricebook.

2. In the side menu, click Pricebook Connect > Catalogs.

3. Select the ABC Supply catalog and click Upload Purchase History.

4. Follow the steps in Upload Purchasing History from Roofing Vendors.

Option 2: Add Net New Items

1. Go to Pricebook > Pricebook Connect > Catalogs, select ABC Supply.

2. In the Categories section that opens, search for specific items through the search bar. 

3. Locate the item you want to add and click Show Details to open a pop-up with additional information and images. 

4. On the Material Details screen that opens, click Variants to view material variations.  For more, see Manage supplier catalog material variations in ServiceTitan.        

   Note: A parent item includes general product details, such as manufacturer and name. A variant refers to a specific version of the item, such as a particular size or color. For example, parent: GAF Grand Sequoia Shingles, variant: GAF Grand Sequoia Shingles - Autumn Brown.

5. Click Select item to select it and add it to Pricebook.

6. When finished, click Add to Pricebook. 

Step 3: Manage your pricebook

During the mapping process, you can map your ABC Supply pricing (i.e. costs) for all items downloaded from the ABC Supply catalogs. For more, see View vendor costs from provider catalogs.

After items are mapped or added from ABC Supply's catalog to your pricebook, vendor cost pricing updates flow through Pricebook > Pricebook Connect > Updates for you to apply. Prices are updated nightly and won't be immediately available, wait up to 1 business day for accurate catalog costs to appear in your Pricebook.

You can Manually update items or enable Auto updates in Pricebook Connect > Updates section.

1. On the Updates screen, click the Provider dropdown and select the catalog you want to view updates for.

2. Click Auto   to manage update settings.

3. Select Auto Update for fields you want to update automatically and click Save to apply changes.        

   Tip: We recommend turning on Auto Update for costs to ensure accurate and up-to-date information. This auto update costs for materials.

     You can view automatic and manual updates/dismissals in the History Log. For more, see Update your pricebook with Pricebook Connect.    

Step 4: Manage your purchase orders (POs)

After mapping your catalog and tracking updates, you can create purchase orders and take full advantage of supply chain workflows. Supply Chain Integration supports the following purchasing processes:

• Create and send POs electronically

• Add items from Catalog to PO

• Check real-time availability and pricing of PO items

• Select your vendor branch to check availability

For more, see ABC Supply purchasing workflows.

Create and send POs electronically

1. Go to the Inventory or Purchasing tab > Purchase Orders.

2. Click Create New and fill out the purchase order details. 

3. First enter your Order Details.         

   Note: If you select a vendor linked to the ABC Supply integration, the Supplier Branch field is automatically populated based on your account settings. If no match is found, you can select from nearby branches.

4. Then, enter your Location details. 

5. Finally, enter your PO Dates. If needed, you can fill out the Optional Fields. 

6. After filling out the purchase order details, select items from the Item list and add to the PO. 

7. After you're done, click Create and Send as Electronic Delivery or Create as Sent.        

   1. Send as Electronic Delivery                

      Note: This option is only available if the supplier is integrated and the order can be sent electronically.

   2. Mark as Sent                

      Note: We recommend you use Mark as Sent option if you have manually communicated regarding this PO to the vendor outside of the system. This allows you to track the status of the PO.

ServiceTitan verifies if the quantities and cost match with ABC Supply's at the given branch. You can then click Review Stock Levels, to see if the quantities of the items on the purchase order are available at the branch from ABC Supply.

For more, see Create and send POs electronically.

Add items from Catalog to PO

Add catalog items directly to purchase orders and optionally map or save them to your pricebook.

1. On the Create Purchase Order screen, select the vendor that is linked to the ABC Supply integration as the Vendor and add line items with vendor part numbers.

2. In the Item List table, click Select an item > Vendor Catalog.

3. Click the arrow next to the item you selected from the Vendor Catalog.

4. On the Item Details page, click Add to Purchase Order, and then click Save when finished.

Note: When adding a catalog item to your PO, you can also add it to your pricebook or map it to an existing pricebook item. For more, see Search and add vendor catalog items directly to your PO.

Check real-time availability and pricing of PO items

1. On the Create Purchase Order screen, select the vendor that is linked to the ABC Supply integration as the Vendor and add line items with vendor part numbers.

2. Click Check Vendor Inventory to verify stock levels and pricing. If quantity and pricing match, you'll receive a confirmation.

3. Click Review Stock Levels if needed.

For more, see Check real-time availability and pricing of PO items.

Select your vendor branch to check availability

1. On the Create Purchase Order screen, select the vendor that is linked to the ABC Supply integration as the Vendor and if applicable update the Supplier Branch.

2. Complete the required fields and click Check Vendor Inventory to verify stock levels.

3. Click View and Resolve to check any discrepancies to review branch card details and make necessary adjustments. 

Note: For items that require line item review by your ABC Supply branch, you can see the following message: Item code not found and unknown availability. This means the item goes through a line item review at the branch level.

After resolving discrepancies and making adjustments, submit the purchase order electronically; your ABC Supply branch representative reviews and adjusts the item in their system.

For more, see Select a vendor branch to check availability.

Additional resources

• For assistance reach out to your Success Manager or Onboarder.