Create purchase orders

Overview

A purchase order (PO) is an official document that you create for your vendor as a request to purchase the listed items for the mentioned quantity and cost. You can create and track your POs throughout its life cycle. This includes the creation of a PO, sending it to the vendor, receiving the shipment, and recording the vendor invoice.

Things to know

• If you only have the Purchasing module enabled, the Inventory section in the navigation bar is renamed Purchasing.

• After a PO is created, you can see who created the transaction to help track the creator for reconciliation or discrepancies. You can also sort the Purchase Order table by the Created By field to help you quickly find transactions.

• Serialized inventory entails creating a PO. For more information, see Serialized Inventory. POs can be marked as not auto-received or auto-received. POs with serialized items that are not auto-received are marked received when the item is received. For non-auto-received serialized items, see Receive a shipment. Auto-received serialized items are marked received when the PO is created, rather than when the item is received.

• Line items support values up to nearly $10 trillion, which allows you to process large transactions.

• If you create a purchase order from a project, the purchase order's business unit must match one of the project's assigned business units, if it has any.

• When adding unlinked items to your purchase orders, ServiceTitan will help you correctly map them to vendor part numbers, reducing purchase order errors. For more, see Link pricebook items to vendor's catalog when creating purchase orders.

• If you want to have the PO number set according to consecutive numbers, please contact Technical Support.

• If the invoice includes materials or equipment, you cannot create a purchase order (PO) unless a technician is assigned to the job or the technician has added the item to the invoice.

Create a purchase order from the Inventory screen

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Purchase Orders.

3. On the Purchase Orders screen that opens, click Create New.

4. Enter Purchase Order Details:

   1. Job #: Enter the job record number associated with the PO.

   2. Business Unit: Select a business unit associated with the PO. For more information on how to set up business units, see Add and edit business units.

   3. Vendor: Select a vendor from where you want to procure the PO items. To set up vendors, see Set up vendors.

   4. Order Type: Select a purchase order type for the PO. For more information on how to set up PO types, see Set up purchase order types.

   5. Technician: Select technicians associated with the PO. For job-related PO, we recommend you select a technician who is assigned to the job. For more information on how to set up technicians, see Add and manage technician profiles.

   6. Vendor Document Number: Enter the vendor document number on the Receipt.        

      Note: This step is required for Intacct customers. For all other customers, this is optional.

   7. Impact to the Technician Payroll: If you want your payroll settings to apply to the technicians attached to the PO, select the checkbox.

   8. File Attached: You can attach a file related to the PO.          

      Tip: To delete the attached file, click the Removeicon.

   9. Project Labels: Select a project label that is related to the PO.        

      Tip: To add more than one project label, click Add Another Label.

   10. Inventory Location: Select the inventory location where the items in the PO are stored. If you are purchasing inventory items, you can set up an inventory location. This location holds the inventory items.

   11. Ship To: Where the PO items are shipped:

       1. Warehouse: Select a warehouse address if you want to restock it with the PO items.

       2. Vendor counter pick: No shipping is needed because the PO is being picked up or purchased at the location.

       3. Job address: Select job-related POs.

       4. Technician's home address: You can select a technician's home address if a technician is attached to the PO.

   12. Date Created: The system automatically generates the date when you created the PO.

   13. Required by: Set the date when the PO is required to be completed by.

       Note: The Required Date of the PO must be set before the created and sent dates of the PO.

   14. Memo: Enter a memo for the vendor.

5. In the Item List table, use the item code, description, or vendor part number to find the items you want to add to the PO.         After you add the item, enter or review the item details:

   1. Item: To add an item, you can search by item code or description. You can also select the item you want from the dropdown list.

      Note: You can only add material or equipment items to POs.

   2. Inventory: When you select an item, this field will be automatically populated. It indicates if the item is trackable.

   3. Item Description: When you select an item, this field will be automatically populated from Pricebook.

      Note: This field is editable.

   4. Vendor Part No.: You can search by vendor part number. If an item already has a vendor part number in the Pricebook, it auto-populates based on the vendor.

   5. ST Part No.: When you select an item, this field will be automatically populated from the Pricebook item code.

   6. Qty: Enter the quantity you want to purchase.

   7. Serial Numbers: When you select an item, this field will be automatically populated. It indicates the serial number of the selected item.

   8. Unit Cost: When you select an item, this field will be automatically populated based on the vendor. If there is no cost set up for the vendor, enter the cost.

   9. Total: The total value of the line item.

      Tip: You can click + Add Item to add more items.

6. In the Tax field enter the tax percentage or amount.

   Note: The Total column calculates automatically after you enter tax information.

   If you don't want to manually enter the invoice items into the Purchase Order, you can copy the invoice item.

7. Click Copy Invoice Items to copy items from the invoice.

   Note: After you click Copy Invoice Items, it includes only the items that haven't been previously purchased on another purchase order.

   

   Note: When you click the Copy Invoice Items button to generate items on a PO, the Vendor Part Number associated with the selected vendor automatically populates for each item.

8. On the verification pop-up message, click Copy Items to confirm.

   Note: The item cost is set to $0 by default. In this way, you will have accurate job costing, since the cost is already accounted for on the invoice.

9. When you're finished adding information and items to the PO, do one of the following:

   1. Click Create to create the PO in pending status.

      Note: If the PO type is auto-receive, the PO moves to received status. The corresponding bill and receipt are generated for the PO.

   2. To send the PO to the vendor, from the Arrow dropdown field, select the format you want to use to send it.

   3. To set the PO status to Sent without sending it to the vendor, from the Arrow dropdown field, select Create as Sent.

      Note: We recommend you use this 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.

                   

   4. To send the PO to a specific vendor recipient:            

      1. From the Create dropdown field, select Create and Select Recipients.

      2. In the Select Recipients pop-up window that opens, fill out the following fields:              

         1. Vendor Recipients

         2. Internal Recipients

         3. Format

      3. When you're done, click Send.

Create a purchase order with a template

Use the Purchase Order Template XLSX file to create a PO if you have fixed templates that you use to reorder items on a periodic basis. This helps you save time when creating POs.

To export the Purchase Order Template:

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Purchase Orders.

3. On the Purchase Orders screen that opens, from the Create New dropdown field, select Download Standard Purchase Order Template.         An XLSX file of the Purchase Order Template downloads to your device.

4. Open the exported XLSX PO template file in a spreadsheet application.

5. Enter PO details in the template. The following fields are required to create the PO:

   1. Business Unit

   2. Vendor

   3. Order Type

   4. Inventory Location

   5. Date Created

   6. Item

   7. Quantity

   8. Unit Cost

6. When you're done, save the spreadsheet as an XLSX file.

7. From the Create New dropdown field, select Import Purchase Order Template.

8. Select the XLSX file from your device to upload.

The PO template imports to ServiceTitan.

Want to learn more?

• See Send purchase orders to vendors