Inventory items overview

Overview

Using the Inventory Items page, you can see stock levels for a given inventory item at all inventory locations, as well as the location of all serial numbers for a given serialized inventory item. To start, click Inventoryfrom the navigation bar, then select Items under Overview.

Things to know

• Quantity on Hand: This is the actual physical count of items currently in your inventory. It represents the real-time availability of items.

• Quantity on Hold: Items in this category are reserved for specific purposes or orders, preventing them from being included in the available stock. This could include items set aside for pending orders or specific jobs.

• Quantity on Order: These are items that have been ordered but haven't yet been received. It represents the quantity of items you are expecting to have in stock once the orders are fulfilled.

• Quantity Available: This is the quantity of items that are currently available for use or sale. It's calculated by subtracting the Quantity on Hold from the Quantity on Hand.

Items Overview

The Items Overview page shows you both a quick overview of your inventory numbers and a more detailed table with each inventory item.

The inventory overview section shows:

• Inventory Valuation: The total valuation of your inventory

• Total Negative Items: The total number of items that are not available in your inventory

• Total Items: The total number of tracked items in Pricebook

The table shows detailed information about each inventory item your company carries.

• Filter the list using the filtering options above the table. For more, see Filter the items on the table later in this topic.

• Use the Search field to find a specific item.

• Organize the table by clicking on a column header.

• Click on an Item Name, Item Code, On Hold, or On Order in the table to view that item's information on the Item detail page. For more, see the View item details section later in this topic.

  Note: The quantity shown in the On Hold column reflects items on hold for the current date and earlier, as long as the job has not yet been completed. If you see a quantity of 0 but you see a quantity of more than 0 on the Item Details tab, these items may be currently on invoices and the job has yet to be completed.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

Filter the items on the table

The Items Overview page includes a number of pre-made filters. These let you search by Item Name, Item Code, Item Description, Inventory Tags, or Average Cost. Click on a filter type, enter your filter, and click Apply.

When you're done with a filter, select the filter button again and click Clear.

For more detailed targeting, you can create your own filter.

1. Click the Filtericon.

2. On the Filter pop-up window that opens, use the dropdowns and fields to set your table filters.

3. When you're done, click Apply.

To remove the filter, click the Filtericon. On the Filter pop-up window that opens, click Reset all.

View item details

The Item detail page includes detailed information about a particular item, including:

• Item Details

• Vendors

• Transactions

• Serial Numbers

• Items On Hold

• Items On Order

Note: All tabs except Item Details include a number. The numbers next to the tab show how many items can be found there.

The top of the page shows:

• Total Item Value: The total value for this item across all locations

• Total Negative Locations: The number of locations where this item currently has a negative balance that needs your attention

• Total Locations: The total number of locations with this item as part of their inventory

Item Details tab

The Item Details tab includes detailed information about the item statuses across the inventory locations. Also, it displays the minimum and maximum quantity set in the Inventory > Templates section that is assigned to that inventory location. For more information about inventory templates, see Create and edit inventory templates.

You can also click Create to create a purchase order or create a transfer.

Note: A new feature, create an item count, is currently in Closed Beta. Contact Technical Support for details.

To get here, click the Item Name or Item Code for an item in the Items Overview table.

By default, the table shows the item in All Locations and statuses.

• Click On Hold Only to see only those items which are on hold at a specific location.

• Click On Order Only to see all the items on order for a particular location.

Click on a line item in the table to see the details for that item in that Inventory Location. For more on the Inventory Location page, see Inventory locations overview.

Filterthe table as necessary and click the column headers to organize the table. You can also filter by Inventory Locations, Quantity Status, Total Value, and Bin Location.

Note: The Last Count Date may also be visible. This feature is in Closed Beta. Contact ServiceTitan support for details.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

Vendors tab

The Vendors tab includes information about the list of vendors that you selected in Pricebook. For more information, see Set up vendor list and primary vendor for pricebook items. It also includes general information about the item cost, last purchase price, purchasing volume, vendor part number, and last purchase date.

To get here, click the Item Name or Item Code for an item in the Items Overview table, then select the Vendors tab.

Filterthe table as necessary and click the column headers to organize the table. Use the Date Range filter to see the Purchasing Volume ($ amount spent on the item) within the range you want. You can also filter by Vendor, Vendor Cost, Last Purchase $, Purchasing Volume, and Vendor Part #.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

Transactions tab

The Transactions tab includes historical information of the item transactions, including its date, transaction number, type, inventory location, and quantity.

To get here, click the Item Name or Item Code for an item in the Items Overview table, then select the Transactions tab.

The table shows where the item was moved from (From Location) and to (To Location). Not all transactions will have two locations, however. For example, receiving a PO only impacts a single inventory location, while a transfer will have two locations. The transaction type (Trans. Type) determines how many locations are shown.

Click a transaction number (Transaction #) to view or edit that transaction's details. See Create, edit, and copy inventory transfers for details.

Filterthe table as necessary and click the column headers to organize the table. You can also filter by Transaction Date, Transaction #, Transaction Type, From Location, and To Location.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

Serial Numbers tab

The Serial Numbers tab lists all of the serial numbers associated with an item. Specifically, it displays the serialized inventory item's status across ServiceTitan, showing whether the item is on order, available, consumed, on hold, or removed. For example, if the status is removed it means that the item was adjusted out of the system.

Note: The Serial Numbers tab is available if the inventory item is tagged as Serialized. For more information about serialized inventory, see Get started with serialized inventory.

To get here, click the Item Name or Item Code for an item in the Items Overview table, then select the Serial Numbers tab.

More about serialized inventory

When Serialized Inventory is enabled, and a specific item is marked as Serialized, any transaction involving that item has to specify serial numbers as part of it.

For example, if you receive two items on a PO, you would record the serial numbers. ServiceTitan then checks that they are not duplicates of prior serial numbers for that item. If you later want to transfer one of those items to a truck, you need to indicate which of the serial numbers present at that location is being moved to the truck. For more details on transferring items, see the Transfer items from a Truck or Warehouse section in the Inventory locations overview article. Finally, when the technician adds the item to the job invoice, they must indicate which serial number they are using.

In summary, serial numbers are originally recorded when items are received. Subsequent transactions with that item also require the serial number to be specified as part of the transaction.

Click the transaction number under the Incoming Transaction # column to view or edit transaction details. See Create, edit, and copy inventory transfers for details.

Use the Search field to find a specific serial number.

Filterthe table as necessary and click the column headers to organize the table. You can also filter by Serial #, Location, Cost, Invoice #, and Incoming Transaction #.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

On Hold tab

The On Hold tab includes general information about the transactions that have the items on hold. Information includes the item's transaction number, transaction type, status, quantity, and location. The item is on hold when:

• It is added to the invoice, but the job is not yet completed. See Add an inventory item to an invoice for details.

• It has requisitions and transfers. See Create, edit, and copy inventory transfers for details.

To get here, click the On Hold for an item in the Items Overview table. Or click the Item Name or Item Code for an item in the Items Overview table, then select the On Hold tab.

Click the transaction number under the Transaction # column to view or edit transaction details. See Create, edit, and copy inventory transfers for details.

Use the Search field to find a specific transaction that has items on hold. This lets you search by transaction number.

Filterthe table as necessary and click the column headers to organize the table. You can also filter by Date Created, Transaction Type, Transaction Status, Quantity on Hold, and Inventory Location.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

On Order tab

The On Order tab includes general information about the transactions that have items on order. The item is on order when:

• It is attached to a Purchase Order (PO) that is not yet received. See Create purchase orders for details.

• It has transfers. See Create, edit, and copy inventory transfers for details.

To get here, click the Item Name or Item Code for an item in the Items Overview table, then select the On Order tab. Or click the On Order for an item in the Items Overview table.

Click the transaction number under the Transaction # column to view or edit transaction details. See Create, edit, and copy inventory transfers for details.

Use the Search field to find a specific transaction that has items on order. This lets you search by transaction number.

Filterthe table as necessary and click the column headers to organize the table. You can also filter by Date Created, Transaction Type, Transaction Status, Quantity on Hold, and Inventory Location.

To download the table list as a PDF or XLS file, click Download.

Note: Your download will show the same information as your table, organized in the same way.

Want to learn more?

• See Create purchase orders

• See Create, edit, and copy inventory transfers

• See Get started with serialized inventory