Overview
After you set up your account for the Full Procurement Integration, you can send purchase orders electronically to vendors.
Who uses this feature
Office employees, managers, owners, administrators, and purchasing managers
Primarily for Residential/Commercial Service and Replacement
Feature configuration
This feature is available for the Full Procurement Integration (formerly Procure-to-Pay) suppliers and is subject to change.
Account configuration is required to use this feature. Please contact Technical Support for details.
Things to know
After you set up the Full Procurement Integration, the default PO delivery method is set to Electronic Delivery.
When adding line items to a PO, the information pulled from your pricebook includes vendor-specific information—such as cost and part number—which was obtained when the items were added or mapped from the vendor's catalog. This improves cost accuracy and reduces reconciliation time after you receive the order and invoice.
Note: This process is specific to the Full Procurement Integration.
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.
Set up SMS and/or email alerts to receive notifications regarding the acceptance or rejection of electronic purchase orders by suppliers. To learn how to set up alerts in ServiceTitan, see Use Alerts.
Tip: For Accepted and Rejected electronic POs, select Notify the creator automatically to instantly inform the PO creator.
If you only have the Purchasing module enabled, the Inventory section in the navigation bar is renamed Purchasing.
Send purchase orders electronically
After integrating with a vendor, you can send purchase orders (POs) directly to the vendor.
Go to the navigation bar and click Inventory or Purchasing
.In the side menu, click Purchase Orders.
On the Purchase Order screen that opens, click Create New. For instructions on how to create purchase orders, see Create purchase orders.
Note: To send a purchase order (PO) by electronic delivery, you need to select a vendor that was used to activate the vendor integration, and the line items on the PO should include a vendor part number.
After completing all required fields and adding line items, you can create and send the PO as electronic delivery through one of the following options:
Click the Arrow icon and select Create and Send as Electronic Delivery from the dropdown.
Click Create, then click Send as Electronic Delivery.
Note: If the line items don't have a vendor part number, then the PO will not be created and you'll receive an error message.
ServiceTitan checks if the quantity and unit cost of each line item match the vendor's stock level and price. If it matches, the PO is sent electronically.
After the PO is sent electronically, the vendor receives a confirmation. You can click Review Stock Levels, to see the stock level that is reported by the vendor.
You can perform real-time pricing and availability checks for line items on a purchase order for multiple branches. For more, see Send purchase orders electronically for multiple branches.
You can also set your default PO delivery method to Electronic delivery. For more, see Check real-time availability and pricing of PO items.
Send purchase orders electronically for multiple branches
Note: This feature is available only for Johnstone Supply Full Procurement Integration.
Go to the navigation bar and click Inventory or Purchasing.
In the side menu, click Purchase Orders.
On the Purchase Orders screen that opens, in the Pending tab select the POs you want to send electronically.
Click Send PO.
On the Send Purchase Orders pop-up that opens, make sure that the delivery format for the Johnstone Supply vendor is set to Electronic Delivery and click Send.
If the quantity needed is available and the price matches with the vendor, you receive a confirmation.
If the item quantity needed or the unit cost is different from the vendor information, the Resolve Vendor Issues screen opens. You can click Continue to send the purchase order electronically without resolving discrepancies. Or you can match the available quantity. For more, see Check real-time availability and pricing of PO items.
Send replenishment purchase orders electronically for multiple branches
Note: This feature is available only for Johnstone Supply Full Procurement Integration.
Go to the navigation bar and click Inventory or Purchasing.
In the side menu, click Replenishment.
On the Replenishment screen that opens, select the replenishment records you want to send electronically.
Click the Arrow icon, then select Create and Send from the dropdown.
On the Send Purchase Orders pop-up that opens, make sure that the delivery format for the Johnstone Supply vendor is set to Electronic Delivery and click Next.
On the Please select the PO recipients pop-up that opens, select the vendor recipient you want from the Vendor Recipient dropdown.
From the Internal Recipient dropdown, select the internal recipient.
When finished, click Send.
If the quantity needed is available and the price matches with the vendor, you receive a confirmation.
If the item quantity needed or the unit cost is different from the vendor information, the Resolve Vendor Issues screen opens. You can click Continue to send the purchase order electronically without resolving discrepancies. Or you can match the available quantity. For more, see Check real-time availability and pricing of PO items.
Check purchase order status in real-time
With Full Procurement Integration, you can easily check the status of the sent electronic purchase orders (Accepted or Rejected) in the Purchase Orders tab.
View and manage rejected purchase orders
In the Pending tab of the Purchase Orders screen, look for the POs marked as Rejected.
Click Rejected. The Purchase Order screen opens with the rejection reason and date.
To fix the issues, go to Actions > Edit, make the necessary corrections, and resubmit.
View accepted purchase orders
In the Sent tab of the Purchase Orders screen, look for the POs marked as Accepted.
Select the PO to view all the relevant details on the Purchase Order screen.
