Overview
Budget codes are used on inventory transactions to help track job costs and are based on the estimate line items linked to the Project. These codes can be seen on Purchase Orders, Returns, and Receipts, helping teams match materials to the correct part of a job and manage budgets more accurately.
Who uses this feature
Administrators, office employees, managers, accountants, bookkeepers, dispatchers, and customer service representatives (CSRs)
Primarily for Commercial Service, and Commercial Construction business types
Feature configuration
This feature is currently in Private Preview and available for specific accounts. It is subject to change. If you want to enable this feature for your account, join the waitlist here.
Assign the budget cost to a purchase order
Select the project you want to add a purchase order (PO) to.
From the side menu, click Purchasing.
In the Purchasing section, click Add Purchase Order.
On the Create Purchase Order screen that opens, enter the purchase order's details:
Job Number: Enter the job record number associated with the PO.
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.
Vendor: Select a vendor from where you want to procure the PO items. To set up vendors, see Set up vendors.
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.
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.
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.
Impact to the Technician Payroll: If you want your payroll settings to apply to the technicians attached to the PO, select the checkbox.
Files Attached: You can attach a file related to the PO.
Tip: To delete the attached file, click Remove
.Project Labels: Select a project label that is related to the PO.
Tip: To add more than one project label, click Add Another Label.
Budget Code (for tax and shipping): Assign a budget code to the PO. For more, see Manage and create a cost code and type.
Note: This field specifically applies to tax and shipping-related budget codes.
Enter location details:
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.
Ship To: Where the PO items are shipped:
Warehouse: Select a warehouse address if you want to restock it with the PO items.
Vendor counter pick: No shipping is needed because the PO is being picked up or purchased at the location.
Job address: Select job-related POs.
Technician's home address: You can select a technician's home address if a technician is attached to the PO.
Enter date details:
Date Created: The system automatically generates the date when you created the PO.
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.
(Optional) In the Memo field, enter a memo for the vendor.
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:
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.
Inventory: When you select an item, this field will be automatically populated. It indicates if the item is trackable.
Item Description: When you select an item, this field will be automatically populated from Pricebook.
Note: This field is editable.
Assembly: Add an assembly to group commonly used items together and link them to your POs.
Note: You can add an assembly if you have already created it in Settings. For more, see Create, edit and manage Assemblies in ServiceTitan.
Vendor Part number: 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.
ST Part Number: When you select an item, this field will be automatically populated from the Pricebook item code.
Budget Code: Select a budget code for your item. For more, see Select budget codes for items.
Qty: Enter the quantity you want to purchase.
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.
Total: The total value of the line item.
Tip: You can click + Add Item or Add Assembly to add more items or an assembly.
In the Tax field, enter the tax percentage or amount.
Note: The Subtotal and Total fields are automatically calculated based on the item amount, tax rate, and shipping cost entered.
In the Shipping Cost field, enter the shipping cost of the item.
When you're finished adding information and items to the PO, do one of the following:
Click Create to create the PO in pending status.
To send the PO to the vendor, from the Arrow dropdown field, select the format you want to use to send it.
To set the PO status to Sent without sending it to the vendor, from the Arrow dropdown field, select Create as Sent.
To send the PO to a specific vendor recipient, from the Create dropdown field, select Create and Select Recipients.
Manage and create a cost code and type
The Budget Code field is automatically populated based on the default settings; however, you can manually update it if needed:
From the Cost Code dropdown, select the relevant code for your item.
From the Cost Type dropdown, select the relevant cost type for your item.
To create a new cost code or type:
From the Cost Code or Cost Type dropdown, click Add Item.
The corresponding pop-up opens.From the Parent dropdown, select an existing parent code if you want to group this cost code under a broader category.
In the Code field, enter a unique identifier for the cost code.
In the Description field, provide a brief description that explains what the cost code represents.
Enable the Project Specific Cost Code or Type option if the cost code or type should be available only within a specific project.
When finished, click Create.
Select budget codes for items
From the Cost Code dropdown, select the relevant code for your item.
From the Cost Type dropdown, select the relevant cost type for your item.
Tip: Click Add Item to create a new cost code or cost type.
Assign the budget cost to a return
Select the project you want to add a return to.
From the side menu, click Purchasing.
In the Purchasing section, click Add Return.
On the Create Return screen that opens, enter return details:
Job #: Select the job number the item was initially procured for.
Purchase Order #: Select the purchase order (PO) number when the item was procured.
Note: When completing a return, you can add the PO number but it isn't required. If you add a PO number to the return, then you will only be able to return items that are on that purchase order.
Type: Select the return type.
Business Unit: Select a business unit to return. For more information on how to set up business units, see Add and edit business units.
Note: If this PO is related to a job then the business unit (BU) will be the same as the job BU.
Vendor: Select the vendor you want to return the item to. To set up vendors, see Set up vendors.
Reference Number: Enter the unique reference number for the return.
Inventory Location: Select the inventory location where the item is being returned from.
Note: The Inventory Location field will not be required if the Job # field is filled in.
Project Labels: Select the project label to align return costs with budgets.
Note: You can automatically use the pricebook label if no specific label is set. Also, project labels can be added at both document and item levels.
Tip: Click Clear to delete the project label.
Return Date: Select the date you want to make the return.
Budget Code (for tax, shipping, and restocking fees): Assign a budget code to a return. For more, see Manage and create a cost code and type.
Note: This field specifically applies to tax, shipping, and stocking fees related to budget codes.
Memo: You can enter a note not visible to the vendor.
In the Item List table, use the item code, description, or vendor part number to find the items you want to add to the return.
After you add the item, enter or review the item details:
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.
Inventory: When you select an item, this field is automatically populated. It indicates if the item is trackable.
Item Description: When you select an item, this field is automatically populated from Pricebook.
Note: This field is editable.
Vendor Part number: 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.
Project Labels: Select the project label specific to the item.
Budget Code: Select a budget code for your item. For more, see Select budget codes for items.
Qty: Enter the quantity you want to return.
Cost: Enter the cost of the item you want to return.
Tip: To add multiple items on one return, click Plus
and then use the item code, description, or vendor part to find the item you want to be on the return. To remove the item from a return, click Delete
.
In the Tax Rate field, specify the applicable sales tax rate for the item you want to return.
Note: The Subtotal and Total fields are automatically calculated based on the item amount, tax rate, shipping cost, and any restocking fee entered.
In the Shipping Cost field, enter the cost associated with shipping the item back.
In the Restocking Fee field, indicate any restocking fee charged by the vendor for the return.
When finished, click Save.
Assign the budget cost to requisitions
To create an item requisition:
Select the project you want to add a requisition to.
From the side menu, click Purchasing.
In the Purchasing section, click Add Requisition.
To create an install requisition:
Go to the navigation bar and click Inventory or Purchasing.
In the side menu, click Requisitions > Install.
On the Requisition screen that opens, click Create New.
On the Create Requisition screen that opens, enter requisition details:
Requisition Name: Enter a short name that describes the requisitioned items, project, or job.
Project #: Select a project number if it's not already selected.
Note: If you started this requisition from a project, the project number is already selected. For more, see Requisition items for a job or project.
(Optional) Business Unit: If you have more than one business unit, select the business unit that will work on the project or job associated with the requisition.
Technician: Select the technician who will perform the work.
Warehouse: Select the location where procured items are sent and stored for the project or job.
In the Item List table, use the item code, description, or vendor part number to find the items you want to add to the return.
After you add the item, enter or review the item details:
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.
Item Description: When you select an item, this field is automatically populated from the pricebook.
Note: This field is editable.
ST Part #: When you select an item, this field will be automatically populated from the Pricebook item code.
Project Labels: When you select an item, the associated project label is automatically applied to the requisition item from either Estimate items or Pricebook SKUs.
Note: This field is editable.
Budget Code: Select a budget code for your item. For more, see Select budget codes for items.
Quantity Requested: Enter the quantity you need for requisition.
Procurement Source: From the Procurement Source dropdown, select the procurement source of an item.
Tips:
Click Truck, Warehouses, Mobile Storages, or Vendors, to select the procurement source from the relevant list.
Click the Quantity Available to Pick to see more details about the inventory item numbers.
Ship To: Select where you want to ship the selected item.
Note: This field is active if you select a vendor as the procurement source.
When finished, click Create.
View and edit the budget code on the receipt record
You can view the budget code on the Receipt record under the Vendor Invoice Details section.
You can also view the budget code for each item within the Receipt record, under the Receipt Items section.
Note: You can also assign budget codes to non-PO vendor bills and credits to associate costs not tied to a requisition to the project budget. For more, see Assign budget code to non-PO vendor bills and credits.
To edit a budget code on the receipt record:
Go to the navigation bar and click Inventory or Purchasing
.From the side menu, select Receipts.
On the Receipts screen that opens with a list of your receipts, select the receipt you want to edit.
On the receipt record that opens, from the Actions dropdown, select Edit.
Along with the Vendor Document Number, Date Received, and Memo fields, you can update the Budget Code fields in both the Vendor Invoice Details and Item List sections.
After making necessary updates, click Save.