Creating and Managing Purchase Orders

Creating and Managing Purchase Orders

The following document contains more information and detailed instructions for Purchase Order creation and Management - Managing Purchase Orders
These video walkthrough will take you through the entire process of creating and managing Purchase Orders


Purchase Orders are created to allow us to document our intent to purchase items from a supplier; either directly for a job or to add to inventory. Purchase Orders allow us to ultimately confirm that the items we ordered have been received by us and that the invoices we receive from suppliers match what we ordered from them.

Purchase Order Statuses

When Purchase Orders are created, they have a series of status that identify where they stand in the purchasing process.
  1. Pending- When the PO is initially created but has not yet been submitted to the supplier it will be in Pending status. All elements of the Purchase Order can be edited when in Pending status.
  2. Sent- Once the Purchase Order has been submitted to the supplier it should be moved to Sent status. If the PO is sent to the supplier through their online ordering system you will manually set the status of the PO to Sent. If you email the PO to the supplier through ServiceTitan it will automatically be set to Sent status. Once Sent, only “header” information such as the vendor, warehouse or business unit can be modified without returning the PO to Pending status.
  3. Received/Partially Received- Once the items ordered have arrived at the shop or been picked up by the tech at the supplier, the PO will be placed into “Received” status. This is the final step of the purchase flow. The Receipt document that is created will be exported to Intacct where the AP Accounting team can match it to the invoice received from the supplier. If a partial shipment arrives a “partial receipt” can be created, and the remaining items received separately when they arrive.
  4. Cancelled- At any point up to a PO being received it can be cancelled.
Each of the Purchase Order statuses are a tab in the Purchase Order section of the Inventory screen. Clicking each tab will show you a list of POs currently in that status.



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