AP: Receive and Manage Purchase Orders in ServiceTitan

Learn how to review, edit line items, mark as sent, and receive shipments on purchase orders in ServiceTitan.

September 25, 2026 By Autumn Bowman

Purpose

This guide explains how to review, adjust, and receive purchase orders within ServiceTitan. Completing these steps ensures inventory line items and receipt documentation match vendor invoices accurately, keeping order statuses up to date until partially received items are received and processed.

Scope

This procedure applies to inventory coordinators, warehouse managers, and purchasing staff managing materials in ServiceTitan. It covers verifying PO source files, adjusting line items and tax rates, recording vendor document receipts and accounting for unreceived items. Vendor invoice payment processing and accounting reconciliation workflows are out of scope.

Review and Edit the Purchase Order

Before receiving items, check the order details and remove any unnecessary or redundant line items from the purchase order.

Step #1: Click the PO source link in the Order Details section. — Click the PO source link in the Order Details section.

Step #2: Click the attached file link under the Files Attached section to open and review the PO document. — Click the attached file link under the Files Attached section to open and review the PO document.

Step #3: Review Purchase Order — Review Purchase Order

Step #4: Click Actions in the top right corner of the purchase order details page. — Click **Actions** in the top right corner of the purchase order details page.

Step #5: Click Edit from the dropdown menu. — Click **Edit** from the dropdown menu.

Step #6: Click the delete icon on the taxes line item and delete shipping cost — Click the delete icon on the taxes line item and delete shipping cost

Step #7: Click Delete in the confirmation modal. — Click **Delete** in the confirmation modal.

Step #8: Add your tax into the Tax Rate and Shipping Cost — Add your tax into the Tax Rate and Shipping Cost

Step #9: Click Save in the top right corner of the Edit Purchase Order screen. — Click **Save** in the top right corner of the Edit Purchase Order screen.

Update Order Status

Update the status of the purchase order so the system records that it has been transmitted to the vendor.

Step #1: Click Send As in the top right corner. — Click **Send As** in the top right corner.

Step #2: Click Mark as Sent from the dropdown menu. — Click **Mark as Sent** from the dropdown menu.

Step #3: Once marked as "sent" you can no longer edit so select "Actions" then "Edit" — Once marked as "sent" you can no longer edit so select "Actions" then "Edit"

Step #4: Match your "Date Sent" to the invoice date — Match your "Date Sent" to the invoice date

Record Shipment Receipt

Log the incoming items, attach receipt documentation, and confirm received quantities.

Step #1: Click Receive in the top right corner of the purchase order details screen. — Click **Receive** in the top right corner of the purchase order details screen.

Step #3: Click Upload File under Receipt Attachments. — Click **Upload File** under Receipt Attachments.

Step #4: Select the appropriate receipt file and click Open. — Select the appropriate receipt file and click **Open**.

Step #5: Select the Date Received field to set the invoice date — Select the **Date Received** field to set the invoice date

Step #6: Verify quantities, items and amounts match your invoice. — Verify quantities, items and amounts match your invoice.

Step #7: Click Save in the top right corner. — Click **Save** in the top right corner.

Step #8: Click Skip to handle any unreceived items remaining on the order. — Click **Skip** to handle any unreceived items remaining on the order.

Step #9: Click the purchase order number link in the search results to reopen the order. — Click the purchase order number link in the search results to reopen the order.

Step #10: Verify that the order reflects the updated Partially Received status. — Verify that the order reflects the updated **Partially Received** status.

FAQ

Q: What should I do if only part of the order arrives?

A: Record the items received, attach the vendor documentation, and click Roll Over to carry over the remaining unreceived items onto an open balance.

Q: Why should the taxes line item be removed before receiving?

A: Taxes should be applied via the dedicated Tax Rate field during receipt rather than as a separate inventory line item to keep inventory valuation and tax calculations accurate.

Q: How do I verify that the purchase order status updated correctly?

A: Reopen the purchase order from the search list and check the status badge, which will display Partially Received if remaining items were rolled over.

Glossary

Term	Definition
PO Source	The originating job, replenishment request, or project linked to the purchase order in ServiceTitan.
Roll Over	The action in ServiceTitan that splits unreceived line items into an active open balance while closing the received portion.
Vendor Document Number	The external packing slip or invoice number provided by the supplier when delivering goods.