Purchase Orders

Agave Sync allows you to export ServiceTitan Purchase Orders to Foundation.

Visual Mapping

Video Tutorial

Common Errors and FAQs

Are there any pre-requisites to syncing Purchase Orders?

Yes:

1. The Vendor for the Purchase Order must be synced
2. If you are syncing Job Purchase Orders, a COst Code and Cost Type (see below)

Exporting Purchase Orders to Foundation

After exporting a Purchase Order, Subcontract, or Purchase Order/Subcontract Change Order, you can find them in Foundation by following these steps:

1. From the Foundation homepage, go to PO/Subcontract --> PO/Sub and Change Order Sync:

2. Select the Report tab. Alternatively, you can apply specific filters (e.g. to Jobs like the below screenshot) to make sure you return Subcontracts that meet your needs.

3. In the Report tab, select the "Import" checkbox for the Subcontract, and then press the Import button:

4. After importing, press the OK button to confirm there are no validation errors or issues.

You can also check the Item Detail tab to confirm that line items imported as expected:

5. Press OK again. If there are no issues, you will see a confirmation that the Purchase Order or Subcontract has successfully imported into Foundation.

Purchase Order or Subcontract Line Item Ledger Account

Since most Project Management systems do not have a Ledger Account, Agave will default to the Ledger Account associated with the Cost Type (Cost Class). The default Ledger Account associated with the Cost Type can be found below:

note

We recommend assigning a Default General Ledger Account for each Cost Type. This will prevent the need to manually input the Ledger Account in Foundation for each Purchase Order, Subcontract, or Subcontractor Change Order you export to Foundation.

Job and Non-Job Purchase Orders in Foundation

Job Purchase Orders

If a ServiceTitan Purchase Order is associated with a Job, each Purchase Order Line Item will need to include a reference to a Cost Code and Cost Class in Foundation. There are two approaches to including this reference:

1. You can share default Cost Code and Cost Type to use with your Agave Account Manager, or
2. You can add custom fields for Cost Code and Cost Type (see below)

Non-Job Purchase Orders

If a ServiceTitan Purchase Order is NOT associated with a Job, then in Foundation:

1. Agave Sync will not seta default Cost Code or Cost Class, and
2. You will need to share a default General Ledger Account to use with your Agave Account Manager. Alternatively, you can also share a mapping of Business Units to Ledger Accounts with your Agave Account Manager to apply to each Line Item in the sync.

Why am I getting an error saying a record already exists even though I deleted it?

You may have deleted a record but still receive an error saying the record exists after re-syncing it (example below). Alternatively, You may need to modify and re-sync a Purchase Order, Subcontract, or Purchase Order/Subcontract Change Order record in the Project Management system after it has been exported to Foundation.

Depending on the status of the export, you have a two options:

If the record has not been imported in Foundation (i.e. it has a status of "Imported" or is in the PO/Sub and Change Order Sync view):

1. From the main menu, select PO/Subcontract

2. Select the PO/Sub and Change Order Sync view

3. Press Report, then select the Delete checkbox. Then press Delete

If the record has been imported in Foundation (i.e. it does NOT have a status of "Imported" or is visible in either the Enter PO/Subs or Enter Change Orders views), you can either modify the record manually with details from your Project Management system, or:

1. Delete the record from either the Enter PO/Subs or Enter Change Orders views. You can do this by pressing the trashcan icon in the toolbar.

2. From the main menu, select Controls --> Purge Data.

3. Scroll down to the P/S Purges section and select PO/Subs.

4. In the Criteria tab, input the criteria for your report, then press the Report tab. Assuming the records match what you want to delete, either press "Ctrl + U" or Purge --> Purge Selected Records in the toolbar.

Error: The name field is required for Purchase Orders.

Foundation requires a date field when creating Purchase Orders.

To resolve this error:

1. Go to the Purchase Order in your PM System.

2. Add a value to the "Title" or "Name" field.

Can I customize the Purchase Order number I sync to my accounting system?

Yes. By default, Agave Sync will either use the next available Purchase Order number or the auto-generated ServiceTitan number when syncing Purchase Orders to your accounting system. However, you may want to use a custom value you set in ServiceTitan.

If you would like to use a custom value in ServiceTitan, you can add a custom field. To add a custom field to ServiceTitan Purchase Orders:

1. Go to the ServiceTitan Settings page and press Custom Fields:

2. On the Custom Fields page, press Add:

3. Enter the Custom Field name (e.g. "ERP ID") and select Purchase Order Record under "Where It Appears":

4. Scroll to the bottom of the page. Under Type, select "Text". Then press Save:

5. The Custom Field will appear as editable on Purchase Order records. Note, it usually takes a few minutes for the Custom Field to become available:

How do I set the Cost Code and Cost Type when syncing Job Purchase Orders to my accounting system?

If you are syncing ServiceTitan Job Purchase Orders, your Accounting System might require a Cost Code (aka Phase Code) and Cost Type (aka Cost Class).

There are two approaches to specifying the Cost Code and Cost Type:

1. You can ask your Agave Account Manager to apply a default, or
2. Add a Custom Field.

Note, in both cases, the Cost Code ID and Cost Type ID will be applied to all Purchase Order Line Items synced to your accounting system.

Adding a Custom Field for Cost Code and Cost Type

1. Go to the ServiceTitan Settings page and press Custom Fields:

2. On the Custom Fields page, press Add:

3. Enter the Custom Field name (e.g. "Cost Code ID") and select Purchase Order Record under "Where It Appears":

4. Scroll to the bottom of the page. Under Type, select "Dropdown". Enter the possible values for the Custom Field, and then press Save:

5. The Custom Field will appear as editable on Purchase Order records. Note, it usually takes a few minutes for the Custom Field to become available: