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Purchase Orders

Agave Sync allows you to import ServiceTitan Purchase Orders to Sage 300 CRE Commitments that have a type of "Purchase Order".

note

Agave Sync exports Purchase Orders to Sage 300 CRE in a Committed to Job Cost status.

Visual Mapping​

ServiceTitan and Sage 300 CRE POs Visual Mapping

ServiceTitan and Sage 300 CRE POs Visual Mapping

ServiceTitan and Sage 300 CRE POs Visual Mapping

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 Category (ee below)

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:

Purchase Order Custom Fields
  1. On the Custom Fields page, press Add:

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

Purchase Order Custom Fields
  1. Scroll to the bottom of the page. Under Type, select "Text". Then press Save:

Purchase Order Custom Fields
  1. 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:

Purchase Order Custom Fields

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:

Customer Custom Fields
  1. On the Custom Fields page, press Add:

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

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

PO Custom Fields
  1. 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:

PO Custom Fields

Job and Non-Job Purchase Orders in Sage 300CRE​

Job Purchase Orders​

If a ServiceTitan Purchase Order is associated with a Job, in Sage 300CRE:

  1. The Line Item Type will be set to "Job", and
  2. You will need to share a default Cost Code and Category to use with your Agave Account Manager.

Expense (i.e. Non-Job) Purchase Orders​

If a ServiceTitan Purchase Order is NOT associated with a Job, in Sage 300CR, no Job, Cost Code, or Category will be applied to the Line Items.

How are Tax Amounts synced from ServiceTitan to Sage 300 CRE?​

In ServiceTitan, a Tax Amount exists at the header-level. However, in Sage 300CRE, only a Tax Amount, Tax Code, and Tax Type exist at the line item-level.

Tax Amounts are synced from ServiceTitan to distinct Purchase Order Line Items in Sage 300CRE. This Sage 300CRE Line Item has:

  1. An Amount that equals the ServiceTitan Tax Amount,
  2. A Description of “Tax”, and
  3. The same Ledger Account as other Line Items on the Purchase Order.