Skip to main content

Purchase Orders

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

note

Agave Sync exports Purchase Orders to Vista in a Posted status by default. If you would like to not post Purchase Orders, let your Agave Account Manager know.

Visual Mapping​

ServiceTitan and Vista Purchase Orders Visual Mapping

ServiceTitan and Vista Purchase Orders Visual Mapping

ServiceTitan and Vista Purchase Orders Visual Mapping

ServiceTitan and Vista Purchase Orders 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 Phase Code and Cost Type (see below)
  3. If you are syncing Expense (i.e. Non-Job) Purchase Orders, a default Ledger Account must be applied (see below)

Job and Non-Job Purchase Orders in Vista​

Job Purchase Orders​

If a ServiceTitan Purchase Order is associated with a Job, in Vista:

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

ServiceTitan and Vista Purchase Orders Visual Mapping

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

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

  1. The Line Item Type will be set to "Expense", and
  2. You will need to share a default General Ledger Account to use with your Agave Account Manager.

ServiceTitan and Vista Purchase Orders Visual Mapping

Error: Could not find a default Ledger Account​

Job Purchase Orders​

For Job Purchase Orders in Vista, Ledger Accounts are assigned based on the Cost Type and it's associaed JC Department.

To confirm a Ledger Account is assigned to the Cost Type for a JC Department:

  1. In Vista, go to JC Departments:

ServiceTitan and Vista Purchase Orders Visual Mapping
  1. Select the Cost Types tab and assign both an Open WIP Acct and Closed WIP Acct to the Cost Type:

ServiceTitan and Vista Purchase Orders Visual Mapping

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

Agave Sync determines the Ledger Account for the Purchase Order Line Item in Vista using one of the following methods:

  1. Default Ledger Account: if you only plan to use one Ledger Account for ServiceTitan Purchase Order Line Items synced to Vista, Agave Sync can automatically assign this default Ledger Account to all Purchase Order Expense Line Items.
  2. Business Unit Mapping: if your Vista setup includes multiple Ledger Accounts for Purchase Order Line Items, Agave Sync can assign the appropriate Ledger Account based on the ServiceTitan Business Unit linked to the Purchase Order. To enable this, you’ll need to provide a mapping of ServiceTitan Business Units to Vista Expense Ledger Accounts to your Agave Account Manager.

How are Tax Amounts synced from ServiceTitan to Vista?​

In ServiceTitan, a Tax Amount exists at the header-level. However, in Vista, only a Tax Amount, Tax Code, and Tax Type exist at the line item-level. In Vista, the tax amount field is not writable either.

Tax Amounts are synced from ServiceTitan to distinct Purchase Order Line Items in Vista. This Vista 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.

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

Do I have to post Purchase Orders?​

No. Agave Sync exports Purchase Orders to Vista in a Posted status by default. If you would like to not post Purchase Orders, let your Agave Account Manager know.

If you opt to not post Purchase Orders, all Purchase Orders synced from ServiceTitan to Vista within a day will be added to the same Vista batch number.