Question 1

Expenses Overview

Accepted Answer

In Expenses, you can view all newly created Top Sheets that need to be validated, checked, and sent for approval, as well as all existing Top Sheets. Make sure your approval workflow is set up — find the instructions here.

Expenses Overview

In the Expenses section, you can view all Top Sheets, both new and completed. You can open each one to review details, validate entries, and confirm receipts before finalizing.

||| Important: Expenses cannot be created for other users. Each expense entry belongs only to the logged-in user, and the settlement is processed under the name of that user’s profile.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-10-13-at-09461_ztsvt5.png =848xauto)

Filtering and Reviewing Expenses

Use the filter on the left to view expenses that are in “For Review” status. These need to be validated and sent into the workflow.
You can also filter by “My Expenses”, “All Expenses”or “Expenses by Department” for a more targeted view

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-10-13-at-10065_1vlmiem.png =911xauto)

Expense Process Steps

Step 1: Team members create petty cash entries. Step 2: The entries are submitted for review. **S

Question 2

Batch Print & PDF Options in DPO

Accepted Answer

The Batch Print List combines multiple invoices into a single PDF, reduces manual effort, and is ideal for accounting, archiving, or monthly reporting. You can build the list step by step, save it, and generate the final print later, which is especially helpful when working across longer periods.

Batch Print

How it works:

Navigate to either the P.O.s, Invoices or Expenses section. In the Batch Print control area (top right, next to the filter options), you will find two icons that help you manage your print list more efficiently.

| Use filters (e.g. date, department, supplier) or the search bar to narrow down your list of P.O.s, Invoices, or Top Sheets.

Select All Visible P.O.s, Invoices, or Top Sheets

Adds all P.O.s, invoices, or petty cash entries currently visible on the screen (based on the active filters) to the Batch Print list.
This is useful when you want to print all filtered results without selecting each item manually.

Open Batch Print List

Use the printer icon on the right side of a P.O., invoice, or petty cash entry to add it to the Batch Print list.
Once at least one item has been added, the Batch Print icon in the center becomes active, allowing you to print the selected P.O.s, invoices, or petty cash entries together.

![Print all P.O.s, invoices, or Expenses (left), Print selected files (center)](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschir

Question 3

Approval List

Accepted Answer

This article explains how to use the Approval List in DPO. You’ll learn how to view, manage, and approve your invoices, expenses, and purchase orders (P.O.s) that are waiting for your review. It also covers how to track approval status, access detailed information, and take the necessary actions directly from the list.

Approval List Overview

In the approval list, you will find three tabs on the left: P.O.s, Invoices and Expenses. This view shows everything that requires your approval in one place. Once you have completed your approvals, the list will be empty. You can also search, filter by date, and use batch printing to manage approvals more efficiently.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-12-22-um-1_26eet8.png =902xauto)

How to Approve a Purchase Order

Open your Approval List under the P.O. Approvals tab to view only the purchase orders where you are the next approver, ensuring that no approvals are missed or delayed.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2026-01-09-um-1_iu1gus.png =945xauto)

Review the purchase order details:

On the left, view the approval chain, showing who has already approved and who is next.
In the center, see the requester and click their name to s

Question 4

Create Purchase Orders

Accepted Answer

The Create Purchase Order feature in Digital Purchase Order (DPO) makes it easy to start and manage the procurement process. P.O.s help track vendor agreements, pricing, and delivery terms—ensuring transparency and control. With DPO, creating and managing P.O.s is streamlined and accessible from any web-enabled device.

Create a New PO

Click Create Purchase Order on the left side of the menu

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-08-22-at-14243_shznai.png =857xauto)

Choose your department from the dropdown list

Add a Supplier

Select an existing supplier → Choose a supplier already stored in the system from the list. Create a new supplier → If this option is enabled by your admin.

Optional: Based on your P.O. book configuration, custom fields like “Component” may appear.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-01-19-at-16103_3mtk2z.png =709xauto)

Click “Add Items” and enter the following:

Item name
Description
Type of expenditure
Quantity
Net price
**Curren

Question 5

Expenses Inbox

Accepted Answer

The Expenses feature in Digital Purchase Order (DPO) allows you to easily create a Top Sheet, capture receipts, validate them, group them together, and submit them for approval—all from your browser or mobile device.

Expenses Inbox Overview

The Expenses Inbox allows you to create Top Sheets and view all submitted receipts in one place. Navigate to Expenses → Expenses Inbox to access your personal inbox.

On the right side, you will find:

Click to Upload Receipts - Click Upload Receipts to get started.
Capture Receipts – All uploaded receipts waiting to be validated and saved.
Create Top Sheet – All saved receipts that are ready to be added to a Top Sheet.
My Receipt List – Your archive containing all receipts that have already been included in Top Sheets or have been declined. These receipts can be resubmitted to a Top Sheet with a single click.

||| Important: Petty Cash expenses cannot be created for other users. Each expense entry belongs only to the logged-in user, and the settlement is processed under the name of that user’s profile.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2026-01-09-um-1_1rc1bhm.png =801xauto)

Steps to Create a Top Sheet

To create a Top Sheet and submit it for approval, follow these required steps:

Step 1: Upload receipts using the browser or mobile app. **

Question 6

Account Settings

Accepted Answer

In the Account Settings of DPO, you can customize your profile and configure basic settings. This includes selecting the language, adjusting notifications, and managing your account information. This guide will show you how to quickly and easily configure your personal preferences.

Accessing Personal Settings

Once you have been assigned to a project (DPO book), you can manage your personal data.

How to access your settings:

Click on the profile icon in the top right corner
Select "Account Settings" from the menu

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-10-06-at-15020_1r2sp0m.png =865xauto)

Profile & Account Details

In this section, you can:

Upload a profile picture
Change your name
Add company information and phone number
Update your password

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-13-um-1_2ltcce.png =799xauto)

Settings

Configure Notifications Under "Settings" (left menu), you can choose which events trigger email notifications, such as:

When an approval is required or granted
When an item is expiring
When new comments are added to your P.O.s, Invoices or Expenses
Change Language & Currency

Change Language & Currency DPO supports multiple languages and currencies. Under "Settings", you can customize both:

Select language and region
S

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