Approval List

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.

How to Approve a Purchase Order

1. 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.

2. 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 send them an email directly.
• In the top-right corner, find all relevant supplier information.

3. If account codes are required, enter the appropriate codes for each line item.
4. Optional: Attachments can be added to the P.O. at any time, provided the user has the required permissions enabled.
5. Choose one of the following actions:

• Approve the purchase order
• Decline the purchase order
• Send Back to a previous approver (if enabled) -> When sending a purchase order back, you should include a comment explaining your decision.

Quick Approval for Invoices & Top Sheets

Quick Approval allows you to approve or reject invoices and Top Sheets directly from the list using the green thumbs-up or red thumbs-down icons. This feature can be configured in the Admin section under Invoices and Expenses, where you can enable either both options or only one, as needed.

How to Approve an Invoice

Open the Invoice Approvals tab to view all invoices waiting for your approval. If Quick Approval is enabled for your project, you can approve or reject invoices directly from the list by clicking the green thumbs-up or red thumbs-down icons.

Filter and Search

Use filters to sort and find specific invoices:

• Matched P.O. – view invoices linked to a purchase order
• Over P.O. / Under P.O. – see invoices that exceed or fall below the P.O. amount
• Date filters – narrow results by invoice date
• Search bar – find invoices by supplier name or other details

Review and Approve Invoices

Click Expenses Approvals to open your list and view all Top Sheets waiting for your approval. Use the available filters to sort and locate specific Top Sheets, including date filters to narrow results by Top Sheet date and the search bar to find Top Sheets by supplier name or other details

Can't See the Matched P.O. in the Invoice Overview During Approval?

If you cannot see the P.O. linked to an invoice during approval, contact your DPO Book Administrator to request access.

If the permission “Manage Invoices” is not enabled, a user role must be created that allows viewing P.O.s linked to invoices. Assign this role to users who need to see P.O. information within invoices without granting access to the Invoice Inbox.

How to Approve an Top Sheet

Click Expenses Approvals to view all Top Sheets awaiting approval. Use filters, date ranges, or the search bar to quickly find specific Top Sheets..

Click on a Top Sheet to open the detailed view, where you can review all positions included. If needed, add a comment to provide additional context or clarification. Once you approve or decline the Top Sheet, the next one will automatically load for review. After all Top Sheets have been processed, the list will be empty, indicating that no items are awaiting your approval.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 15/01/2026