Expenses in DPO

Use the Approval Levels feature to define automated, multi-step approval chains based on PO value, department, or user roles. This ensures purchase orders are reviewed by the right people without manual handovers — saving time and increasing control. This guide shows you how to configure the chain, assign approvers, and customize workflows for your organization.

Approval levels are applied separately in the Admin settings for:

Approval Levels (P.O.s)

Invoices

Expenses

If no department is entered in the topsheet, the approval chain will include all users without any conditions at the approval level.

How to Build an Approval Chain

Note: A change to the approval chain will update all current petty cash entries that are still in the workflow.

Step 1: Open Approval Levels

Open Settings > Expenses

Step 2: Create Approval Levels

Choose the number of approval levels you need
Click: “+ Add Approval Level”

Step 3: Arrange Approval Levels

Use the up and down arrows to reorder the levels
Click on the right side of a level to view assigned approvers

Step 4: Add Approvers

Search for the user in: “Add New Approver”
Click the plus (+) icon

Note

If multiple users are assigned to the same approval level and department:

The first available user will complete the approval.

Tip: Approval levels can also be assigned in the user profile, but core settings like department restrictions or amount-based rules can only be configured directly in the approval level.