Users in DPO

The User section is one of the most important areas in the system. Here, you can manage visibility permissions, add new users, and configure other settings related to user access and roles. This section is essential for controlling who can view, edit, or approve purchase orders, invoices, and Expenses within your Organization.

Invite a New User

Step 1: Invite a user

Go to Settings → Users, and click the “+ INVITE NEW USERS” button.

Step 2: Set Up User Information under General Settings

In the following window, you can enter all the required user information, including email address, first and last name, company (optional), phone number (optional), and position (optional). You can also set the user’s visibility for P.O.s, Invoices, and Expenses.

Step 3: Configure Assigned Departments

Under Departments, you can define who can view and approve documents, individually for each department.

Three options are available:

• Checkmark: can view and approve
• Eye: can view only
• Strikethrough eye: cannot view or approve

The general visibility setting acts as the default but can be customized per department here.

Step 4: Set Approval Level

If you already know the approval level, set it up in the user profile or directly under P.O.s, Invoices, or Expenses for better visibility.

→ Add Bypass functions see chapter Bypass for configuring the Approval Level.

Step 5: User Roles

Here you can set the user’s role (e.g., Admin, User, or a custom role you’ve created — read more here.

• Administrator → Has access to the entire administration area
• User → Cannot access administrative settings

Step 6: Permissions

Define what each user can do in the system — from managing invoices and expenses to editing account codes.

This ensures that every role has the appropriate level of access.

General

• Enters account code → Required to fill out account field
• Can edit account code → Allows editing of account codes at any time

Invoices

• Can Manage Invoices → Must be enabled to display the Invoice Inbox tab

P.O.s

• Can void → Grants permission to void at anytime
• Can amend → To amend documents at all times
• Can close P.O.s. → Allows closing of P.O.s at all times
• Can append attachments → To add attachments at all times in P.O.s
• Can flag P.O.s → Allows setting custom, user-created flags
• Can flag ´special´→ To flag items as 'special' at all times
• Can add deliver → Allows adding delivery entries at all times
• Can edit received Items → To edit received items
• Can filter by Approver → To filter records by approver
• Can send P.O. back → Allows sending P.O. back to the last person in the approval chain

Budget

• Can view all budget values → To view all budget values at all times
• Can change budgets → To edit budgets at all times

Expenses

• Can Review Expenses → Allows Top Sheets to be sent directly for approval and editing them at any time
• Can remove Expenses from Approval → Can take the expenses out of the approval process

Step 7: Settings for Comments

Decide whether users can write or edit all comments, only their own, or none

Step 4: Send the Invitation

Click “Invite” to send the user invitation

Invite Email

1. After you have invited a user, they will receive an invitation email with a link to create their account. Please follow the steps in the email to complete your registration.
2. If you can’t find the email, check your spam folder. If you still haven’t received it, contact your admin to confirm the email address used in DPO.
3. If the first link in the email doesn’t work, use the second link provided.

Edit Existing Users

1. To change the details or permissions of an already created user, simply click on the pencil icon next to the user's name
2. You can then adjust all settings as you would during the invitation process. To remove a user, click on the trash bin icon

Why the Trash Bin is not available

If a user is assigned to an approval level, they can only be deleted after all approval levels are removed.

1. Open the user profile via the pencil icon
2. Go to the Approval Levels tab
3. Remove all approval levels for P.O.s, Invoices, and Expenses, then click Save
4. The trash bin will now be available next to the user

Questions or need help?

Our customer support is always available to help with any questions or setup assistance

Contact us

Email: support@digitalpurchaseorder.com

Support: +1 888 DPO 7254

Support Int'l: +44 20 331 88 338

Berlin Office: +49 (0)30 55 572 5956

Or book a personalized support call

We look forward to hearing from you.

Updated on: 03/06/2026