This article is also available in:

Approval List Overview

This article explains how to use the Approval List in DPO. You’ll learn how to view, manage, and approve Purchase Orders (P.O.s), Invoices, and Topsheets that are waiting for your review.

Overview

The Approval List provides a centralized view of all items requiring your approval.

On the left side, you will find three tabs:

P.O.s
Invoices
Expenses (Topsheets)

Once all approvals are completed, the list will be empty.

You can also:

Use the search bar to find specific items
Apply filters (e.g. by date)
Use batch printing for efficient processing

How to Approve a Purchase Order

Open the P.O. Approvals tab
Select a purchase order from the list

Review Details

Left side → Approval chain (who approved / who is next)
Center → Requester (click name to send an email)
Top right → Supplier information

If required:

Enter account codes for each line item
Add attachments (if permissions allow)

Available Actions

Approve the purchase order
Decline the purchase order
Send Back to a previous approver (if enabled)

Add a comment explaining your decision

Quick Approval

Quick Approval allows you to approve or reject directly from the list using:

Approve (green icon)
Reject (red icon)

This feature can be enabled in Admin Settings for P.O.s, Invoices and Expenses.

How to Approve an Invoice

Open the Invoice Approvals tab

Filter and Search

Use filters to find specific invoices:

Matched P.O. → Linked invoices
Over / Under P.O. → Compare against P.O. amount
Date filters → Narrow by invoice date
Search bar → Find by supplier or keywords

Select an invoice or use Quick Approval (if enabled)

How to Approve a Topsheet

Open the Expenses Approvals tab
Select a Topsheet from the list

Review and Approve

Review all included positions
Add a comment if needed

Choose to:

Approve
Decline

After completing one Topsheet, the next item will automatically load.

Once all items are processed, the list will be empty.

Tip: Use filters and search to quickly locate specific approvals and speed up your workflow.

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: 29/05/2026

Was this article helpful?

Thank you!