Catalogue Management in DPO

The Catalogue feature in Digital Purchase Order (DPO) simplifies item selection by allowing users to choose from a pre-configured list of frequently used products or services. This reduces manual entry, ensures consistency, and speeds up the PO creation process. This guide explains how to set up your catalogue, organize items by category, control edit access, and streamline purchasing through standardized entries.

How to Set Up and Use the Catalogue

1. Go to the Settings > Catalogue

2. Optional: + Add Category to filter your catalogue in sections

3. + Add Items to the Category
4. For each item, define:

• Item name and description
• Category (selected from the dropdown)
• Expenditure type
• Optional: Price → Can be hidden during P.O. creation, but will be visible in the View section unless restricted
• Optional: Account codes → Must be pre-configured under Chart of Accounts in the admin area

5. Lock Items or the Entire Catalogue

• You can lock item data so it cannot be edited during P.O. creation
• You can also lock the entire catalogue list, forcing users to select from existing entries only (no manual item creation)

Restrict Purchase Order Price Visibility

If you want to restrict price visibility after a purchase order (P.O.) has been created, you need to ensure the user has no visibility of purchase orders. Otherwise, they will still be able to see the price once the PO is created.

1. Go to Settings → Users, edit the relevant user
2. Navigate to General Settings → Visibility (P.O.s). From the dropdown menu, select No purchase orders to apply the restriction.

Import Bulk Items (Optional)

If you have a large item list, the DPO Support Team can import it for you.

1. You can find the import template under: Settings → Import
2. Download the: Import Sheet
3. Fill in all relevant codes and names, then send the completed file to:

[support@digitalpurchaseorder.com]()

The DPO Support Team will upload the data for you.

Use the Catalogue During P.O. Creation

1. Select the department and vendor, then click Add new items.
2. Start typing the item name and DPO will suggest matching catalogue items.
3. Choose the desired item and all relevant fields will be filled in automatically.
4. Simply enter the quantity and continue creating your purchase order.

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