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Getting Started with DPO 1/2

Welcome to DPO! This guide will walk you through your first steps in the system and highlight the essential settings you should review before getting started. This ensures everything is in place so you can upload your first P.O., invoice, or expense, and invite and manage your team.

Note: The following steps are intentionally kept brief. For detailed instructions on specific topics, please refer to the linked articles.

Step 1: Log In and Update Your Profile Settings

Once you are invited, you will receive an email with instructions to create your account. Follow the steps in the email to set up your password and complete the registration. After logging in, you can update your personal profile settings, such as language preferences and email notifications.

Tip: If you already have an account from a previous project, you can log in directly at https://web.digitalpurchaseorder.com using your existing credentials.

After receiving the invitation, open the email and click the first link provided. You will be redirected to the DPO website, where you can set a password for your new account. Once completed, log in using your email address and the newly created password. After logging in, you will be taken directly to your account dashboard, where you can see all available projects. Select the relevant project by clicking on the corresponding book icon.

If you cannot find the invitation email, please check your spam folder first. If the email is still missing, contact your administrator to verify the email address stored in DPO. You may also contact our support team at support@digitalpurchaseorder.com for assistance.

Use the profile icon (top right) to access your account settings. Under Profile, you can update your personal details, password, and manage MFA. In Settings, you can configure email notifications, language, region, and default currency.

Step 2: Project Information

Use the three-line menu to access the administration settings. Under Project Information, you can manage project details and usage limits, and add additional resources if needed.

Step 3: Suppliers

Under Administration → Suppliers, you can create or edit suppliers. New suppliers are added via + Add New Supplier, and large supplier lists can be imported by the DPO Support team using the template under Administration → Import.

In Supplier Settings, you can define mandatory fields, control who can create suppliers, and enable automatic supplier code generation. When enabled, you can set a starting number, digit length, and an optional prefix, then save to activate the feature.

Step 4: Chart of Accounts

The Chart of Accounts can be managed under Administration → Chart of Accounts, where you can add or edit accounts, configure display options, and lock the account framework. Larger account lists can be imported by the DPO Support team using the template under Administration → Import.

Step 5: Account – Additional Fields

Custom fields (e.g. KOST, KSK, SET) can be added to purchase orders, invoices, and expenses and included in exports. Under Administration → Accounts → Additional Fields, create a new version and add fields by defining the name, input type, visibility, and whether the field is mandatory. Supported types include COA, value list, text, letters, and numbers.

Step 6: Taxes (for Invoices)

Under Administration → Taxes, you can add or edit tax rates for invoices and expenses. If DPO is connected to an accounting or PSL system, tax names and account numbers must match exactly.

Enable a tax by clicking the edit icon, selecting “Use on invoice”, optionally setting it as mandatory and choosing a mode, then click Save. The tax will then apply to both invoices and expenses.

In List mode, expand the tax type, click the plus (+) icon, and add a tax rate by entering its name, percentage, optional validity period, and cost account. Save to make the tax rate available for invoices and expenses.

Taxes are displayed in the order they are created. If a different order is required, you can control the sorting by adding a numeric prefix (for example, 1, 2, 3) to the tax name.

Step 7: Set Up Approval Levels

Approval levels are configured separately in Administration for Purchase Orders, Invoices, and Expenses.

Go to Administration → Approval Levels for P.O.s, Invoices, or Expenses, select the number of levels, add or reorder them as needed.

Tip: Approval levels can also be assigned in the user profile. However, core settings such as department assignment or amount-based rules can only be configured directly within the approval level.

Define the conditions for each level (e.g. document type or net amount thresholds).
Add approvers using Add New Approver, optionally enable Separate Approval per Department, and save your changes.

Step 8: Invoices

For invoices, you can choose between manual or automatic submission to the approval workflow, and change this setting at any time.

With manual submission, invoices are sent by clicking a button.
With automatic submission, invoices are forwarded automatically once they are fully matched to a purchase order.

Step 9: Invite Team Members

You can then assign departments, define view and approval permissions, and optionally set approval levels for P.O.s, invoices, or expenses. Finally, choose the user role and save—the invitation is sent and the user can join the project.

Assign departments, permissions, and optional approval levels, select the user role, and save—the invitation is sent.

Select the permissions for the user. Examples of available options include:

Enter Account Coding – Allows the user to enter cost accounts.
Edit Account Coding – Allows the user to modify cost fields at any time.
Manage Invoices – Must be enabled for the Invoice Inbox tab to be visible.
Expense Review – Allows the user to send Top Sheets directly for approval and edit them at any time.
Cancel P.O.s – Allows the user to cancel purchase orders.
Edit P.O.s – Allows the user to modify purchase orders.
Remove Expenses from Approval – Allows the user to remove expenses from the approval workflow.

Finally, review the comment settings and click “Invite” to send the user invitation.

Your setup is now complete. In the next article, “Getting Started with DPO 2/2,” we’ll show you how to create your first purchase order and upload your first invoice and expense.

Updated on: 12/01/2026

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