Validating an Invoice in DPO

In DPO, invoices must be validated before entering the approval workflow. The system automatically detects and separates line items, which can then be reviewed, corrected, and completed. Missing or incorrect fields are flagged, ensuring all required data, such as account codes, tax rates, or cost centers, is accurate before approval.

How to Edit an Invoice

Step 1: Open the Invoice inbox

Go to the Invoice Inbox on the left of your navigation bar.
Open an invoice from the Invoice Inbox on the left

Step 2: Fill in the Invoice Details

In the first block on the right, enter and review the basic invoice information:P.O. Number (optional)Invoice NumberInvoice Date
The red “Missing X fields” alert at the bottom shows how many required fields are still incomplete

Step 3: Supplier Information

Features & Functionality

Automatic Recognition → AI extracts key supplier data from the invoice
Create New Supplier → Just start typing and enter all data and the new supplier will be created
Select Existing Supplier → Start typing and the drop down will show your existing supplier
Autocomplete / Search → Start typing to find matching entries and avoid duplicates
Manual Editing → All fields (e.g. bank info, address) can be adjusted

Editing Supplier in Invoice Inbox:

In the middle block on the right side, you can check, edit or replace the supplier:

The autocomplete search helps prevent duplicate suppliers
Name → Supplier’s company name
Supplier Code → Internal supplier reference code (optional)
Address / Zip Code / City → Location details (auto-filled or entered manually)

In the second block, enter the Payment Information:

Bank Account (IBAN) → IBAN or bank account number
Routing / BIC → Optional additional bank information
Account Holder / Bank Name / Bank Address → Optional additional bank information

Suppliers can be edited at any time via the “Suppliers” section in the Administration area.

Using the three dots, you can edit existing supplier details such as bank information or address.

Step 4: Invoice Items

What the System Does Automatically

Item Detection → AI splits the invoice into individual line items
Auto-Fills Fields → Description, Total, and VAT are extracted from the document
Missing Field Alerts → Highlights incomplete items in red
Copy & Paste → Manually copy text from the preview into fields, then tick the checkbox to confirm

Validate Invoice Items

Go to the Invoice Items section on the right side
Check the red “Missing X fields” alert at the bottom
(Optional) Add a new item if needed
Use the copy icon to duplicate an item
Use the bin icon to delete an item

Learn how to rearrange item lines or apply modes to all invoice items.

Click on red-marked items to expand and edit them
Check Total and Mode (Gross/Net)
Enter the Department, as it defines the approval workflow
Fill in required fields such as:AccountKOST / KEXTRA / KSK (if applicable)
Add Taxes and confirm your selection using the green checkmark
Click Save or move to the next item