Approval Levels P.O. in DPO

Create automated multi-step approval workflows based on PO value, department, and user role. This ensures the right people review purchase orders at the right time no manual forwarding needed.

Approval levels are applied separately in the settings for:

Approval Levels (P.O.s)

Invoices

Expenses

Quick Overview: Approval Levels & Settings

Before setting up approval levels, you should clearly define your internal approval process.

Recommendations

• Align approval levels with your company structure
• Define responsibilities clearly
• Regularly review approval rules

You can also:

• hide P.O. numbers
• create amount-based approvals
• define approvals by department
• handle special P.O.s separately

Note: If the same person appears twice in the approval chain, the second approval step will automatically be skipped.

What are “Special P.O.s”?

*P.O.s can be marked as “Special P.O.s.”*

How it works

1. Open the P.O. Overview
2. Click the exclamation mark icon (!)
3. The P.O. will now be marked as “Special”

An additional approval level will then automatically be added to your normal workflow.

Hide P.O. Numbers

Within the approval levels, you can define that the P.O. number remains hidden initially.

The P.O. number will only become visible to all users once the defined approval level has approved the P.O.

How it works

1. Enable the checkbox: “Hide P.O.#”
2. Select the approval level up to which the P.O. number should remain hidden

Once the selected approval level has approved the P.O., the P.O. number becomes visible to all users.

Hide Declined P.O.s

Additionally, the settings allow you to:

• hide declined P.O.s

Example of an Approval Chain

The following example illustrates a multi-level approval process:

• Approval Level 1 (Separate Approval for Each Department): This level contains two users. Each user first approves the P.O.s assigned to their department.
• Approval Level 2 (All P.O.s): This level approves all P.O.s regardless of department or amount.
• Approval Level 3 (If P.O. Net Total ≥): This level is only added if the total net amount of the P.O. is greater than or equal to €15,000.
• Approval Level 4 (Only for “Special” P.O.s): This level is only activated when a P.O. has been marked as “Special”.

How to Build an Approval Chain for P.O.s  

Step 1: Open Approval Levels

1. Open Settings > Approval Levels

Step 2: Create Approval Levels

1. Choose the number of approval levels you need
2. Click: “+ Add Approval Level”

Step 3: Arrange Approval Levels

• Use the up and down arrows to reorder the levels
• Click on the right side of a level to view assigned approvers

Step 4: Add Approvers

1. Search for the user in: “Add New Approver”
2. Click the plus (+) icon

Note

If multiple users are assigned to the same approval level and department:

The first available user will complete the approval.

Step 5: Enable Department Approval

Enable: “Approval by Department only”

if the user should only approve documents from their assigned department.

Red Highlight

If a level is marked red:

The checkbox is enabled, but the user in the approval level has no department assigned.

Step 6: Define Conditions

For each approval level, you can define conditions such as:

• Applies to all Purchase Orders, Invoices, or Topsheets
• (Applies to special P.O.s only)
• If Purchase Orders, Invoices, or Topsheets net total is equal to or greater than [amount]
• If Purchase Orders, Invoices, or Topsheets net total is less than [amount]

Activate the Approval Workflow

• Make sure each approval level has at least one assigned user
• Click Save

Once all levels are configured, the automated approval workflow will be activated.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you.

Updated on: 29/05/2026