Catalogue Management
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
- Go to the Admin > Catalogue
- Add Items to the Catalogue
- 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
- 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, make sure the user does not have permission to view purchase orders. Go to Administration → Users, edit the relevant user, and 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 list, let us know and we can import it for you. You can find the import sheet under Administration > Import—download the Import Sheet, fill in all relevant codes and names, and send the completed file to support@digitalpurchaseorder.com. DPO Support will upload it for you.
Use the Catalogue During P.O. Creation
Select the department and vendor, then click Add new items. Start typing the item name and DPO will suggest matching catalogue items. Choose the desired item and all relevant fields will be filled in automatically. Simply enter the quantity and continue creating your purchase order.
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: 12/01/2026
Thank you!