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# Catalogue Management - Old DPO Design

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.

||| **Already using DPO's new design?** [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/catalogue-management-in-dpo-1ftjfaz/)

### How to Set Up and Use the Catalogue

1. Go to the **Admin > Catalogue**
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image-50_rbmkj8.png =874xauto)
 


2. Add Items to the Catalogue
3. 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
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image-51_gsp7rd.png =847xauto)



4. 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)
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image-52_8i63u6.png =793xauto)



###### 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.


  ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-08-25-at-16180_1ebhfzq.png =691xauto)



### 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.
 
 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-08-25-at-16201_dsabh4.png =766xauto)




### 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.


 
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image-53_1dk15u1.png =791xauto)


**Any Questions?**
Our support team is happy to help:
Email: support@digitalpurchaseorder.com
Phone: +1 888 376 7254
[Or schedule a free demo](https://calendly.com/d/gpk-ppc-rjg) – we look forward to hearing from you