Articles on: P.O.s

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Create Purchase Orders in DPO

The Create Purchase Order feature in Digital Purchase Order (DPO) makes it easy to start and manage the procurement process. P.O.s help track vendor agreements, pricing, and delivery terms—ensuring transparency and control. With DPO, creating and managing P.O.s is streamlined and accessible from any web-enabled device.

Create a New PO

Step 1: Open Create New P.O.

Click Create Purchase Order on the left side of the menu

Step 2: Choose a Department

Choose your department from the dropdown list

Step 2: Add a Supplier

You have two options:

Select an existing supplier → Choose a supplier already stored in the system from the list.

Create a new supplier → If this option is enabled by your admin.

If you are not able to create a new supplier, it is because the admin has configured the system to allow only existing suppliers.

Optional: Custom Fields

Depending on your P.O. book configuration, additional custom fields may appear, for example:

Service Date
Project Location
Transport

Step 4: Add Items

Click “Add Items” and enter the following:

Item name
Description
Type of expenditure
Quantity
Net price
Currency

Additional fields (depending on your settings and permissions) may include:

Account code
Budget
KOST
FF1

If you do not have permission to enter account codes, the P.O. will be created without account codes.

Use Pre-Saved Items from the Product Catalog

Alternatively, you can select pre-saved items created within the book. DPO will automatically fill in the corresponding details.

Copy or Delete Items

Items can be:

copied
or deleted

at any time.

This is especially useful when multiple items are similar and only the amount or description changes.

Step 5: Add Notes or Attachments

Add general notes or a delivery address.

Optionally, upload attachments related to your purchase order, such as:

Include general notes or a custom delivery address
Optionally, upload attachments related to your P.O.

Important: Attachments added while creating the P.O. cannot be deleted directly inside the P.O. afterward. They can only be removed while editing the P.O.

Did you know? You can add attachments to a P.O. at any time, as long as you have the required permissions.

P.O. Draft or Template

Choose one of the following options (optional):

Save as Draft → Saves your input without submitting, so you can finish it later.

Save as Template → Save this document as a reusable template for future use.

Note: Templates are user-specific and cannot be shared. If another user wants to use your template, they can create a PO based on an existing P.O. you created from that template.

Step 7: Create the P.O.

After reviewing the selected items, click “Create New P.O.”

The P.O. will be saved and automatically sent into the approval workflow.

A unique P.O. ID will then be generated automatically.

A detailed How to create a P.O. video can be found on our website.

Review Purchase Order Details

Open the created P.O. to view its details.

Overview

Click on the created P.O. to view its details
On the left, you will see the approval chain – who needs to approve and who is next in line
In the middle, you will see the requester – clicking the name allows you to send them an email directly
In the top right, you will find all relevant vendor information

Entering Accounting Fields After P.O. Creation

If a P.O. was created without accounting fields, they can be added later by a user with the required permissions.

If you are the current approver in the approval workflow, the accounting changes will be saved automatically once you approve the P.O.
If you are not the active approver, or if the P.O. is not currently in approval, you must click: “Save” at the bottom right to apply the changes.

Important: When updating accounting fields in DPO, always make sure the changes are saved correctly.

Copying a P.O.

Navigate to Purchase Orders in the menu and click Create a new Purchase Order like this. You will be redirected to the Create New P.O. window, where all data from the existing purchase order is copied automatically. A new purchase order with a new P.O. ID will be generated, so you do not need to re-enter the data manually.

Questions or need help?

Our customer support is always available to help with any questions or setup assistance

Contact us

Email: support@digitalpurchaseorder.com

Support: +1 888 DPO 7254

Support Int'l: +44 20 331 88 338

Berlin Office: +49 (0)30 55 572 5956

Or book a personalized support call

We look forward to hearing from you.

Updated on: 29/05/2026

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