Expenses Inbox in DPO

The Expenses feature in Digital Purchase Order (DPO) allows you to easily create a Topsheet, capture receipts, validate them, group them together, and submit them for approval—all from your browser or mobile device.

Expenses Inbox Overview

The Expenses Inbox allows you to create Topsheets and view all submitted receipts in one place.

• Upload your Receipts - Add receipts via drag & drop or by uploading a file
• Capture Receipts – All uploaded receipts waiting to be confirmed and saved.
• Create Topsheet – All saved receipts that are ready to be added to a Topsheet.
• My Receipt List – Your archive containing all receipts that have already been included in Topsheets or have been declined. These receipts can be resubmitted to a Topsheet with a single click.

Steps to Create a Topsheet

To create a Topsheet and submit it for approval, follow these required steps:

Step 1: Upload receipts using the browser or mobile app.

Step 2: Confirm the receipts.

Step 3: Create a Topsheet.

Step 1: How to upload receipts

1. Log in at www.digitalpurchaseorder.com, select the appropriate DPO Book and navigate to the Expenses Inbox.
2. From there, you can upload receipts directly via your browser or use the DPO Mobile App to capture and upload receipts on the go.

Uploading Receipts in the App

1. Open the DPO mobile app and tap the “+” (plus) icon
2. Capture the receipt by taking a photo or upload an existing file from you phone

Single-page receipts:

Photograph all receipts and then tap “Upload receipts.” → All receipts will be uploaded as separate single-page documents.

Merged receipts:

• Photograph all pages one after another and tap “Merge.” → The app combines them into one multi-page receipt.

Validating Expenses: What to Check Before You Start

If a user should be able to create a Topsheet with or without completing the Account fields, enable the corresponding permission in the user’s settings.

Step 2: Conforming Expenses

1. Click on Captured Receipts to view your uploaded receipts
2. Choose a document from the list and click on it to open the receipt for review and editing

3. The document will open on the left, with editable fields displayed on the right. At the bottom, a red warning such as “Missing X fields” indicates how many mandatory fields are still incomplete. Complete all required fields including:

• Receipt Name, 
• Gross Amount, 
• Description, 
• Department and Account Code (if applicable).

4. If the receipt contains multiple tax rates, click Add Line to create additional item lines and assign the correct tax rate to each then save.

Step 3: Create a Topsheet

1. Go to Create Topsheet.
2. Select the confirmed receipts to include.
3. Review and edit receipt details if needed.
4. Enter your position/title and review the summary.
5. Click Create Topsheet to generate the PDF and send it for approval.

The Topsheet will be available for download in Expense View.

 My Receipts List

• Click My Receipts in the Expense Inbox to manage your uploads
• Use the search or status filter to locate specific receipts
• Rejected receipts will also appear here, you can either delete or resubmit them after corrections

How to Check Your Submitted Expense Totals

1. Select the filter “My Expenses” on the left
2. On the right, you will see the gross and net amounts you have submitted
3. Optionally, you can download them using the PDF icon next to each topsheet, or use the batch print icon on the right-hand side to download all of them at once.

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