> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Expenses Inbox - Old DPO Design

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

||| **Already using DPO's new design?** [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/expenses-inbox-in-dpo-gif4lt/)


###### Expenses Inbox Overview

The **Expenses Inbox** allows you to create Top Sheets and view all submitted receipts in one place. Navigate to **Expenses → Expenses Inbox** to access your personal inbox.

On the right side, you will find:
* **Click to Upload Receipts - Click Upload Receipts** to get started.
* **Capture Receipts** – All uploaded receipts waiting to be validated and saved.
* **Create Top Sheet** – All saved receipts that are ready to be added to a Top Sheet.
* **My Receipt List** – Your archive containing all receipts that have already been included in Top Sheets or have been declined. These receipts can be resubmitted to a Top Sheet with a single click.

||| Important: Petty Cash expenses cannot be created for other users. Each expense entry belongs only to the logged-in user, and the settlement is processed under the name of that user’s profile.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2026-01-09-um-1_1rc1bhm.png =801xauto)


###### Steps to Create a Top Sheet
To **create a Top Sheet** and **submit it for approval**, follow these** required steps:**

**Step 1:** [Upload receipts](#3-how-to-upload-receipts) using the browser or [mobile app.](#6-uploading-receipts-in-the-app)
**Step 2:** [Validate the receipts.](#3-validating-expenses)
**Step 3:** [Create a Top Sheet.](#3-create-a-top-sheet)

###### Step 1: How to upload receipts

1. Log in at **www.digitalpurchaseorder.com**, select the appropriate **DPO Book**, and navigate to the **Expenses > 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.
| If the system displays the message **“THE FILE HAS ALREADY BEEN UPLOADED”**, rename the document before uploading it again.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-09-03-at-16493_7qcukh.png =876xauto)

###### 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 

|| You can only upload receipts to your own account, you cannot upload for other users.

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


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/img0056png_8yq80g.png =421xauto)



###### Merged receipts:
* Photograph all pages one after another and tap **“Merge.”** → The app combines them into one multi-page receipt.
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/img0057png_mk24y3.png =434xauto)



###### Validating Expenses: What to Check Before You Start
If a user should be able to create a Top Sheet with or without completing the Account fields, enable the corresponding permission in the user’s settings.

| The permission can only be set by an administrator in the user profile.




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/account-code-permission-expens_1m4vxpl.png =811xauto)
###### Step 2: Validating Expenses

1. Go to the top menu and select **Expense Inbox**, then click on **Capture Receipts** to view your uploaded receipts. 
2. Choose the document you want to validate from the list and click **Validate** to open the expense for review and editing.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-09-16-at-16211_34q54y.png =859xauto)


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: 
* **Company 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.


  ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/validating-expenses-inbox_1ubrt07.png =901xauto)


###### Step 3: Create a Top Sheet

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

The Top Sheet will be available for download in **Expense View**.




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/creating-topsheet_1lw0ygo.png =883xauto)


###  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


 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-01-at-10070_1x754mv.png =1088xauto)


###### 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-01-at-10101_1y5oayq.png =964xauto)



**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