Articles on: Expenses

Expenses Overview

In Expenses, you can view all newly created Top Sheets that need to be validated, checked, and sent for approval, as well as all existing Top Sheets. Make sure your approval workflow is set up — find the instructions here.



Expenses Overview


In the Expenses section, you can view all Top Sheets, both new and completed.

You can open each one to review details, validate entries, and confirm receipts before finalizing.


Important: 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.






 Filtering and Reviewing Expenses


  • Use the filter on the left to view expenses that are in “For Review” status. These need to be validated and sent into the workflow.
  • You can also filter by “My Expenses”, “All Expenses”or “Expenses by Department” for a more targeted view





Expense Process Steps


Step 1: Team members create petty cash entries.

Step 2: The entries are submitted for review.

Step 3: The reviewed entries are sent to the approval workflow.


If petty cash entries appear directly in the approval flow, this is due to the “Can Review Expenses” permission. When this permission is enabled, users can send petty cash entries for approval immediately after creation. When it is disabled, users can only create petty cash entries. Learn here how to enable or disable this permission.



Top Sheet – Validation

You can choose between two validation methods for a Top Sheet:


  • Reviewer Mode – Spreadsheet-style input ideal for bulk validation.
  • Edit Mode – Step-by-step input for detailed review of each expense.



Option 1: Reviewer Mode


  1. Click the “Reviewer Mode” button at the top of your Top Sheet to activate spreadsheet-style editing.







  1. Fill in each required field (e.g., Account, KOST, KEXTRA, KSK).
  2. Click on a completed cell (e.g., Account), then use the grey square in the bottom-right corner of the cell to drag the value down — just like in Excel — and quickly copy it to all rows.








  1. Preview and Navigate Receipts
  • Use the magnifying glass in the bottom-left of any receipt to zoom in/out.
  • Click on any position line in the receipt list to preview that specific receipt on the left.
  • Click "Close image mode" to switch to full-table view without receipt preview.






  1. Use Smart Features (Optional)
  • Keyboard Shortcuts: For faster navigation, open the “Keyboard shortcuts” menu.
  • Auto-Save: Enable “Auto Save” to avoid losing progress while working.
  • If not using Auto Save, make sure to manually click “Save” after each change. A save button will appear in the bottom-right of your screen.








Option 2: Edit Mode


  1. Review Top Sheet Details

In Edit Mode, review and adjust all Top Sheet details before submission. On the right side of the Top Sheet, you can choose to:


  • Reject – Lines can be rejected and will appear crossed out
  • Validate/Correct – Each line can be validated individually, meaning you can make corrections as needed
  • Quick View – View the attached receipts for the selected line

 






  1. The receipt is displayed on the left, while editable fields are shown on the right. You can correct:
  • Positions
  • Description
  • Account fields
  • Tax settings


  1. Attachments can optionally be added at the top of each receipt.





  1. Click the three dots next to a position to apply bulk actions, such as:


  • Apply Taxes to All - Copies the tax settings from this item to all other items
  • Apply Department to All - Copies the selected department to all items
  • Apply Total Mode to All - Applies the net/gross mode to all items
  • Apply Chart of Accounts to All - Copies the selected account to all items
  • Apply Description to All – Copies the same description to all positions
  • Apply All Data to All - Copies all data from this item (description, amount, tax, department, account, etc.) to all other items





  1. Optionally, you can add attachments on the top sheet using the paperclip icon (“Add Attachments”) at any stage of the process.


  1. Once all changes are completed, click Send Expenses to Approval to submit the Top Sheet.




Approval Status


  • On the right side, under the three dots (⋯) menu, the Top Sheet can still be taken out of the workflow or voided
  • Attachments can be added, and if the approver has permission, they can also write a comment


Important: Once a Top Sheet is created, a Supplier Code must be added. DPO creates the supplier without a code by default. Please go to Suppliers and enter the missing code manually.


Tip: Once the vendor code is saved, it will automatically be applied to all future invoices for this vendor.


 





Download a Petty Cash


You can create a Batch Print to download multiple petty cash entries at once — read more here.

Alternatively, click the PDF icon next to each petty cash entry to download it individually.






Delete an Petty Cash


An Topsheet cannot be deleted directly and can only be removed by cancelling (voiding) it. To do this, the Topsheet must be in the approval workflow (do not remove it from the workflow). Once this is the case, it can be cancelled via the three-dot menu.






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: 14/01/2026

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