Getting Started with DPO 1/2: Initial Setup
Welcome to DPO! This guide walks you through the essential settings to review before you start working with Purchase Orders (P.O.s), Invoices, and Expenses or invite your team.
Step 1: Log In and Update Your Profile Settings
When you're invited to DPO, you'll receive an email with instructions to activate your account and create a password.
After logging in, review your Profile Settings, including:
- Personal information
- Language and regional settings
- Email notifications
- Password and MFA settings
If you already have a DPO account from another project, you can use your existing login credentials.
Step 2: Project Information
Go to Settings → Project Information and review your project's general information and configuration.
Make sure the information is correct before continuing with the remaining setup.
Step 3: Suppliers
Go to Settings → Suppliers to review, create, or manage your suppliers.
Depending on your configuration, you can also define:
- Required supplier information
- Who can create suppliers
- Automatic Supplier Code generation
For larger supplier lists, an import can be used.
Step 4: Chart of Accounts
Go to Settings → Chart of Accounts to configure the accounts available for P.O.s, invoices, and expenses.
You can add and edit accounts, configure how they are displayed, and manage access to the account structure.
For larger account lists, an import can be used.
Step 5: Account – Additional Fields
If additional accounting information is required, configure Additional Fields such as KOST, KSK, or SET.
Additional Fields can be used across P.O.s, invoices, and expenses and can be included in exports depending on your configuration.
Step 6: Taxes (for Invoices)
Review the tax configuration used for Invoices and Expenses.
Go to Settings → Taxes to configure the required tax rates and determine how they should be used.
If DPO is connected to an accounting or integration system, make sure the required tax configuration corresponds with the connected system.
Step 7: Set Up Approval Levels
Approval levels are configured separately in Settings for Purchase Orders, Invoices, and Expenses.
- Go to Settings → Approval Levels for P.O.s, Invoices, or Expenses, select the number of levels, add or reorder them as needed.
Depending on your workflow, approval levels can be based on criteria such as departments, amounts, and assigned approvers.
Step 8: Invoices
For invoices, you can choose between manual or automatic submission to the approval workflow, and change this setting at any time.
- With manual submission, invoices are sent by clicking a button.
- With automatic submission, invoices are forwarded automatically once they are fully matched to a purchase order.
Step 9: Invite Team Members
- Go to Settings → Users and click “Invite New User”.
- Assign departments, permissions, and optional approval levels, select the user role, and save—the invitation is sent.
- Select the permissions for the user. Examples of available options include:
- Enter Account Coding – Allows the user to enter cost accounts.
- Can manage Invoices – Must be enabled for the Invoice Inbox tab to be visible.
- Edit submitted Expense (Reviewer Mode) – Allows the user to send Top Sheets directly for approval and edit them at any time.
- Can amend – Allows the user to modify purchase orders.
- Finally, review the comment settings and click “Invite” to send the user invitation.
Setup Complete
Your initial DPO setup is now complete.
Continue with Getting Started with DPO 2/2 to learn how to create your first Purchase Order, process your first Invoice, and create your first Expense.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: +1 888 376 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: 01/09/2026
Thank you!