> ## 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).

# Getting Started with DPO 2/2 - Old DPO Design

After completing your basic setup, you can now submit your first invoice, create a purchase order, or upload an expense. This guide walks you through your first steps in the system and shows you how to work efficiently with DPO.

||| **Already using DPO's new design?** [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/getting-started-in-dpo-22-1gvf7id/)

||| Note: The following steps are summarized briefly. For more detailed information on a specific topic or setup, please refer to the corresponding article.


###### [Create a new P.O.](https://digital-purchase-order.crisp.help/en/article/create-purchase-orders-s7ov8p/)

View all your P.O.s in one place, including status, supplier, and invoice details. Use filters and sorting to quickly find what you need, and download P.O.s as individual or combined PDFs.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_yv7ycv.png =778xauto)


1. Click **Create New P.O.** in the left menu, select your **department** and **supplier** (or create a new one), then click **Next**.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_td34tj.png =769xauto)


2. Click **Add Item(s)**, enter the details, and confirm with **Add**. Review the items, then click **Create P.O.** to start the approval process.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_189qfqu.png =768xauto)


###### [Invoices](https://digital-purchase-order.crisp.help/en/article/invoice-inbox-xkorxs/)

View **all invoices in one place**, filter by criteria such as department or supplier, and download them as individual or combined PDFs.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_iephsk.png =753xauto)

###### [Invoice Inbox ](https://digital-purchase-order.crisp.help/en/article/invoice-inbox-xkorxs/)

After your project is set up, you receive a dedicated **invoice email address**. You can view it anytime under **Administration → Invoices**. Simply forward invoices to this address to upload them into DPO.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_j623ll.png =825xauto)
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_17eazoq.png =840xauto)

Invoices are received by email and appear in the **Invoice Inbox**. Open the **Invoices** tab to validate invoices or delete them using the **trash icon**.

|| Note: Invoices in the Invoice Inbox are not yet part of the approval list.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_hf96hi.png =834xauto)


Review the invoice details (number, date, total), select or create the **supplier**, and add or adjust **line items** until the balance matches. Required fields are marked in red. Click **Save** to add the invoice to the overview.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1bxxazj.png =879xauto)


###### [Matching Screen ](https://digital-purchase-order.crisp.help/en/article/link-invoices-to-po-skxf21/)

1. Go to **Invoices → Matching Screen**, select an **invoice**, and start matching using the **link icon**. Suggested **P.O. items** appear on the right and can be linked individually or all at once. Confirm to complete the match.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1s34hh9.png =842xauto)


2. In the **review screen**, check the linked items and confirm with **“Link Invoice to Item”** or **“Link Invoice and Close P.O. item”**.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1x3wllj.png =722xauto)


3. Finally, the invoice is sent to the **approval workflow**. 

* With **automatic approval**, this happens automatically once fully matched
* With **manual approval**, it is sent by clicking **“Send for approval”**. The invoice then follows the defined approval chain.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1q61au4.png =861xauto)


###### [Approval List](https://digital-purchase-order.crisp.help/en/article/approval-list-14hij7a/)

View all **items pending approval** in one place, use filters as needed, and download them as individual or combined PDFs.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1qlptuj.png =875xauto)

**Approve Purchase Orders**

Under **P.O. Approvals**, you’ll find all purchase orders awaiting your approval. Open a P.O., review the items, add account codes if needed, and **approve**, **decline**, or **send it back**. Once completed, the list will be empty.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2026-01-13-um-1_jksjy4.png =652xauto)


**Approve Invoices**

Open the **invoice**, review line items, linked **P.O.s**, and account codes if needed, then **approve** or **decline**. You can optionally add a comment. Once completed, the list will be empty.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_16js9g3.png =807xauto)


**Approve Expenses**

Open the **expense top sheet**, review line items and **account codes** if needed (optionally using **reviewer mode**), then **approve** or **decline**. You may add a comment. Once completed, the list will be empty.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_13jj0s8.png =846xauto)

###### [Expenses](https://digital-purchase-order.crisp.help/en/article/expenses-1wl701f/) and [Expenses Inbox](https://digital-purchase-order.crisp.help/en/article/expenses-inbox-1v6xxz7/)

View all **expenses** in one place, apply filters as needed, and download them as individual or combined PDFs.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1gmp5yd.png =846xauto)

1. Go to the **Expenses Inbox**, upload receipts via browser or app, review them, and select the validated receipts for a **top sheet**. Click **Create Top Sheet** to generate the PDF and send it for approval.

||| 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.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1p4esh0.png =794xauto)
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_l7pxn9.png =802xauto)
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_8joeue.png =803xauto)

###### [Edit Mode](https://digital-purchase-order.crisp.help/en/article/expenses-overview-1qe8nug/)

1. Review the **expense top sheet**: line items can be **declined**, **corrected**, or **viewed** with the receipt using the **eye icon**. Optionally, you can remove or cancel the top sheet from the workflow via the **three-dot menu (⋯)**.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_w96vxv.png =790xauto)

2. For faster review, you can use **reviewer mode**, which allows you to apply multiple values column-wise, similar to Excel. 
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1e68o9.png =765xauto)
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1bod16j.png)


3. Once all items are reviewed, click **Send Expense Report for Approval** to start the approval process.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1soho1o.png =500xauto)