Getting Started with DPO 2/2

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.

Create a new P.O.

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.

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

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.

Invoices

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

Invoice Inbox

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.

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.

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.

Matching Screen

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.

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

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.

Approval List

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

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.

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.

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.

Expenses and Expenses Inbox

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

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.

Edit Mode

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 (⋯).

2. For faster review, you can use reviewer mode, which allows you to apply multiple values column-wise, similar to Excel.

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

Updated on: 13/01/2026