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> Use this file to discover available pages before exploring further.
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# How to Set Up the Approval Levels for P.O.s

Create automated multi-step approval workflows based on PO value, department, and user role. This ensures the right people review purchase orders at the right time no manual forwarding needed.


### **Video Tutorial**
Prefer a visual walkthrough? Watch our video tutorial to learn how to **set up and manage approval workflows in DPO**.

${frame}[](https://www.youtube.com/embed/iLgc7pVD_s8)


### **Approval levels are applied separately in the settings for:**

**Approval Levels (P.O.s)**
Invoices
Expenses

**Quick Overview: Approval Levels & Settings**
*Before setting up approval levels, you should clearly define your internal approval process.*

**Recommendations**
* Align approval levels with your company structure
* Define responsibilities clearly
* Regularly review approval rules

**You can also:**
* hide P.O. numbers
* create amount-based approvals
* define approvals by department
* handle special P.O.s separately
> Note: If the same person appears twice in the approval chain, the second approval step will automatically be skipped.


###### What are “Special P.O.s”?
*P.O.s can be marked as* **_“Special P.O.s.”_**

**How it works**

1. Open the **P.O. Overview**
2. Click the **exclamation mark icon (!)**
3. The P.O. will now be marked as **“Special”**

An additional approval level will then automatically be added to your normal workflow.

| Tip: The label for the “Special” marker can be customized. Read more about it here.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_bbpmso.png =1071xauto)



###### Hide P.O. Numbers

Within the approval levels, you can define that the P.O. number remains hidden initially.
The P.O. number will only become visible to all users once the defined approval level has approved the P.O.

**How it works**

1. Enable the checkbox: **“Hide P.O.#”**
2. Select the approval level up to which the P.O. number should remain hidden

*Once the selected approval level has approved the P.O., the P.O. number becomes visible to all users.*


![In this example, the P.O. number remains hidden for all users until Level #3 has approved the P.O.](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-20-at-17164_191rqmk.png =965xauto)



###### Hide Declined P.O.s

Additionally, the settings allow you to:
* hide declined P.O.s

||| Important: Changes to the Approval Workflow only affect P.O.s that are still pending approval. Already approved P.O.s will remain approved. Depending on the changes made, pending P.O.s may automatically become Approved if the new approval requirements are already fulfilled.




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14380_y2wm62.png =1029xauto)



###### Example of an Approval Chain
*The following example illustrates a multi-level approval process:*

* **Approval Level 1 (Separate Approval for Each Department):** This level contains two users. Each user first approves the P.O.s assigned to their department.
* **Approval Level 2 (All P.O.s):** This level approves all P.O.s regardless of department or amount.
* **Approval Level 3 (If P.O. Net Total ≥):** This level is only added if the total net amount of the P.O. is greater than or equal to €15,000.
* **Approval Level 4 (Only for “Special” P.O.s):** This level is only activated when a P.O. has been marked as “Special”.

| Want to know more about setting up the approval chain? [Read here.](https://digital-purchase-order.crisp.help/en/article/setup-approval-levels-242trr/)



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-10441_15qkqzl.png =1057xauto)



### **How to Build an Approval Chain for P.O.s**  

|| Note: A change to the approval chain will update all purchase orders (P.O.s) that are still pending.

**Step 1: Open Approval Levels**

1. Open **Settings → Approval Levels**

**Step 2: Create Approval Levels**

1. Choose the number of approval levels you need
2. Click: **“+ Add Approval Level”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14445_csgid6.png =948xauto)



**Step 3: Arrange Approval Levels**

* Use the **up and down arrows** to reorder the levels
* Click on the right side of a level to view assigned approvers


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14474_15w1luu.png =778xauto)



**Step 4: Add Approvers**

1. Search for the user in: **“Add New Approver”**
2. Click the **plus (+) icon**

**Note**
If multiple users are assigned to the same approval level and department:
> The first available user will complete the approval.

| **Tip:** Approval levels can also be assigned in the user profile, but core settings like department restrictions or amount-based rules can only be configured directly in the approval level.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14501_tqaw7z.png =787xauto)



**Step 5: Enable Department Approval**

Enable: **“Approval by Department only”**

if the user should only approve documents from their assigned department.

**Red Highlight**
If a level is marked red:
> The checkbox is enabled, but the user in the approval level has no department assigned.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14510_3aex54.png =759xauto)

**Step 6: Define Conditions**
For each approval level, you can define conditions such as:

* **Applies to all** Purchase Orders, Invoices, or Topsheets
* **(Applies to special P.O.s only)**
* If Purchase Orders, Invoices, or Topsheets **net total is equal to or greater than** \[amount]
* If Purchase Orders, Invoices, or Topsheets **net total is less than** \[amount]


**Activate the Approval Workflow**
* Make sure each approval level has at least one assigned user
* Click **Save**
*Once all levels are configured, the automated approval workflow will be activated.*

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-14515_1sz1ad8.png =865xauto)


${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
Support: __+1 888 DPO 7254__
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

[Or book a personalized support call](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.