> ## 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).

# How to Use the Approval List

This article explains how to use the **Approval List** in DPO. You’ll learn how to find pending approvals and review, approve, or decline **Purchase Orders (P.O.s), Invoices, and Topsheets** that are waiting for your approval.

###### Overview

The Approval List provides a centralized view of all items requiring your approval.

On the left side, you will find three tabs:
* **P.O.s**
* **Invoices**
* **Expenses (Topsheets)**

Once all approvals are completed, the list will be empty.

You can also:
* Use the **search bar** to find specific items
* Apply **filters** (e.g. by date)
* Use **batch printing** for efficient processing


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-10394_8lqdau.png =1067xauto)


###### Approval Notifications

When an item reaches your approval level, DPO notifies you that an approval is waiting for you. Depending on your notification settings, you can receive notifications about **P.O.s, Invoices, and Expenses** that require your approval.

[Learn more about how to manage your notification settings here.
](https://help.digitalpurchaseorder.com/en/article/personal-settings-17hffre/)


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_vv5fdb.png)


###### Pending Approvals on the Dashboard


The **Dashboard** gives you a quick overview of approvals that are currently waiting for you. The approval list on the Dashboard shows **which P.O. Book has pending items** and how many items require your attention.

Click the relevant entry to open the corresponding **Approval List** and review the pending items.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_k3m2b.png =1092xauto)

###### Quick Approval
If **Quick Approval** is enabled, you can approve or reject items **directly from the Approval List without opening them individually**.

Quick Approval can be enabled separately for **P.O.s, Invoices, and Expenses** in **Settings**.

**To enable Quick Approval:**
1. Open **Settings**
2. Go to **P.O. Settings** for Purchase Orders
3. Select the **Invoices** tab for invoices
4. Select the **Expenses** tab for expenses
5. Enable **Quick Approval** for the desired item types


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_7o65db.png)


**To use Quick Approval:**

1. Open the **P.O., Invoice, or Topsheet**
2. Enable the **thumbs-up button** for Quick Approval.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1ayhb8z.png =719xauto)


3. You can now approve or reject items directly from the list using:
* **Green thumbs-up icon:** Approve the item.
* **Red thumbs-down icon:** Reject the item.

|| Important: Quick Approval is only available in the Approval List, not in the regular P.O., Invoice, or Expenses overview.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1rgvkqo.png =685xauto)


###### How to Approve a Purchase Order

1. Open the **P.O. Approvals** tab
2. Select a purchase order from the list


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-10410_10m6yd0.png =1106xauto)

**Review Details**

* **Left side** → Approval chain (who approved / who is next)
* **Center** → Requester (click name to send an email)
* **Top right** → Supplier information

If required:

* Enter **account codes** for each line item
* Add **attachments** (if permissions allow)

**Available Actions**

* **Approve** the purchase order
* **Decline** the purchase order
* **Send Back** to a previous approver (if enabled)
*Add a comment explaining your decision*



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_9y1ozi.png =1117xauto)




###### How to Approve an Invoice

1. Open the **Invoice Approvals** tab

**Filter and Search**

Use filters to find specific invoices:

* **Matched P.O.** → Linked invoices
* **Over / Under P.O.** → Compare against P.O. amount
* **Contains** **"No P.O." Items** → Find invoices containing items that are not linked to a P.O
* **Date filters** → Narrow by invoice date
* **Search bar** → Find by supplier or keywords


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-09-01-at-11410_1wnbaed.png =1074xauto)

**Review Details**

Before approving the invoice, review the relevant information:

* **Top** → Approval chain showing who has already approved and who is next
* **Right side** → Requester information (click the name to send an email)
* **Top right** → Supplier information

1. Use **Item Focus** in the top-right corner to quickly review all invoice positions and their **account coding** in one overview.
2. Once you have completed your review, choose:
* **Approve**
* **Decline**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1xsu8nw.png =1067xauto)




### **How to Approve a Topsheet**

1. Open the **Expenses Approvals** tab
2. Select a Topsheet from the list


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-09-01-at-11414_y806bd.png =1070xauto)

**Review and Approve**

* Use [**Reviewer Mode**](https://help.digitalpurchaseorder.com/en/article/managing-expenses-and-topsheets-eyy6hp/) to review and validate all included positions, if required.
* Open [**Edit Mode**](https://help.digitalpurchaseorder.com/en/article/managing-expenses-and-topsheets-eyy6hp/) to review individual positions or add attachments.
* Add a **comment** if needed.

Choose to:
* **Approve**
* **Decline**

After completing one Topsheet, the next Topsheet will automatically load.

Once all Topsheets are processed, the list will be empty.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1ujnlld.png =1113xauto)





${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.