> ## 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).

# Managing Expenses and Topsheets

In **Expenses**, you can view all newly created Topsheets that need to be validated, checked, and sent for approval, as well as all existing Topsheets.

Before getting started, make sure your Expense approval workflow is configured correctly — [find the instructions here](https://help.digitalpurchaseorder.com/en/article/how-to-set-up-an-expenses-approval-chain-14x2ox5/).


###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn **How to Review Expenses.**

${frame}[](https://www.youtube.com/embed/Hd0ClYojsbw)


###### Expenses Overview

**In the Expenses section, you can view all Topsheets, both new and completed.**
You can open each one to review details, validate entries, and confirm receipts before finalizing.

||| 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/screenshot-2026-09-01-at-08562_wqaxj3.png =1098xauto)



###### Expense Process Steps

The standard Expense process consists of three steps:

**Step 1:** Team members [**create**](https://help.digitalpurchaseorder.com/en/article/how-to-upload-expenses-gif4lt/) petty cash entries.
**Step 2:** The Topsheet and its entries are **reviewed and validated**
**Step 3:** Once reviewed, the Topsheet is sent through the [**approval workflow**](https://help.digitalpurchaseorder.com/en/article/how-to-set-up-an-expenses-approval-chain-14x2ox5/).

|| The “Can Review Expenses” permission determines whether a user can review expenses and send them for approval. Users without this permission can create their own expense entries but cannot send them for approval.


### Reviewing & Validating a Topsheet

DPO provides two ways to review and validate a Topsheet:

* **Reviewer Mode** – A spreadsheet-style view designed for quickly reviewing and completing multiple entries.
* **Edit Mode** – A detailed view for reviewing and editing individual expense entries.

###### Option 1: Reviewer Mode

1. Click the **“Reviewer Mode”** button at the top of your Topsheet to activate spreadsheet-style editing.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_lgiu5e.png =1083xauto)


In **Reviewer Mode**, you can **complete and review the required information** for multiple entries in one place.

1. Complete the required fields, such as **Account, KOST, KEXTRA, or KSK**.
2. To **quickly apply the same value** to multiple rows, select a completed cell and use the **grey square in the bottom-right corner** to drag the value down — similar to working in Excel.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1jdyocv.png =1122xauto)


###### Preview Receipts


While reviewing the Topsheet, you can also access the associated receipts:

* Click a position in the list to preview its receipt.
* Use the **magnifying glass** to zoom in or out.
* Click **Close image mode** to switch to the full-table view without the receipt preview.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_orlozk.png =1108xauto)



###### Save Your Progress


For faster processing, additional options are available:

* **Keyboard Shortcuts** – Open the Keyboard Shortcuts menu to view available shortcuts.
* **Auto Save** – Enable Auto Save to automatically save changes while working.
* If **Auto Save is disabled,** click **Save** in the bottom-right corner after making changes.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1jaodj9.png =1088xauto)




###### Option 2: Edit Mode
Edit Mode allows you to review and correct individual expense entries in more detail such as taxes.

1. From the Topsheet, open the **three-dot menu** next to an entry. Depending on the entry, you can:

* **Validate/Correct** – Review and validate the entry or make corrections.
* **Reject** – Reject the entry so it is no longer included as a valid receipt.
* **Quick View** – View the receipt attached to the selected entry.

2. To edit the entry in detail, click the **pencil icon**.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_g9f1xp.png =1109xauto)


3. The **receipt is displayed on the left**, while the editable information is displayed on the right.
4. You can review and correct information such as:
* **Positions**
* **Description**
* **Account fields**
* **Tax settings**

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-15380_1k2tmx9.png =1015xauto)




###### Apply Information to Multiple Items

Instead of entering the same information for every position individually, you can copy information from one item to the other items on the Topsheet.

Click the **three-dot menu next to a position** to access the available bulk actions:

* **Apply Taxes to All** - Copies the tax settings from this item to all other items
* **Apply Department to All** - Copies the selected department to all items
* **Apply Total Mode to All** - Applies the net/gross mode to all items
* **Apply Chart of Accounts to All** - Copies the selected account to all items
* **Apply Description to All** – Copies the same description to all positions
* **Apply All Data to All** - Copies all data from this item (description, amount, tax, department, account, etc.) to all other items



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_2iywcr.png =703xauto)

###### Adding Attachments


Once a Topsheet has been created, **all users with access to the Topsheet can add attachments**.

1. Open the Topsheet in **Edit Mode**.
2. Click the **paperclip icon** at the top of the receipt.
3. Select the file you want to attach.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1plwlkh.png =1090xauto)


###### Rejected Receipts

If you reject an entry during the review process, it is moved to the **Rejected Receipts** section of the Topsheet.
Rejected receipts are no longer included as valid entries on the Topsheet but remain visible for reference.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_111w04w.png =1128xauto)



###### Send the Topsheet for Approval


Once all required entries have been reviewed and the necessary information has been completed, click **Send Expenses to Approval**.

The Topsheet will then **enter the configured Expense approval workflow**.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_15ws8a7.png =1042xauto)


###### Remove a Topsheet from Approval


If a **Topsheet needs to be corrected after it has been sent for approval**, you can remove it from the approval workflow.

1. Click the **three-dot menu (⋯)** on the right side of the Topsheet.
2. Select **Remove from Approval**.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_w0ko5g.png =1120xauto)


###### Supplier Code


||| Important: When a user creates their first Topsheet, DPO automatically creates a supplier for that user. The supplier is initially created without a Supplier Code.


To add the Supplier Code:

1. Click the **pencil icon** next to the supplier.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1amxk6p.png =1119xauto)


2. Enter the **Supplier Code**.
3. Click **Save**.

| Once the Supplier Code has been saved, it will be used for future Topsheets created by the same user.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_axvhho.png =839xauto)


###### Download a Petty Cash

You can create a **Batch Print** to download multiple petty cash entries at once — [**read more here**](https://help.digitalpurchaseorder.com/en/article/batch-print-pdf-options-brng1h/).

Alternatively, click the **PDF icon** next to each petty cash entry to download it individually.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1i8tngb.png =1116xauto)




###### Delete an Petty Cash

If a Petty Cash Topsheet is no longer required, you can void it directly from the Expenses Overview.

1. Locate the relevant **Topsheet**.
2. Click the **Void icon**.
3. Confirm that you want to void the Topsheet.

The Topsheet will then be marked as **Void** and will no longer be part of the active expense workflow.

||| Note: Voiding a Topsheet does not permanently delete it from DPO. The Topsheet remains available with the Void status.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_x0qk2a.png =1097xauto)





${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.