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PSL Integration

The DPO–PSL integration streamlines purchase order and invoice management by automatically syncing data between systems. New purchase orders and approved invoices are sent to PSL, keeping records accurate, reducing manual work, and providing full visibility into financial processes.

Creating a P.O. in DPO

When a purchase order is created in DPO with a PSL integration enabled, it is automatically sent to PSL and marked in DPO with a PSL reference and batch number. The P.O. will appear in PSL with the status “Awaiting Approval.”

During creation, DPO displays the account fields configured in PSL. Any updates to account codes are synchronized to PSL+ and from PSL back to DPO at the same speed as P.O. updates. Creating a P.O. in PSL+ does not create a corresponding P.O. in DPO..

If a user does not have permission to enter account coding, the P.O. will not be sent to PSL+ until a DPO user with the appropriate permissions enters the required account, set, series, and location codes. Some of these codes may be preset at the book level.

If supplier entry is enabled, new suppliers created during P.O. creation will be synced to both DPO and PSL+ together with the P.O.

P.O. Sync to PSL

Every newly created P.O. in DPO is automatically synced to PSL. You can track P.O.s in PSL using the Reference Number (Ref#) or Batch Number shown in the P.O.

P.O. Status in PSL+

In PSL+, P.O.s with the status “Pending” or “[n] Approvals” appear greyed out and are marked with the status “W – Awaiting Approval.”

A P.O. with a “W” status:

Cannot be transferred to an A/P Entry transaction
Cannot be edited in PSL+

Invoices Linked to P.O.s

When linking an invoice to a purchase order on the Matching screen, the same supplier must be used, as only the best-matching purchase order will appear.

The purchase order must be approved before the invoice can be transferred to PSL. This means that even if the invoice itself is approved, it will not be transferred until the related P.O. is also approved.

Once the invoice is linked to the P.O., the P.O. will display a “T” status in PSL.

Once both the invoice and the linked P.O. are approved, the invoice will automatically appear in PSL. Invoices can be located in PSL using the Reference Number (Ref#) or Batch Number shown on the invoice.

Invoice Status in PSL

Once transferred to PSL, the invoice is set to the status “I – Imported A/P.” Before it can be posted, the invoice must be saved in PSL by entering the required bank information. During this step, the batch number can be changed or left as is. After the bank information is saved, the invoice status changes from “Imported” to “Unposted.”

Handling Expenses

Expenses must be exported manually.

Go to the Admin section in DPO
Click "Export PSL Expenses" to generate a batch
Import the exported file into PSL manually

Amended P.O. in PSL

To change the vendor, P.O. amount, P.O. number prefix, or currency, the P.O. must be amended in DPO. PSL+ locks these fields for all P.O.s received from DPO.

Matching Screen

The P.O. will not appear on the Matching screen until the amended update has been approved in DPO.

Amount Adjustments in PSL+

In PSL+, you can adjust remaining P.O. amounts by opening or closing distribution lines; manual amount changes are not required.

Any changes to locked fields must be performed by amending the P.O. in DPO.

P.O. Status Behavior in PSL+

Pending Approval P.O.s: Amended P.O.s update in PSL+ and remain in “W – Awaiting Approval” status.
Finally Approved P.O.s: An “O – Open” P.O. changes to “N – Needs Reapproval.” In this status, the P.O. is locked and cannot be transferred to A/P transactions. PSL+ ignores DPO changes until the amended P.O. is reapproved or voided.

Reporting Impact

Previously approved amounts continue to appear as committed costs in PSL+ reports (such as the Cost Report). Unapproved amounts are not included in reports, regardless of whether “W – Awaiting Approval” P.O.s are considered committed costs.

Reapproval or Void

Once reapproved, the updated P.O. syncs to PSL+ and returns to “O – Open.”
If voided, the P.O. syncs with status “V – Voided.”

Note: The vendor, P.O. number prefix, and currency cannot be changed after the P.O. has been transferred or relieved through an A/P transaction in PSL+.

Approved P.O.s

Once a purchase order completes its full approval workflow in DPO, its status in PSL+ changes to “O – Open.” P.O.s in this status can be transferred to and relieved through A/P Entry transactions.

After final approval, P.O.s can be edited in PSL+. Changes such as splitting lines, updating account coding, and modifying descriptions are reflected in PSL+.

Closed P.O.s

Closing a P.O. in DPO updates its status to “C – Closed” in PSL+ and closes all open detail lines in the corresponding PSL+ transaction. Reopening the P.O. in DPO will also reopen it in PSL+.

If reopening the P.O. in DPO does not reopen it in PSL+, the P.O. can be manually reopened in PSL+ by following the standard PSL+ reopening process.

Remove a Finally Sent Invoice from the Approval Chain

This action can only be performed by the DPO Support Team.

For assistance, please contact support.ap@digitalpurchaseorder.com.

Void / Declined

Declined P.O.s in PSL+ cannot be reopened and must be amended and reapproved.

Voiding or declining a P.O. in DPO updates its status in PSL+ to “R – Rejected/Declined” or “V – Voided.” All open distribution lines in voided P.O.s are automatically closed.

Amending a declined P.O. resets the status to “W – Awaiting Approval” or “O – Open.” Voiding or declining P.O.s that contain transferred or relieved lines is not permitted in PSL+.

Closing a P.O. in PSL+ also closes it in DPO. Deleting a P.O. in PSL+ voids the P.O. in DPO. Reopening a closed P.O. in PSL+ requires reopening its detail lines, which also reopens the P.O. in DPO.

Troubleshooting

Missing P.O. or Invoice

If a P.O. or invoice is missing in PSL, check the PSL Sync History in DPO to identify possible synchronization errors or delays.

Sync Issues

If suppliers do not appear in DPO after one hour, clear your browser cache by clicking the PSL+ logo in the upper-right corner next to the P.O. book name. Clear the cache once; the page will refresh automatically.

If account, set, series, location, insurance, free field, or currency codes do not update, ask your DPO Admin to resync the P.O. book under Administration → PSL. Currency codes are synced during initial setup and can also be resynced from the PSL administration section if needed.

Update of an Approval Chain

If the approval workflow of a P.O. is changed, it can affect existing P.O.s. In some cases, a P.O. may appear as Final Approved in DPO, while in PSL it is still Awaiting Approval.

When this happens, an update should be triggered in the P.O. history to re-sync the approval status.

How to Add Taxes in DPO

Before adding taxes, ensure the tax account code is set up in PSL. Once completed, go to Admin → Taxes in DPO and add the tax using the corresponding account code from PSL. This tax will then be available for invoicing.

Chart of Accounts and Additional Fields

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 20/01/2026

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