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PSL Integration in DPO

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.

Purchase Orders (P.O.s)

Creating a P.O. in DPO

Newly created P.O.s are automatically synced to PSL
Each P.O. receives a Reference Number (Ref#) and Batch Number
In PSL, the P.O. appears with status “W – Awaiting Approval”

Important:

P.O.s created in PSL are not synced back to DPO
Required account codes must be completed before syncing
New suppliers created during P.O. creation are synced automatically

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.

P.O. Status in PSL

In PSL, P.O.s may appear with the following statuses:

W – Awaiting Approval → Cannot be edited or transferred to an A/P Entry transaction
O – Open → Fully approved and ready for A/P
N – Needs Reapproval → Amended and requires approval
C – Closed → Closed in DPO
V – Voided → Voided
R – Rejected → Declined

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

Invoices Linked to P.O.s

When matching invoices:

The supplier must match the P.O.
Only the best-matching P.O. will be shown

Important:

The P.O. must be approved first
Even if the invoice is approved, it will not sync until the P.O. is approved
Once linked, the P.O. shows a “T” status in PSL

Invoice Status in PSL

Once transferred:

Status becomes “I – Imported A/P”
Requires saving with bank details in PSL
After saving → status changes to “Unposted”

Expenses

Expenses are not synced automatically and must be exported manually.

Export Expenses

Go to Settings in DPO
Click Export PSL Expenses
Import the file into PSL

Amended P.O. in PSL

Certain fields cannot be changed in PSL and must be amended in DPO:

Vendor
Amount
Currency
P.O. number prefix

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.