How to Remove an Invoice from Approval & Unlink a P.O

This article explains how to send an invoice for approval, remove an invoice from the approval workflow, and unlink a P.O. when changes need to be made to locked invoice fields such as the supplier, amount, or tax information.

Send an Invoice for Approval

Depending on your invoice settings, fully processed invoices can be sent into the approval workflow automatically or manually.

Automatic Approval

If automatic approval submission is enabled under Settings → Invoices, fully matched invoices are automatically sent into the configured approval workflow.
No additional action is required.

Need help setting up the Approval Workflow? Check out the detailed configuration guide.

Manual Approval

If automatic submission is not enabled, the invoice must be sent for approval manually.

Open the relevant invoice.
Click “Send Invoice to Approval.”
The invoice will enter the configured approval workflow.

Editing Account Fields During Approval

Account fields can be updated without removing the invoice from the approval workflow, provided the invoice has not yet been finally approved and the user has the required permissions.
If you only need to update the Chart of Accounts or other available accounting fields, there is no need to remove the invoice from approval or unlink the P.O.
[Learn more about editing invoices and account fields here.]

How to Remove an Invoice from Approval

If you need to make changes that require the invoice to be removed from its current approval workflow:

Go to Invoices and open the relevant invoice.
Click the three-dot menu (⋯) in the top-right corner.
Select “Remove from Approval.”

The invoice is removed from the current approval workflow and can be edited or processed again.

Alternative: Remove via Edit Mode

You can also remove an invoice from approval by entering Edit Mode.

Open the relevant invoice.
Click “Edit Mode.”
Confirm that you want to remove the invoice from approval.
Make the required changes.
Click “Save.”

Important: If the field you want to change is locked because the invoice is linked to a P.O., for example, the supplier, amount, or tax information, you must also unlink the P.O.

After completing your changes, the invoice can be submitted again by clicking “Send Invoice to Approval.”

Recommended: Unlink Using Match Mode

Open the relevant invoice.
Click “Match Mode.”
Select the link icon on the invoice item you want to unlink.
Select the link icon for the linked P.O. item.
Confirm by clicking “Yes, unlink items.”

The invoice item and P.O. item are now unlinked.

Once the P.O. has been unlinked, you can:

Edit previously locked invoice information
Change the supplier
Update amounts or tax information
Match the invoice to another P.O.
Delete the invoice, if required

After making the necessary changes, remember to match the invoice again if a P.O. is required and send it back into the approval workflow.

Alternative: Unlink via the Matching Screen

You can also remove an existing P.O. match from the Matching Screen.

Go to Invoices → Matching.
Use the filters to find the relevant matched invoice.

Open the invoice matching information.
Select the existing P.O. link.
Confirm “Yes, unlink items.”

The invoice and P.O. item will then be unlinked.

Tip: For individual invoices, Match Mode is usually the quickest way to review and remove an existing P.O. link directly from the invoice.

Questions or need help?
Our customer support is always available to help with any questions or setup assistance

Contact us
Email: 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
We look forward to hearing from you.

Updated on: 21/08/2026

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