Articles on: P.O.s

Tracking Invoices in a P.O. Book

DPO allows you to track invoices directly within your Purchase Orders. This makes it possible to record invoices received against a P.O. and keep an overview of invoiced and outstanding amounts.
Depending on how much detail you need, you can choose between Simple and Advanced Invoice Mode.



Note: This feature is only available in P.O. Books without the DPO Invoice module enabled. If the Invoices is enabled for the book, invoices are processed through the regular Invoice workflow instead.




Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn How to Track invoices in Purchase Orders.





Enable Invoice Management for Users


Before a user can add or manage invoice information within a P.O., the required permission must be enabled.


  1. Go to Settings → Users.
  2. Open the relevant user.
  3. Enable Can Manage Invoices.
  4. Save your changes.


Users with this permission can manage invoice information directly within Purchase Orders.




Choose Between Simple and Advanced Invoice Mode



DPO provides two different modes for tracking invoices within a P.O. Book.
Go to Settings → Invoices and select the invoice mode that best fits your workflow.




Simple Invoice Mode


Use Simple Mode if you only need to record basic invoice information against a Purchase Order.


You can enter information such as:

  • Invoice number
  • Invoice date
  • Corresponding order number
  • Name
  • Net invoice price
  • Additional notes


Simple Mode is useful when you want to document invoices against a P.O. without tracking them against individual P.O. items.





Advanced Invoice Mode



Use Advanced Mode if you want to track invoices against the individual items within a Purchase Order.
This provides a more detailed overview and allows DPO to identify whether all expected invoices have been received or whether there are still outstanding invoices for the P.O.




Configure Taxes


Purchase Orders in DPO are created using net totals, while invoices may also include taxes or VAT.


To configure the tax options available for invoices:


  1. Go to Settings → Taxes (for Invoicing).
  2. Click the pencil icon next to the relevant tax.
  3. Enable the tax for invoices and, if required, make the tax selection mandatory.
  4. Add the required tax value and information.
  5. Click Save.


For information about adding tax rates, multiple taxes, and additional tax settings, read our Taxes for Invoicing article.




Add an Invoice to a Purchase Order


Once invoice tracking is enabled, users with the required permission can record invoice information directly within a P.O.


  1. Open the relevant Purchase Order.
  2. Click the $ icon.





  1. Enter the required invoice information.
  2. If you are using Advanced Mode, assign the invoice amounts to the relevant P.O. items.
  3. Optionally, add the invoice document as an attachment.
  4. Click Save.


The invoice information remains connected to the Purchase Order, allowing you to keep track of invoices received against the P.O.



P.O. Invoice Status


Once the invoice information has been added and saved, the P.O. will be displayed as Invoiced.
The Invoiced status is also visible directly in the P.O. Overview, allowing you to quickly identify which Purchase Orders already have invoice information recorded.




Upload Invoice Receipts



You can optionally upload the corresponding invoice document as an attachment when adding the invoice information.
The document is stored with the Purchase Order, keeping the invoice information and supporting documentation together





Edit or Delete Invoice Entries


Existing invoice information can be updated by users with the required permission.


  1. Open the relevant Purchase Order.
  2. Scroll down to the Invoices section.
  3. Click the eye icon next to the relevant invoice.
  4. Click Edit Invoice.
  5. Update the required information.
  6. Click Save.


If the invoice entry is no longer required, you can delete the entire data set.





Track Invoiced and Outstanding Amounts



The Tracking Sheet gives you an overview of the invoice activity connected to your Purchase Order.


You can access the Tracking Sheet at the top of the P.O.
The Tracking Sheet helps you see:


  • Invoice information recorded against the P.O.
  • Which P.O. items have already been invoiced
  • The amounts already invoiced
  • The amounts still available on the P.O.


This makes it easier to identify whether a P.O. has been fully invoiced or whether further invoices are still expected.





Simple vs. Advanced Invoice Mode



Simple Mode

Advanced Mode

Records basic invoice information

Provides detailed invoice tracking

Invoice is recorded against the P.O.

Invoice can be tracked against individual P.O. items

Suitable for basic invoice documentation

Suitable for tracking invoiced and outstanding amounts

Less detailed setup

More detailed invoice control



Good to Know



Use Simple Mode when you only need to record basic invoice information against a P.O.
Use Advanced Mode when you want to track invoices against individual P.O. items and monitor invoiced and outstanding amounts using the Tracking Sheet.


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: +1 888 376 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: 02/09/2026

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