Validating an Invoice

In DPO, invoices must be validated before entering the approval workflow. The system automatically detects and separates line items, which can then be reviewed, corrected, and completed. Missing or incorrect fields are flagged, ensuring all required data, such as account codes, tax rates, or cost centers, is accurate before approval.

How to Edit an Invoice

Step 1: Fill in the Basics

Go to the Invoices tab and select the Invoice Inbox tab in the top navigation bar.
Open an invoice from the Invoice Inbox on the left
The red “Missing X fields” alert at the bottom shows how many required fields are still incomplete
In the first block on the right, enter the basic invoice information

Step 2: Supplier Information

Features & Functionality

Automatic Recognition → AI extracts key supplier data from the invoice
Create New Supplier → Use the “New Supplier” button if the supplier doesn’t exist
Select Existing Supplier → Choose from the list under “Existing Supplier.”
Autocomplete / Search → Start typing to find matching entries and avoid duplicates
Manual Editing → All fields (e.g. bank info, address) can be adjusted

Editing Supplier in Invoice Inbox:

In the middle block on the right side, you can edit or replace the supplier
The autocomplete search prevents the creation of duplicate suppliers

Field Overview

Name → Supplier’s company name
Address / Zipcode / City → Location details (auto-filled or manual)
Bank Account (IBAN) →IBAN or bank account number
Routing / BIC → Optional additional bank information
Account Holder / Bank Name / Bank Address → Optional additional bank information
Supplier Code → Internal supplier reference code (optional)

Suppliers can be edited at any time via the “Suppliers” section in the Administration area.

Step 3: Invoice Items

What the System Does Automatically

Item Detection → AI splits the invoice into individual line items
Auto-Fills Fields → Description, Total, and VAT are extracted from the document
Missing Field Alerts → Highlights incomplete items in red
Copy & Paste → Manually copy text from the preview into fields, then tick the checkbox to confirm

To learn how to rearrange item lines or apply modes to all invoice items, see the article: Invoice Item Clone

Validate Invoice Items

On the right side, find the section labeled Invoice Items
The red “Missing X fields” alert at the bottom shows how many required fields are still incomplete

If items are marked in red, click on one to expand and edit it
Check and fill in required fields like Account, KOST, KEXTRA, or KSK can be filled in manually as needed
Click Save (or navigate to the next item), red warning disappears once complete

Mandatory fields (e.g., Account, KOST) can be defined under Additional Fields. The system automatically validates entries and shows alerts like “Missing 2 fields” if required information is missing.

Field Overview

Description → Item name or label from the invoice
Total → Amount of the item
Mode → Net / Gross option
Account → Account code (required if configured)
KOST / KEXTRA / KSK → Optional cost center fields
VAT → Detected tax type and amount
Document Ref. → Optional reference or attachment field

Using Smart Copy to Edit Items

Navigate to the Invoice Inbox tab in your DPO interface and open a new invoice. Enable Smart Copy by clicking the checkbox icon above the invoice preview on the top right. Click on a word in the invoice preview (for example, Room rental), then click into the desired item field on the right side, such as Description in Item #1. The system will automatically copy and paste the selected text into the chosen field, allowing you to fill in item details without manual typing.

How to Clone an Invoice Item

You can duplicate an invoice line item using the three-dot menu on the line item card. The duplicated item appears directly below the original with the same details, and (copy) is automatically added to the description to distinguish it.

This is useful when multiple line items share similar or identical data.

What gets cloned?

When clicking the three-dot menu (⋮) on an invoice item, the following actions are available:

Action	Result
Item Up	Moves the item one position up
Item Down	Moves the item one position down
Item Clone	Duplicates the selected item with the same data (description, amount, etc.)
Item Delete	Deletes the selected item
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 All Data to All	Copies all data from this item (description, amount, tax, department, account, etc.) to all other items

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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