> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Validating an Invoice in the Inbox

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.


###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn **How to Process Invoices**

${frame}[](https://www.youtube.com/embed/iQQKXefsYGY)

### How to Edit an Invoice

**Step 1: Open the Invoice inbox**

1. Go to the **Invoice Inbox** on the left of your navigation bar.
2. Open an invoice from the [Invoice Inbox](https://digital-purchase-order.crisp.help/de/article/rechnungseingang-1mwmval/) on the left


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_139amz0.png =1060xauto)




###### Step 2: Fill in the Invoice Details

1. In the first block on the right, **enter and review the basic invoice information**:**P.O. Number** (optional)**Invoice NumberInvoice Date**
2. The red **“Missing X fields”** alert at the bottom **shows how many required fields are still incomplete**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-13495_10bufcq.png =1092xauto)


###### Step 3: Supplier Information

**Features & Functionality**

* **Automatic Recognition** → AI extracts key supplier data from the invoice
* **Create New Supplier** → Just start typing and enter all data and the new supplier will be created
* **Select Existing Supplier** → Start typing and the drop down will show your 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:**

1. In the middle block on the right side, you can check, edit or replace the supplier:
* The autocomplete search helps prevent duplicate suppliers
* **Name** → Supplier’s company name
* **Supplier Code** → Internal supplier reference code (optional)
* **Address / Zip Code / City** → Location details (auto-filled or entered manually)


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-13511_v7b3o9.png =1106xauto)



2. In the second block, enter the **Payment Information**:
* **Bank Account (IBAN)** → IBAN or bank account number
* **Routing / BIC** → Optional additional bank information
* **Account Holder / Bank Name / Bank Address** → Optional additional bank information


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-13521_11cyv63.png =1105xauto)

 
|| Suppliers can be edited at any time via the “[Suppliers](https://digital-purchase-order.crisp.help/en/article/suppliers-tjhnbg/)” section in the Administration area.

3. Using the **three dots**, you can **edit existing supplier details** such as bank information or address.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-13530_1lpf87c.png =1136xauto)




###### Step 4: 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

**Validate Invoice Items**

1. Go to the **Invoice Items** section on the right side
2. Check the red **“Missing X fields”** alert at the bottom
3. (*Optional*) Add a new item if needed
4. Use the **copy icon** to duplicate an item
5. Use the **bin icon** to delete an item

| [ Learn how to rearrange item lines or apply modes to all invoice items.](#6-how-to-clone-an-invoice-item)


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-13541_zae8os.png =1152xauto)

6. Click on red-marked items to expand and edit them 
7. Check **Total** and **Mode** (Gross/Net)
8. Enter the **Department**, as it defines the approval workflow
9. **Fill in required fields** such as:**AccountKOST / KEXTRA / KSK** (if applicable)
10. **Add Taxes** and confirm your selection using the **green checkmark**
11. Click **Save** or move to the next item
 
Once all required fields are completed, the red warning disappears.

| Mandatory fields (e.g., Account, KOST) can be defined under [Additional Fields](https://digital-purchase-order.crisp.help/en/article/coa-additional-fields-14homr7/). 



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-14001_1elhpbk.png =1117xauto)


### Using Smart Copy to Edit Items

1. Enable **"Data Rectangles"** using the checkbox above the preview
2. Click a word in the invoice preview
3. Click into a field (e.g. Description)

*The text will automatically be inserted into the selected field.*


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-14062_7yodif.png =1106xauto)



######  How to Clone an Invoice Item

You can duplicate an item using the **three-dot menu (⋮)** on the item:

* The cloned item appears below the original
* “(copy)” is added automatically to the description

This is useful for similar or repeated line items.

**Item Actions (Three-Dot Menu)**

* **Item Up / Down** → Reorder items
* **Item Clone** → Duplicate item
* **Item Delete** → Remove item

**Bulk Actions:**

* **Apply Taxes to All**
* **Apply Department to All**
* **Apply Total Mode to All**
* **Apply Chart of Accounts to All**
* **Apply All Data to All**
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-14081_185m8ts.png =1154xauto)




###### Delete Invoice Items in Bulk

You can delete multiple invoice items at once using the **three-dot menu** at the top:

* **Remove items with no description**
* **Remove items with no amount**
* **Remove all items**

This helps quickly clean up incomplete or unnecessary line items.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-05-at-14091_g01nue.png =1127xauto)



${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto: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](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.