> ## 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 - Old DPO Design

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.

||| **Already using DPO's new design?** [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/validating-an-invoice-in-dpo-1n0tn3f/)

### How to Edit an Invoice

**Step 1: Fill in the Basics**

1. Go to the **Invoices** tab and select the **Invoice Inbox** tab in the top navigation bar.
2. Open an invoice from the [Invoice Inbox](https://digital-purchase-order.crisp.help/de/article/rechnungseingang-1mwmval/) on the left
3. The red **“Missing X fields”** alert at the bottom shows how many required fields are still incomplete
4. In the **first block on the right**, enter the **basic invoice information**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-09-12-at-12293_1ezwth2.png =955xauto)



###### 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:**

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


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-08-25-at-15261_1n5256u.png =939xauto)


**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](https://digital-purchase-order.crisp.help/en/article/suppliers-tjhnbg/)” 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

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

**Validate Invoice Items**

1. On the right side, find the section labeled **Invoice Items**
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-2025-09-02-at-14201_b44fow.png =1049xauto)


3. If items are marked in red, click on one to expand and edit it
4. Check and fill in required fields like Account, *KOST*, *KEXTRA*, or *KSK* can be filled in manually as needed
5. 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](https://digital-purchase-order.crisp.help/en/article/coa-additional-fields-14homr7/). The system automatically validates entries and shows alerts like “Missing 2 fields” if required information is missing.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-09-02-at-14222_1omxejl.png =935xauto)

 
**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.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2025-08-25-at-15335_13ktxmw.png =828xauto)


######  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.
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image-42_1piaw1h.png =808xauto)


###### 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](https://calendly.com/d/gpk-ppc-rjg) – we look forward to hearing from you