Set Up the Invoice Workflow

• Invoices

  With the invoice approval feature in DPO, you can ensure that all invoices are internally reviewed and approved before processing. Various approval levels and rules can be flexibly defined. In the Invoice section, you can create and edit the approval workflow for invoices as needed. Approval levels are applied separately in the Admin settings for: Approval Levels (POs) Invoices (https://dSome readers

Invoice Processing

• Invoice Inbox

  The Invoice Inbox is the central hub for receiving supplier invoices, ideal for digital and remote workflows. Suppliers can email invoices directly to DPO, where they’re collected for the accounting team to review. Invoices are first checked here before being matched (if P.O.s are active) or approved, ensuring only verified invoices move into the approval workflow. First Steps for Invoices in DPO After your project was set up, we sent you your invoice email address. If you haven’tSome readers

• Duplicate Check

  With the automatic duplicate check in invoices, you can quickly see if an invoice already exists, either exactly the same (e.g., received via email) or with slight changes. The system performs the duplicate check in two stages: first when receiving the file via email, and again during manual entry in the Invoice Inbox. Duplicate Detected via Email Submission When a PDF invoice is sent to the DPO invoice email address (e.g. .dpo-xxxxx@dpo-import.com), the system automatically checks ifFew readers

• 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 aSome readers

Link an Invoice to a P.O.

• Link Invoices to P.O.

  The Matching Screen in DPO allows you to link an invoice item to an item from a Purchase Order. This ensures financial accuracy and helps track spend against approved budgets. Steps to Link an Invoice to a P.O. and Send to Approval Step 1 → Inbox – Validate the invoice in the Inbox Step 2 → Invoices – The validated invoice now appears under the Invoices section Step 3 → Matching – Link the invoice to a P.O. or select “No P.O.” Step 4 → Approval - Once the matching iFew readers

• Send, Remove & Unlink Approvals

  This article explains how to send an invoice for approval, remove an invoice from approval, and unlink a P.O. to re-edit locked fields like the supplier or unit price. Send Invoice to Approval (Automated Flow) If the invoice approval workflow has been configured in the Invoices administration settings, invoices are automatically submitted for approval once they are fully processed. How it works: Once the invoice is completed and validated, it is automatically fSome readers

Manage Invoices

• Invoice Overview

  The Invoice Overview lists all invoices in the system with their status, submission date, and supplier. Filters let you quickly find invoices by department, supplier, status, or date. Navigation Structure The Invoice Overview is accessible via the INVOICES tab in the main navigation. It provides a central overview of all invoices recorded in the system, regardless of their status. Best Practices See all your Invoices in one place —  including Approval status, P.O.Some readers

• Edit Mode

  The Edit Mode allows you to make changes to invoice data, even if it is still linked to a purchase order (P.O.). However, not all fields are editable. The editability depends on whether the invoice is approved and which parts are linked. Editing an Invoice and COA The COA can be edited at any time before the invoice is final approved To edit all fields or remove the invoice, unlink the PO first. For step-by-step instructions, sSome readers

• Add Attachments

  Attachments can be added to an invoice at any time, regardless of the invoice status, whether it is Pending, Fully Approved, Matched, or Unmatched. How to add attachments to an invoice The attachment feature allows you to add supporting files directly to an invoice for easy reference. From the invoice screen, you can open the Add Attachments option using the paperclip icon in the top-right corner. This opens the Manage Attachments window, where you can upload files from your devicFew readers

• How to download Invoices from DPO

  There are two types of invoice downloads available in DPO, depending on what you need the document for. This article explains where to find each option, what each file contains, and which version is best suited for your task. Download as PDF – Original Invoice Only This download gives you the original invoice as submitted by the supplier, with no DPO stamps, approval history, or P.O. data Use this if the invoice is incorrect and needs to be removed from the inbox afFew readers

• Filter Invoices & Set Status like “Paid”

  The filter and sort functions allow users to narrow down the list of displayed invoices, for example, by date, supplier, or status. At the top of the invoice overview, you’ll find all the key tools to customize the view, quickly locate specific entries, or mark invoices with a status such as “Paid.” Sidebar section The sidebar provides quick-access filters that help users navigate invoices: My Invoices: Displays only the invoices created or edited by the logged-in user All InvoicFew readers