Set Up the Invoice Workflow

• Invoices in DPO

  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 (P.O.s) [Invoices](https:/Few readers

Invoice Processing

• Invoice Inbox in DPO

  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’tFew readers

• Duplicate Check in DPO

  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

  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: Open the Invoice inbox Go to the Invoice Inbox on the left of your navigation bar. Open an invoice from the [InvFew readers

Link an Invoice to a P.O.

• Send, Remove & Unlink Approvals in DPO

  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 fFew readers

• Link Invoices to P.O. in DPO

  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

Manage Invoices

• Edit Mode in DPO

  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, sFew readers

• Invoice Overview in DPO

  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 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. linkFew readers

• Marking Invoices as "Paid"

  The payment status shows whether an** invoice has already been paid or is still open**. You can mark an invoice as “Paid” and optionally set the actual payment date. This helps keep accounting records up to date and ensures that everyone involved is aware of the current status. How it works: Click the dollar icon ($) next to the invoice to mark it as paid The status will update immediately to show “Payment Status: Paid” ![](https://storage.crisp.chat/usFew readers

• Add Attachments to an invoice

  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. Open the invoice Select the Attachments tab | Attachments can include contracts, receipts, shipping documents, corrected invoices, and other supporting files. There is no restriction based on thFew readers

• How to download Invoices

  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

• How to Use Filter Options for Invoices

  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. Invoices by Filter 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 Invoices: Complete list of all invoices within tFew readers