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 readersInvoice 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 readersValidating 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/iQQKXeFew readers
Link an Invoice to a P.O.
How to Remove an Invoice from Approval & Unlink a P.O
This article explains how to send an invoice for approval, remove an invoice from the approval workflow, and unlink a P.O. when changes need to be made to locked invoice fields such as the supplier, amount, or tax information. Send an Invoice for Approval Depending on your invoice settings, fully processed invoices can be sent into the approval workflow automatically or manually.Few readersHow to Match an Invoice to a 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 The invoice process consists of four main steps: 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.Few readers
Manage Invoices
How to Edit an Invoice
The Edit Mode allows you to update invoice information after an invoice has been validated. An invoice can still be opened in Edit Mode while it is linked to a Purchase Order (P.O.); however, some fields remain locked while a P.O. link exists. The Chart of Accounts can also be updated separately without entering Edit Mode or removing the invoice from the approval workflow. This guide explains the different ways to edit an invoice and when a P.O. must first be unlinked. **What Can BeFew readersInvoice Overview & Invoice Details
The Invoice Overview provides a central view of all invoices in DPO. You can review invoice and supplier information, check approval and matching statuses, search and filter invoices, and access additional actions directly from the overview. This guide explains how to navigate the Invoice Overview, understand invoice statuses, switch between different invoice views, and use Match Mode. Navigation Go to Invoices in the main navigation to access the Invoice Overview. Here,Few readersMarking 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 readersAdd 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 readersHow 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 readersHow 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