Lets start with DPO
Getting Started with DPO 1/2
Welcome to DPO! This guide will walk you through your first steps in the system and highlight the essential settings you should review before getting started. This ensures everything is in place so you can upload your first P.O., invoice, or expense, and invite and manage your team. Step 1: Log In (https://digital-purchase-order.crisp.help/en/Some readersGetting Started with DPO 2/2
After completing your basic setup, you can now submit your first invoice, create a purchase order, or upload an expense. This guide walks you through your first steps in the system and shows you how to work efficiently with DPO. Create a new P.O.Some readers
Log in to DPO
Logging in to DPO
Logging in to DPO is the first step to accessing your projects. In this article, you will learn how to log in for the first time, set a password, and what to do if you already have an account or need assistance with the login process. Invitation Email: Guide & Troubleshooting After a user has been invited, they will receive an invitation email containing a link to create their account. The registration can be completed by following the instructions provided in the email. If the emaPopularAccount Settings
In the Account Settings of DPO, you can customize your profile and configure basic settings. This includes selecting the language, adjusting notifications, and managing your account information. This guide will show you how to quickly and easily configure your personal preferences. Accessing Personal Settings Once you have been assigned to a project (DPO book), you can manage your personal data. How to access your settings: Click on the profile icon in the top right cornerPopular
User
Users
The User section is one of the most important areas in the system. Here, you can manage visibility permissions, add new users, and configure other settings related to user access and roles. This section is essential for controlling who can view, edit, or approve purchase orders, invoices, and Expenses within your Organization. Invite a New User Step 1: Invite a user Go to Administration → Users, and click the “+ INVITE NEW USERS” button. (https://storage.crispPopularUser Roles
In the “User Roles” menu, you define the permissions that specific groups of users have within DPO. This is especially useful for organizing the Admin section, adjusting user permissions, and creating a more efficient workflow across your team. Before You Begin DPO provides two default roles that define the basic user permissions: Administrator → Has access to the entire administration area User → Cannot access administrative settingsSome readersBypass Approval Levels (Bypass Function)
The bypass function allows authorized users to make changes to P.O.s, invoices, or documents without restarting the approval process from Level 1. Previously completed approvals are skipped, while all changes remain fully traceable. This feature is activated in the user profile and should only be assigned to authorized roles. Why use the bypass function? Time savings: Avoids a full re-approval process after changes. Control & security: Only designated users (e.g., project mPopularUser Absence
User substitution allows you to assign another user to handle tasks and approvals during someone’s absence, ensuring workflows continue without interruption. The substitute can be set for a specific time period and for selected P.O. books, and this information will be visible in the calendar. Setting Up a User Substitution for Absence Go to the Admin section User Go to the profile of the user who will be absent Under Substitution, assign the additional user who will takeSome readers
Settings
P.O. Book Information
In the P.O. Book Information section, you manage the basic data of your project. This area serves as a central hub for all master data, including book names, invoice addresses, and book limits. P.O. Book Information Behind the P.O. Book Information tab in the Admin section, you will find three options to manage your P.O. book: General P.O. Book Information – Change your book name Invoice Address – Enter anPopularLanguages
In the Languages section, you define the language in which the user interface will be displayed within the project. This affects all menu items, buttons, and system texts within the application, for all users involved in the project. Features and Settings Language Selection → You can choose from several available languages, e.g., German, English, or French. Add or Remove a Language → Existing languages can be removed.Some readersCurrencies
If you expect orders or invoices in different currencies within your project, you can activate the desired currencies here. Activated currencies will be available later when creating POs or adding invoices. Before You Begin The selected currency appears directly in the document, providing clarity for international projects. Example: When validating an invoice, you can choose between Euro, US Dollar, British Pound, or other approved currencies. (https://storage.crisp.chat/useSome readersCustom Exchange Rates
In this section you can store manual exchange rates to the Euro or the standard currency of your project for the activated currencies. Before You Begin This is particularly useful if you: Record P.O.s in a foreign currency but still want to maintain an overview in your standard currency. Example: You create a P.O. in US Dollars, but your project is set up in Euros. With a stored fixed exchange rate, DPO automatically displays the converted amount in Euros as well.Some readersDepartments
In this area, you can create and manage departments that can be selected when creating Purchase Orders (P.O.s), invoices, or expenses. Setting up departments correctly is essential, as it ensures the approval workflow runs smoothly by routing documents to the right approvers at each step. How to Add or Remove a Department In the Admin section, open the Departments tab Click Add Department to create a new department (https://storage.crisp.chat/users/helSome readersTaxes (for Invoicing)
In this section, you can configure which tax types (e.g., VAT) apply to your invoices and expenses, and define the corresponding tax rates. Follow the steps below to enable tax types, add new rates, and save your settings. Before Getting Started If you connect DPO to an accounting software, make sure to use the same designations and account numbers as in the software to ensure a smooth export later.Some readersChart of Accounts
The Chart of Accounts feature in Digital Purchase Order allows you to assign account codes to P.O. items for accurate financial tracking. It's essential for managing department budgets, monitoring cost centers, and aligning with accounting systems. This guide shows you how to set up your chart of accounts, import multiple entries, and apply codes during P.O. creation for better financial control. How to Set Up the Chart of Accounts Got to the Admin Section Chart of Accounts ASome readersCOA - Additional Fields
In this section, you can define additional fields related to the chart of accounts. These custom fields offer more flexibility when capturing purchase order (P.O.), Invoices and Expenses. Create a New Custom Field Click “Create New Version”. You can then add a new field or edit existing fields. Enter the desired field name under “Name” (for example, cost center, cost type, or project code) and select the appropriate input type ( see below (https://digital-purPopularSuppliers
In this section, you can manage suppliers and add new ones. To make the process more efficient, DPO offers the option to automatically assign supplier codes Supplier Settings Before creating suppliers, you can define settings that are automatically applied when a new supplier is created in the project. For example, you can require an address and email address, restrict P.O. creation to existing suppliers to avoid duplicates, or ensure that supplier codes are unique ( see settiPopularSupplier Merge
The Supplier Merge feature lets you combine duplicate or obsolete suppliers into a single Target Supplier, helping keep your supplier data clean and consistent. To avoid accidental changes, the merge requires user confirmation before it’s completed. What happens during a Supplier Merge All related documents are automatically updated to use the Target Supplier No manual amendments are required Duplicate suppliers are removed All changes are tSome readersSecurity best practices
Protecting financial data and user access is a top priority at DPO. Follow the best practices below to keep your account secure. Protecting Your DPO Account Enable MFA Use two-step verification to add an extra layer of security to your login. Manage Passwords Update passwords regularly and use strong credentials. Set Password Policies Enforce book-level sSome readers
P.O.s
P.O. Overview
The View Purchase Orders feature in Digital Purchase Order (DPO) lets users easily access, search, and manage existing P.O.s. Whether checking approval status, invoice details, or filtering by supplier, department, or date, this tool streamlines your workflow and improves transparency. Upon login, DPO opens directly in the View section, giving you instant access to all current purchase orders. How to View Purchase Orders After logging in, you will be taken directly to the ViewPopularP.O. Settings
Overview of P.O. settings and how to configure them, including numbering, approvals, budgets, invoicing, and workflow customization to fit your organization’s needs. Purchase Order Settings Define numbering rules, prefixes, and how P.O.s are structured and displayed. Set the minimum number of digits for your P.O. numbers. Define the starting number of the sequence. Add a general prefix (optional) that appears before each P.O. number. Optionally, use departFew readersCreate Purchase Orders
The Create Purchase Order feature in Digital Purchase Order (DPO) makes it easy to start and manage the procurement process. P.O.s help track vendor agreements, pricing, and delivery terms—ensuring transparency and control. With DPO, creating and managing P.O.s is streamlined and accessible from any web-enabled device. Create a New PO Click Create Purchase Order on the left side of the menu (https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/scPopularAmend Purchase Orders
This article explains how to update existing POs in the DPO system. Whether you need to adjust amounts, switch suppliers, or correct information, changes can be made directly in the purchase order. All modifications are automatically tracked and sent back through the approval process. What is an Amendment? The Amend Purchase Order feature allows you to make changes to an already created P.O., such as: Updating quantities Changing prices Adjusting delivery dates MoPopularClose Purchase Order
The Close Purchase Orders feature in DPO helps you finalize completed P.O.s by moving them into a Closed folder. This keeps your focus on active orders while maintaining a full record. The guide explains how to close P.O.s manually or automatically, adjust permissions, and reopen them if needed. How to Close a Purchase Order Close a P.O. Manually Go to the View section On the right-hand side of the purchase order, click the checkmark icon The purchase order will bSome readersVoid Purchase Order
The Void Purchase Order feature in DPO allows authorized users to cancel P.O.s that are no longer needed without deleting them. Voided P.O.s remain visible for tracking and auditing but cannot be processed further. This guide explains how to void a P.O. and what permissions are required to do so. How to Void a Purchase Order Open the P.O. you want to cancel Click the “X” icon (Void) in the top right corner (https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/Some readersApproval Levels P.O.
Create automated multi-step approval workflows based on PO value, department, and user role. This ensures the right people review purchase orders at the right time no manual forwarding needed. Approval levels are applied separately in the Admin settings for: Approval Levels (P.O.s) Invoices Expenses Quick Overview: ApproPopularLink Purchase Order (P.O.) to Invoice
The P.O. Matching View allows users to initiate the invoice linking process directly from the purchase order side. This method works in the same way as linking from the invoice view but starts with the P.O. Good to Know The system automatically suggests the most relevant invoices based on their content. However, suggestions can always be reviewed and adjusted manually Multiple invoices can be linked to a single P.O. item, for example, in the case of partial deliveries. Before cSome readersItem Multiplier
The Item Multiplier feature in Digital Purchase Order (DPO) allows you to apply two quantity values in one line item to calculate total units. It's ideal for cases like rooms × nights, hours × days, or bundled services, making it perfect for accommodation bookings, time-based services, or package deals that require more than a simple quantity-rate setup. How to Use the Item Multiplier Go to Administration PO Settings Enable the checkbox “Enable IteSome readersTrack Deliveries
The Delivery Tracking feature in Digital Purchase Order (DPO) allows users to confirm and document the receipt of goods tied to their P.O.s. It provides a clear, centralized overview of deliveries, from partial to final and supports full audibility through receipt uploads and permission based controls. This guide explains how to track deliveries accurately and ensure transparency across your procurement process. Add a Delivery Entry Select the P.O. you want to update CliSome readersFlag Feature
The Flag Feature in DPO lets you mark and categorize important purchase orders using color-coded tags. Use it to track urgent orders, highlight by department, or organize thematically. You can create custom flags, assign them to P.O.s, and filter flagged orders in the View section for quick access. Create Custom Flags Go to Administration Flags Click Add new flag Define → Flag name (e.g., “Urgent”, “Legal Review”, “Needs Invoice”) → Flag colorPopularSupplier Notification
The Automatic Supplier Notification in DPO sends purchase orders to suppliers as soon as they are fully approved. This saves time and ensures fast, consistent communication. This guide shows how to activate the feature, set email recipients, and manage attachments. How It Works Once a PO is fully approved, DPO sends it automatically to the supplier's registered email If attachments were flagged, they are included in the same email CC/BCC recipients receSome readersBudget Management
This article explains how to set, track, and enforce budget limits for purchase orders in Digital Purchase Order (DPO). You'll learn how to configure budgets, connect them to P.O.s, monitor usage in real time, and manage sub-budgets. With built-in warnings and full visibility during the approval process, the Budget Management feature helps ensure spending stays aligned with financial goals. How to Use Budget Management in DPO Activate the Budget Feature: Go to the AdministSome readersComponent Feature
The Component Feature lets you create custom fields for full purchase orders, such as job numbers, internal codes, or delivery methods. These fields help you standardize data, filter P.O.s, and include the info in previews and PDFs for better tracking and reporting. How to Set Up Components Go to the Admin section Open the P.O. Components tab Create a Component Section → Click the “+” button to add a new section (e.g., Job Numbers) (PopularCatalogue Management
The Catalogue feature in Digital Purchase Order (DPO) simplifies item selection by allowing users to choose from a pre-configured list of frequently used products or services. This reduces manual entry, ensures consistency, and speeds up the PO creation process. This guide explains how to set up your catalogue, organize items by category, control edit access, and streamline purchasing through standardized entries. How to Set Up and Use the Catalogue Go to the Admin CatalogueSome readers
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 readersInvoice 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 readersDuplicate 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 ifSome readersValidating 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 aPopularInvoices
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://dPopularLink 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 iSome readersEdit 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 readersAdd 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 devicSome readersHow 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 afSome readersFilter 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 InvoicSome readersSend, 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
Expenses
Managing Expenses and Topsheets
In Expenses, you can view all newly created Top Sheets that need to be validated, checked, and sent for approval, as well as all existing Top Sheets. Make sure your approval workflow is set up — find the instructions here. Expenses Overview In the Expenses section, you can view all Top Sheets, both new and completed. You can open each one to review details, validate entries, and confirm receipts before fiPopularExpenses
Use the Approval Levels feature to define automated, multi-step approval chains based on PO value, department, or user roles. This ensures purchase orders are reviewed by the right people without manual handovers — saving time and increasing control. This guide shows you how to configure the chain, assign approvers, and customize workflows for your organization. Approval levels are applied separately in the Admin settings for: Approval Levels (P.O.s) (https://digital-purchase-order.crisp.hSome readersExpenses Inbox
The Expenses feature in Digital Purchase Order (DPO) allows you to easily create a Top Sheet, capture receipts, validate them, group them together, and submit them for approval—all from your browser or mobile device. Expenses Inbox Overview The Expenses Inbox allows you to create Top Sheets and view all submitted receipts in one place. Navigate to Expenses → Expenses Inbox to access your personal inbox. On the right side, you will find: Click to Upload Receipts - ClickPopular
Approval List
Approval List
This article explains how to use the Approval List in DPO. You’ll learn how to view, manage, and approve your invoices, expenses, and purchase orders (P.O.s) that are waiting for your review. It also covers how to track approval status, access detailed information, and take the necessary actions directly from the list. Approval List Overview In the approval list, you will find three tabs on the left: P.O.s, Invoices (3PopularSetup Approval Levels
Use the Approval Levels feature to define automated, multi-step approval chains based on PO value, department, or user roles. This ensures purchase orders are reviewed by the right people without manual handovers — saving time and increasing control. This guide shows you how to configure the chain, assign approvers, and customize workflows for your organization. Approval levels are applied separately in the Admin settings for: Approval Levels (P.O.s) (https://digital-purchase-order.crisp.hSome readers
Exporte
Export CSV
The CSV export provides a detailed overview of all costs from P.O.s, expenses, and invoices. In Excel, you can filter the data by department and supplier to monitor budgets, track spending, and quickly identify variances. This makes it ideal for reporting, whether you need data for P.O.s, invoices, or expenses. Good to know The export feature lets you generate reports and transfer data to accounting software, showing current amounts, statuses, and details forPopularPSL Integration
The DPO–PSL integration streamlines purchase order and invoice management by automatically syncing data between systems. New purchase orders and approved invoices are sent to PSL, keeping records accurate, reducing manual work, and providing full visibility into financial processes. Creating a P.O. in DPO When a purchase order is created in DPO with a PSL integration enabled, it is automatically sent to PSL and marked in DPO with a PSL reference and batch number. The P.O. willSome readersSESAM Export
The SESAM export function allows you to generate and download all necessary data in the correct format for transfer to the SESAM system. This ensures compatibility and smooth data import, making it easier to meet integration or reporting requirements.. Making the Export in SESAM Under Administration → Export SESAM, you can generate a .tsf file specifically designed for import into the SESAM FiBu-System Optional: Click on “Check Issues” to see which suppliers are misSome readersDATEV Set up
To connect DPO and DATEV, you need the DATEV Unternehmen online and DATEV Buchungsdatenservice applications. If these two programmes are active under your “Beraternummer”, they can set up the connection in DPO. Follow these steps Step 1 To open the DATEV settings, go to the Admin section from DPO in the navigation menu on the left-hand side, select “DATEV.” This will display all DATEV-related settings and export functions in one place. (https://storage.crisp.Some readersExport AP Automation
The Export AP Automation section is your export tab for invoices in the settings. You can generate a CSV file, which can be adjusted in Excel if you need a different format. How to make the Invoice export Go to Administration → Export AP Automation Make sure to enable your export (https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-03-31-at-12395mntz4c.png =815xauto) (Optional) Click on “Check Issues” to seFew readers