Lets start with DPO

• Getting Started with DPO 1/2 - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here ||| Note: The following stSome readers

• Getting Started with DPO 2/2 - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here ||| Note: The following steps are summarized briefly. For more detailed information on a specificFew readers

Log in to DPO

• Logging in to DPO - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Invitation Email: Guide & Troubleshooting After a user has been invited, they wilSome readers

• Account Settings - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Accessing Personal Settings Once you havSome readers

User

• Users - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article herePopular

• User Roles - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Before You Begin DPO provides two default roles that define the basic user permisSome readers

• User Absence - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Setting Up a User Substitution for ASome readers

Settings

• P.O. Book Information - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here P.O. Book Information Behind the P.O. Book Information tab in the Admin section, you will find three options to manageSome readers

• Languages - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Features and Settings Language Selection → You can choose from several available languages, e.g.,Few readers

• Currencies - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Before You Begin The selected currency appears directly in the document, providing clarity for international projects.Some readers

• Custom Exchange Rates - Old DPO Design

  In this section you can store manual exchange rates to the Euro or the standard currency of your project for the activated currencies. ||| Already using DPO's new design? You can find the corresponding article here 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:Some readers

• Departments - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here How to Add or Remove a DepartmeSome readers

• Taxes (for Invoicing) - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Before Getting Started If you connect DPO to an accounting software, make sure to use the same desiSome readers

• Chart of Accounts - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://helSome readers

• COA - Additional Fields - Old DPO Design

  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 FieldAlready using DPO's new design? You can find the corresponding article here Click “Create New Version”. You can then add a new field or edit existing fields. Enter the desireSome readers

• Suppliers - Old DPO Design

  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 ||| Already using DPO's new design? You can find the corresponding article here 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 **requirSome readers

• Supplier Merge - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here What happens during a Supplier Merge All related documeSome readers

• Security best practices - Old DPO Design

  Protecting financial data and user access is a top priority at DPO. Follow the best practices below to keep your account secure. ||| Already using DPO's new design? You can find the corresponding article here Protecting Your DPO Account Enable MFA Use two-step verification to add an extra layer of security to your login. [Manage Passwords]Some readers

P.O.s

• P.O. Overview - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://Some readers

• P.O. Settings - Old DPO Design

  Overview of P.O. settings and how to configure them, including numbering, approvals, budgets, invoicing, and workflow customization to fit your organization’s needs. ||| Already using DPO's new design? You can find the corresponding article here 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. numFew readers

• Create Purchase Orders - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/create-purchase-orders-in-dpo-qqz4xPopular

• Amend Purchase Orders - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here What is an Amendment? The **AmendSome readers

• Close Purchase Order - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here How to Close a PurchaSome readers

• Void Purchase Order - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here **How to Void a PurcSome readers

• Approval Levels P.O. - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Approval levels are applied separately in the Admin settings for: Approval Levels (P.O.s) [Invoices](https://digital-purcSome readers

• Link Purchase Order (P.O.) to Invoice - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Good to Know The system automatically suggests the most relevant invoices based on their conSome readers

• Item Multiplier - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseSome readers

• Track Deliveries - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the correspondinFew readers

• Flag Feature - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here CreateSome readers

• Supplier Notification - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here How It Works Once a PO isSome readers

• Budget Management - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https:/Some readers

• Component Feature - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here How to Set Up ComponentsSome readers

• Catalogue Management - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding aFew readers

Invoices

• Invoice Overview - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Navigation Structure The Invoice Overview is accessible via the INVOICES tab in the main navigation. It provides a central overviFew readers

• Invoice Inbox - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/Some readers

• Duplicate Check - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here **DupSome readers

• 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-dpoSome readers

• Invoices - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Approval levels are applied separately in theSome readers

• Link Invoices to P.O. - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here 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 valSome readers

• Edit Mode - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Editing an Invoice and COA [The COA can be edited at any time before the invoice isSome readers

• Add Attachments - Old DPO Design

  Attachments can be added to an invoice at any time, regardless of the invoice status, whether it is Pending, Fully Approved, Matched, or Unmatched. ||| Already using DPO's new design? You can find the corresponding article here 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 canSome readers

• How to download Invoices - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Download as PDF – Original Invoice Only This download gives you the **original invSome readers

• Filter Invoices & Set Status like “Paid” - Old DPO Design

  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.” ||| Already using DPO's new design? You can find the corresponding article here Sidebar sSome readers

• Send, Remove & Unlink Approvals - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Send Invoice to Approval (Automated Flow) If the invoice approval workflow has been configured in the Invoices administration seSome readers

Expenses

• Managing Expenses and Topsheets - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here ExpensSome readers

• Expenses - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/articleSome readers

• Expenses Inbox - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Expenses Inbox Overview The Expenses Inbox allows you to create Top Sheets and view all submittedSome readers

Matching Screen

• Matching Screen – Filter Options - Old DPO Design

  The Matching Screen includes powerful filter tools that help users quickly locate and work with specific invoices. Filters can be applied to focus on invoices based on status, date, user, supplier, and more. ||| Already using DPO's new design? You can find the corresponding article here Good to know Use the Sort menu next to the filter to organize invoices by date or **lastFew readers

Approval List

• Approval List - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/approval-list-overview-1apbPopular

• Setup Approval Levels - Old DPO Design

  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. ||| Already using DPO's new design? [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/articleSome readers

Exporte

• PSL Integration - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here Creating a P.O. in DPO When a purchase orderPopular

• Export CSV - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article hereSome readers

• SESAM Export - Old DPO Design

  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.. ||| Already using DPO's new design? You can find the corresponding article here Making the Export in SESAM Under Administration → Export SESAM, you canSome readers

• Export AP Automation - Old DPO Design

  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. ||| Already using DPO's new design? You can find the corresponding article here How to make the Invoice export Go to Administration → Export AP Automation Make sure to enable your export ![](https://storage.Few readers

• Batch Print & PDF Options - Old DPO Design

  The Batch Print List combines multiple invoices into a single PDF, reduces manual effort, and is ideal for accounting, archiving, or monthly reporting. You can build the list step by step, save it, and generate the final print later, which is especially helpful when working across longer periods. ||| Already using DPO's new design? You can find the corresponding article here Batch Print **How it worPopular