Set Up the P.O. Workflow

• Approval 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: ApproFew readers

Manage Purchase Orders

• 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 ViewSome readers

• Create 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/scPopular

• Amend 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 MoSome readers

• Close 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 bFew readers

• Void 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/Few readers

Link a P.O. to an Invoice

• Link 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 cFew readers

P.O. Settings

• Item 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 IteFew readers

• Track 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 CliFew readers

• Flag 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 colorFew readers

• Supplier 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 readers

• Budget 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 AdministFew readers

• Component 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)   (Some readers

• Catalogue 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 CatalogueFew readers