Set Up the P.O. Workflow

• How to Set Up the Approval Levels for P.O.s

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn how to set up and manage approval workflows in DPO. Approval levels are applied separately in the settings for: Approval Levels (P.O.s) InvoicesFew readers

Manage Purchase Orders

• P.O. Overview in DPO

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn how to *Some readers

• How to Create a Purchase Order

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Create a Purchase Order ${frame}[](https://www.youtube.com/embed/T_D19Some readers

• How to Create a P.O. with Prompt

  DPO allows you to create a Purchase Order using a prompt instead of entering each P.O. item manually. Simply describe what you want to purchase, and DPO will use the information from your prompt to generate the P.O. items for you. You can then review and complete the information before creating the P.O. Create a P.O. with Prompt Click Create New P.O.. Select your department and supplier, then click Next. Select "Generate Items with AI". ![](https://sFew readers

• How to Amend a Purchase Order

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Amend a Purchase Order. What is an Amendment? The **AmeSome readers

• How to Void Purchase Orders

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Void Purchase Orders **How to Void a PFew readers

• How to Close a Purchase Orders

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Close a Purchase Orders How to Close a PFew readers

• Tracking Invoices in a P.O. Book

  DPO allows you to track invoices directly within your Purchase Orders. This makes it possible to record invoices received against a P.O. and keep an overview of invoiced and outstanding amounts. Depending on how much detail you need, you can choose between Simple and Advanced Invoice Mode. Note: This feature is only available in P.O. Books without the DPO Invoice module enabled. If the Invoices is enabled for the book, invoices are processed through the regular Invoice workflowFew readers

Link a P.O. to an Invoice

• How to Match a P.O. to an 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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn how to match and link invoices from a P.O. in DPO. Good to Know The system automatically suggests the most relevant invoices based onSome readers

P.O. Settings

• How to Flag Purchase Orders

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Flag Purchase OrdersFew readers

• How to Track Deliveries in Purchase Orders

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tuFew readers

• How to Set Up Budgets and manage budgets in DPO

  The Budget Management feature in DPO allows you to set spending limits, assign budgets to P.O.s, and monitor budget usage throughout the purchasing process. You can create main budgets and sub-budgets, define spending limits and tolerances, control whether a budget is required, and determine which users can view or edit budget information. This guide explains how to configure, use, monitor, and manage access to budgets in DPO. Video Tutorial Prefer a visual walkthrough? Watch our viFew readers

• P.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 readers

• How to Use the 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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn **How to Use the Item MultiFew readers

• How to Set Up and Use P.O. Line Item Components

  The P.O. Line Item Components feature allows you to create custom fields for Purchase Order items, such as job numbers, internal codes, delivery methods, or other project-specific information. Components help you standardize the information entered on P.O.s and can also be included in exports. DPO supports components for: P.O. Items – Information assigned to individual P.O. line items. [Whole P.O.s](https://help.digitalpurchaseorder.com/en/article/how-to-use-po-componenFew readers

• How to Activate Supplier Notifications

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Activate Supplier Notifications. How It WorksFew readers

• How to Use P.O. Components

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorial to learn How to Use P.O. Components How to Set Up ComponenFew readers

• How to Use the Catalogue in DPO

  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. Video Tutorial Prefer a visual walkthrough? Watch our video tutorFew readers