How to Review Expenses

Once employees have uploaded their receipts and submitted their expense reports, the Topsheets become available for review in DPO. The Expense View provides a central overview where you can locate reports, review individual receipts and prepare completed expense reports for approval.

Find expense reports for review

Open the Expense View from the left-hand navigation to see all submitted expense reports. You can use the search bar or available filters, such as Department, to locate a specific Topsheet. To focus only on expense reports that are currently waiting for review, select the For Review filter.

Review individual receipts

Within a Topsheet, shortcuts on the left-hand side allow you to move quickly between individual receipts, while the selected receipt is displayed in the center of the screen. To make changes, click the pencil icon for the relevant receipt. The receipt itself appears on the left and the extracted information on the right. Check the receipt name and gross amount and, where necessary, edit the description, Department or Account Code.

Apply information to multiple items

If the same information should be used across several receipt items, you can use Apply to All. This allows selected information, such as tax rates and Departments, to be copied to the remaining items with a single action. If an individual receipt contains multiple tax rates, add another line and assign the appropriate tax rate before saving the changes.

Reject receipts for correction

Individual receipts can also be rejected during the review process. Open the three-dot menu for the relevant receipt item, select Reject and enter a reason for the rejection.

The receipt is then automatically returned to the employee’s Expense Inbox for correction and resubmission. Rejected receipts are also displayed separately at the bottom of the Topsheet so they remain easy to track.

Use Reviewer Mode

For faster processing, switch to Reviewer Mode. This allows you to apply the same Department, description, Account Code or other common fields across multiple receipt items.

Assign a supplier code

When an employee submits a Topsheet for the first time, DPO automatically creates a new supplier without a supplier code. Before exporting the expense report, make sure that the appropriate supplier code has been assigned. Click the pencil icon next to the supplier code to edit it.

Send expenses for approval

Once the expense report has been reviewed and all required information is complete, click Send Expenses for Approval. You can then review the complete approval history and see where the expense report is currently located within the approval workflow.

The Approver filter in the Topsheet overview can be used to find expense reports assigned to specific approvers. Approvers will find the Topsheet in their Approval List, where they can review and approve it.

Export and document approved expenses

After final approval, Topsheet data can be exported to a third-party platform. For documentation, you can also download the complete Topsheet as a PDF using the PDF icon. The PDF contains the expense summary together with all associated receipts in a single document. Once reimbursement has been completed, the Topsheet can also be marked as Paid for tracking.

Review expenses from submission to approval

DPO brings receipt review, corrections, rejection handling, approval tracking and documentation together within the expense process. This gives reviewers a structured way to manage submitted Topsheets before they move through the approval workflow.

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support@digitalpurchaseorder.com