How to Set Up Chart Of Accounts

The Chart of Accounts feature in DPO allows you to create and manage predefined account codes that can be assigned to Purchase Orders, invoices and Topsheets. You can build the account structure manually or use an import template when working with a larger number of account codes.

Create your Chart of Accounts

To get started, go to Settings and open the Chart of Accounts tab. Click Add New Account and enter an account code and account name.

If your accounting structure includes sub-categories, you can also assign the new account to an existing parent account.

Configure how account information is displayed

Once your accounts have been created, you can decide how the information should appear within DPO. You can display the account code only, the account name only, or both.

You can also lock the complete Chart of Accounts. When this option is enabled, users can only select account codes that already exist in the predefined list and cannot enter additional codes manually.

Import larger account lists

If you have a large number of account codes, entering them one by one can be time-consuming. DPO therefore provides an import template under the Import tab in Settings.

Download the spreadsheet, enter the relevant information and send the completed file to support@digitalpurchaseorder.com. The DPO team will then take care of the import.

Assign account codes to Purchase Orders

Once your Chart of Accounts has been set up or imported, account codes can be assigned directly to Purchase Order items.

Create a new Purchase Order, open the Items section and start typing either the account code or the account name. DPO automatically displays matching results in a dropdown list so you can select the correct account.

Use account codes for invoices and Topsheets

The same functionality is available for invoices and Topsheets. When working with an invoice, open it in the Invoice Inbox, navigate to the item section and enter either the account code or account name.

DPO will suggest matching entries from your Chart of Accounts, allowing you to assign the appropriate code to the item.

Manage account code permissions

If the account code field appears greyed out, the user does not have permission to enter or edit account codes.

In this case, ask your DPO Book Administrator to grant the required permissions. Administrators can update these settings by going to Settings, opening the Users tab, selecting the relevant user profile and enabling the appropriate account code permissions.

Keep account coding consistent in DPO

The Chart of Accounts feature gives you a predefined structure for assigning account information throughout DPO. By combining account codes, account names, parent accounts, display options and user permissions, you can control how account coding is used across Purchase Orders, invoices and Topsheets.

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Questions?

support@digitalpurchaseorder.com