How to Upload Expenses

DPO Expenses allows you to capture receipts, review the extracted information and transfer confirmed expenses into a Topsheet for approval. Receipts can be uploaded either from your browser or through the DPO mobile app, giving you flexibility when recording expenses.

Upload receipts to DPO

After logging in, select the appropriate DPO Book and open the Expense Inbox from the left-hand navigation. If you are not yet assigned to a DPO Book, your administrator will need to invite you first. You can upload receipts directly through your browser or use the DPO mobile app. In the app, select the correct DPO Book, tap the plus icon and choose Upload Expenses. Please note that receipts can only be uploaded to your own account.

Capture single-page and multi-page receipts

For a single-page receipt, take a photo and select Upload Receipts. If a receipt consists of several pages, photograph each page, select Merge Receipts and then choose Upload as One Single Receipt. This combines all pages into a single receipt before it is transferred to DPO.

Review the extracted receipt information

Once your receipts have been uploaded, return to the Expense Inbox in your browser. Newly uploaded receipts will appear there for review. Open a receipt to see the original document on the left and the information extracted by DPO on the right. Review the suggested data and edit any fields if necessary, making sure that the receipt name and gross amount are correct.

You can also add further information such as:

• Description

• Department

• Account Code, if permitted

If a receipt contains more than one tax rate, you can add another line and assign the appropriate tax rate. In many cases, DPO can detect and split multiple tax rates automatically. Once everything has been verified, click Save and repeat the process until all receipts have been confirmed.

Create a Topsheet

After confirming your receipts, open the Create Topsheet tab and select the receipts you want to include. DPO automatically transfers the confirmed expense information into the Topsheet. Enter your position, review the details and click Create Topsheet. Your expense report is then ready for approval.

Review submitted expense reports

Submitted expense reports can be found in the Expense View section under My Expenses. Here, you can review your submitted expense reports and see the total amount of expenses you have submitted. You can also download Topsheets as PDF files. Each PDF includes the full Topsheet together with all associated receipts in a single document.

Manage individual receipts

To manage individual receipts, return to the Expense Inbox and open My Receipt List. This section allows you to search for uploaded receipts, including those that have already been added to a Topsheet. You can also filter receipts by status and review any rejected receipts.

Correct and resubmit rejected receipts

Rejected receipts can either be corrected and resubmitted or deleted. To resubmit a rejected receipt, open the Create Topsheet tab, where the receipt will be available again. After completing the requested changes, include the corrected receipt in your Topsheet and submit it for approval again.

Manage expenses from receipt to approval

DPO Expenses brings receipt upload, data review, Topsheet creation and approval into one connected process. From capturing a receipt on your phone to reviewing submitted expense reports, the relevant information remains available within DPO.

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Questions?

support@digitalpurchaseorder.com