Purchase Order Overview

The Purchase Order Overview in Digital Purchase Order gives you access to the information you need to review and manage your Purchase Orders. After logging into DPO, the system takes you to the View section by default, where you can review Purchase Orders along with their approval status, delivery status and invoice information.

Search and filter your Purchase Orders

DPO provides several search options that can also be combined. On the left-hand side, you can select which Purchase Orders you want to display.

You can filter Purchase Orders by:

• Your own Purchase Orders

• All Purchase Orders

• Budget

• Department

• Supplier

• Expenditure Type

• Currency

• Approver

If additional user-defined fields, known as Components, have been configured, you can also use them to filter your Purchase Orders.

Filter Purchase Orders by status

Once you have selected the relevant category, you can further narrow down the results according to the status of the Purchase Orders.

Available options include:

• Pending

• Approved

• Declined

• Closed

• Void

• All

This allows you to focus the overview on Purchase Orders with a specific status.

Use additional filters and keyword search

DPO also provides additional filter options that can be applied simultaneously. For example, you can filter Purchase Orders according to their Invoice Status, Matched Status, Flags or Account Codes. You can also limit the results to a specific timeframe.

For an even more direct search, use the free-text search field. Enter any word or phrase to search for matching Purchase Orders.

Review the information inside a Purchase Order

When you open a Purchase Order, several areas are available at the top of the page:

• Overview

• Match Mode

• Tracking Sheet

• Attachments

• Comments

Below these sections, you can review the approval chain and supplier information. Information about the creator is displayed on the right-hand side.

Further down, DPO displays all items included in the Purchase Order as well as the assigned budget, if the budget feature is being used. If Components have been configured, they are displayed at the bottom of the page together with the delivery status and any notes.

Download Purchase Orders as PDFs

Purchase Orders can be downloaded as PDF documents and saved to your computer. To download an individual Purchase Order, click the PDF icon on the left-hand side of the relevant PO. If you need to download multiple Purchase Orders, use the Batch Print feature. You can add individual Purchase Orders or move all Purchase Orders from your current search results into Batch Print. A Batch Print should not exceed 500 Purchase Orders.

Control Purchase Order visibility

Not every user automatically has permission to view all Purchase Orders. The DPO Book Administrator can configure Purchase Order visibility for each user under Settings > Users by editing the respective user profile.

Depending on the permissions assigned, a user may be able to view:

• Only their own Purchase Orders

• Purchase Orders from their department

• All Purchase Orders

• No Purchase Orders

  
  

This determines which Purchase Orders are available to each user within the DPO Book.

Keep your Purchase Orders organized

The Purchase Order Overview brings together your Purchase Orders and provides several ways to search, filter and access the information you need. By combining categories, status filters, additional filters and keyword search, you can narrow down the displayed Purchase Orders according to your requirements.

Once you open a Purchase Order, you can review its approval information, supplier details, items, budget, Components, delivery status and notes from one place.

Want to see DPO in action?

Book a personal demo with our team and discover how DPO can simplify your Purchase Order and spend management processes.

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Questions?

support@digitalpurchaseorder.com