How to Configure Depreciation Expense Entry in iDempiere

Introduction

The Depreciation Expense Entry window is a report and process in iDempiere Fixed Asset Management used to review depreciation expense lines that have not yet been posted to the General Ledger.

It is accessed after the Create Depreciation Entries process generates depreciation records for active fixed assets, and before those entries are booked during month-end close.

Reviewing this report confirms depreciation amounts, GL accounts, and posting types are correct, reducing posting errors in Fixed Asset accounting and financial reporting.

Process Flow

Business Rules

• Only depreciation entries with Entry Type = Depreciation (DEP) appear in this report.
• The report is generated from the RV_Asset_Depreciation_Entry Report View, not entered manually.
• Each row shows Asset, Accounting Date, GL Account, Expense Amount, and Posting Type.
• Posting Type “Actual” indicates a real depreciation entry, not a budgeted amount.
• The Report View is Active and filters records using Entity Type.
• Large asset volumes can be processed in the background using Run as Job.
• Summary mode shows consolidated totals instead of every individual depreciation line.
• Print Format controls the printed or exported layout of the report output.

Prerequisites

• Fixed Asset record created and Active in the Asset Workfile.
• Depreciation Method and Useful Life Years assigned to the Asset.
• Asset Group configured with a valid Depreciation Expense Account.
• Create Depreciation Entries process run to generate unposted DEP records.
• Report View RV_Asset_Depreciation_Entry Active in the Dictionary.
• Organization and Accounting Schema configured for Fixed Assets.

Navigation

Menu → Asset → Depreciation Processing→ Depreciation Expense Entry

Opening the window shows a process parameter screen with Run as Job, View Report, Print Format, and Summary options. Running the process opens the depreciation lines in a Report View grid.

Configuration Steps

Step 1: Open the Depreciation Expense Entry Window

Navigate to the window to begin reviewing depreciation entries not yet booked.

Instructions

From the menu, open Depreciation Expense Entry. The parameter screen appears with the report description at the top.

Step 2: Set Run as Job (Optional)

Determines whether the report runs immediately in the browser or as a background job.

Instructions

Check Run as Job for large asset volumes to avoid session timeouts. Leave unchecked for a quick, immediate review.

Step 3: Select View Report Format

Controls how the report output is displayed.

Instructions

Choose HTML for on-screen review, or PDF/CSV for export, from the View Report dropdown.

Step 4: Select Print Format

Defines which columns and layout appear in the output.

Instructions

Select the “Depreciation Expense Entry” print format, or another configured format matching the required columns.

Step 5: Execute and Review the Report

Runs the report and opens the resulting depreciation entries for review.

Instructions

Click OK to run the report. The Report View opens listing each Asset, Accounting Date, Account, Expense amount, and Posting Type.

Field Reference Table

Field	Sample Value	Description
Run as Job	Unchecked	Runs the report as a background job when checked
View Report	HTML	Output format shown after running the report
Print Format	Depreciation Expense Entry	Layout and columns used for the report
Summary	Unchecked	Shows totals only when checked, detail lines when unchecked
Asset	1000000_Dell_Latitude_5550_Laptop	Fixed Asset the depreciation line belongs to
Acct Date	06/30/2026	Accounting date of the depreciation period
A_Account_Number_Acct	Asset Depreciation Amount	GL account the depreciation expense will post to
Expense	87,916.67	Depreciation expense amount for the period
Posting Type	Actual	Indicates the entry is an actual (not budgeted) amount

Common Issues and Resolutions

Issue	Cause	Resolution
Report returns no rows	Create Depreciation Entries has not been run for the period	Run the Create Depreciation Entries process first
Incorrect GL account shown	Depreciation Expense Account misconfigured on Asset Group	Correct the account on the Asset Group setup
Report is slow or times out	Report run interactively with a large number of assets	Enable Run as Job for large asset volumes
Expense amount looks wrong	Incorrect Depreciation Method or Useful Life on the Asset	Verify and correct Asset depreciation settings
Posting Type shows unexpected value	Report View filter or Entry Type mismatch	Confirm the Report View SQL WHERE uses A_Entry_Type=’DEP’
Print Format missing expected columns	Print Format is outdated or misconfigured	Update or regenerate the Print Format
Window not accessible to user	Role does not have access to the window	Grant window access to the Role

Next Steps

• Run the Create Depreciation Entries process for the next accounting period.
• Review the Asset Workfile to confirm depreciation setup accuracy.
• Post reviewed depreciation entries through the Fixed Asset posting process.
• Correct Asset Group depreciation accounts if amounts are incorrect.