How to Configure Import Confirmations in iDempiere

Introduction

Import Confirmations is a data import window in iDempiere used to bring shipment and receipt confirmation quantities into the system from an external file.

It supports warehouse and logistics teams who confirm picked, packed, or received quantities in bulk, instead of updating each Ship/Receipt Confirmation Line one at a time.

Once processed, the imported quantities update the matching Confirmation Line, keeping shipment and receipt records accurate for inventory and reporting.

Process Flow

Business Rules

• Import Confirmations only accepts lines linked to an existing Ship/Receipt Confirmation Line.
• Confirmed Quantity plus Scrapped Quantity plus Difference Quantity must equal the Target Quantity.
• Records without a Confirmation No are rejected with an error message.
• Organization is set from the record if present, otherwise from the process parameter.
• Only records marked Imported = N are picked up by the Import Confirmations process.
• Successfully processed records are marked Imported and Processed, and are not reprocessed.
• Unmatched or invalid confirmation lines are flagged Imported = E with an error description.

Prerequisites

• Ship/Receipt Confirmation Line already generated from a Shipment or Receipt.
• Import Loader Format created for the I_InOutLineConfirm table.
• Tenant and Organization configured for the importing company.
• Source file (CSV) prepared with confirmation data in the expected column sequence.

Navigation

Menu → System Admin → Data → Data Import → Import Confirmations

The window opens on the Confirmation Lines tab, listing every import record with its Imported and Processed status, linked Confirmation Line, quantities, and any Import Error Message.

Configuration Steps

Step 1: Create an Import Loader Format for Confirmation Data

This tells iDempiere how each column in the source file maps to the confirmation import table, so the file can be read correctly.

Instructions

Open Import Loader Format. Enter a Name and Description, select the I_InOutLineConfirm table, choose the Comma Separated format, and add one Format Field row per column in the file, in order.

Field	Sample Value	Description
Name	Import Confirmations	Identifies the format for reuse
Table	I_InOutLineConfirm (Ship/Receipt Confirmation Import Line)	Target import table for confirmation data
Format	Comma Separated	File layout the loader expects
Format Field 10	AD_Org_ID_Organization	Organization the confirmation belongs to
Format Field 20	M_InOutLineConfirm_ID	Confirmation Line being updated
Format Field 30	ConfirmationNo	Confirmation reference number
Format Field 40	ConfirmedQty	Quantity confirmed as received or shipped
Format Field 50	ScrappedQty	Quantity scrapped
Format Field 60	DifferenceQty	Variance quantity
Format Field 70	Description	Optional note on the confirmation

Step 2: Load the Confirmation File Using Import File Loader

This moves the confirmation data from the file into the import table, using the format created in Step 1.

Instructions

Open Import File Loader, select the saved Import Format, choose the file encoding, and load the CSV file. Confirm the parsed values on screen match the source row before saving.

Field	Sample Value	Description
Import Format	Import Confirmations	Format used to parse the uploaded file
Encoding	UTF-8	Character set of the source file
A – Org ID	1000001	Organization reference from the file
B – Confirmation Line No	1000001	Confirmation Line to update
C – Confirmation No	1000001	Confirmation number from the source system
D – Confirmed Quantity	2	Quantity confirmed
E – Scrapped Quantity	0	Quantity scrapped
F – Difference	0	Variance quantity
G – Description	IMP-Imported Using Import File Loader	Note carried into the confirmation line

Step 3: Review and Process Records in Import Confirmations

This gives a chance to check for errors before the confirmation quantities update live shipment or receipt records.

Instructions

Open Import Confirmations, Confirmation Lines tab. Review each record’s linked Confirmation Line, quantities, and Import Error Message. Correct any failed rows, then run the Import Confirmations process.

Field	Sample Value	Description
Ship/Receipt Confirmation Line	10_2_AASH-ATTA-5KG_Aashirvaad Atta – 5kg	The receipt or shipment line the record updates
Confirmation No	1000001	Confirmation number carried from the file
Confirmed Quantity	2	Quantity confirmed
Scrapped Quantity	0	Quantity scrapped
Difference	0	Variance between target and confirmed plus scrapped
Description	IMP-Imported Using Import File Loader	Reference note
Imported	Checked	Shows the record has been processed by the import
Processed	Checked	Shows the confirmation update completed

Common Issues and Resolutions

Issue	Cause	Resolution
Import Error Message shows Missing Confirmation No	ConfirmationNo left blank in the source file	Add a Confirmation No value and reload the file
Record flagged as invalid confirmation line	Confirmation Line number does not exist	Verify the Line No against the correct Ship/Receipt Confirmation
Quantity mismatch error on process	Confirmed, Scrapped, and Difference do not equal Target Quantity	Recalculate quantities so they add up to the Target Quantity
Records import into the wrong Organization	Org ID column left blank or incorrect	Set the correct Organization in the file or process parameter
File does not load correctly	Wrong file encoding selected	Re-select UTF-8, or the encoding matching the source file
Old records reappear after reimport	Previously imported rows not cleared	Enable the Delete Old Imported parameter before rerunning
Columns map to the wrong fields	Format Field sequence does not match file column order	Align the Sequence numbers in Import Loader Format with the file layout
Confirmation stays unprocessed	Record still marked Imported = N or E	Resolve the error shown and rerun the Import Confirmations process

Next Steps

• Ship-Receipt Confirm window – view the confirmation line updated by the import.
• Material Receipt or Material Shipment window – check the quantity impact on the transaction.
• Import Loader Format window – adjust or reuse the mapping for future confirmation files.