How to Configure the Imported Fixed Asset Window in iDempiere

The Imported Fixed Asset window is the staging table used by iDempiere’s Import File Loader to validate Asset Addition records before they go live.

Successful imports create live asset addition records that drive depreciation schedules, accounting entries, and asset reporting across the tenant.

Process Flow

Business Rules

• Only records with Imported unchecked are picked up for processing.
• Asset, Business Partner, and Product keys must match existing master records exactly.
• Import Error Message displays the validation failure for a staged row.
• Each row must reference a valid Organization key to import correctly.
• Successful rows are marked Imported and generate a live Asset Addition record.
• Document Action controls whether the created asset posts automatically.
• Asset Cost, Salvage Value, and Depreciation must align with the Accounting Schema currency.

Prerequisites

• Asset Group configured (e.g. Electronics).
• Business Partner (Agent/Vendor) configured.
• Product record configured and linked to an Asset Group.
• Organization (store or location) configured.
• Locator configured within the target warehouse.
• Accounting Schema and Currency configured.
• Import Loader Format for Imported Fixed Asset configured.

Navigation

Menu → Data → Data Import → Imported Fixed Asset

Configuration Steps

Step 1: Configure the Import Loader Format

Open Import Loader Format, select the Imported Fixed Asset table, map each CSV column position to its staging field in sequence, then save the format.

Step 2: Prepare the Fixed Asset CSV File

Build one CSV row per asset with Organization, Asset, Inventory No, Name, service and depreciation dates, Asset Group, Business Partner, Product, and cost columns.

Step 3: Load the File via Import File Loader

Open Import File Loader, select the Fixed Asset CSV file, choose UTF-8 encoding and the saved Import Format, then click Import to load rows into staging.

Field	Sample Value	Purpose
File	Import Fixed Asset.csv	Source CSV containing asset rows
Encoding	UTF-8	Character encoding of the file
Import Format	Imported Fixed Asset	Column-to-field mapping definition
Records	1	Number of rows loaded into staging

Step 4: Review Staged Records in the Imported Fixed Asset Window

Open Imported Fixed Asset, verify Organization, Asset, Business Partner, Product, cost, and depreciation fields against the source CSV, and correct any mismatch directly in the grid.

Field	Sample Value	Description
Organization	Chennai Store	Store or location the asset belongs to
Asset	INV-IPH16-0001_Apple iPhone 16	Internal asset identifier
Inventory No	INV-IPH16-001	Physical inventory tag number
Name	Apple iPhone 16	Asset display name
In Service Date	12/28/2025	Date the asset becomes usable
Asset Depreciation Date	12/28/2025	Date depreciation calculation starts
Asset Group	Electronics	Depreciation and accounting category
BPartner (Agent)	Five Technologies Private Limited	Supplier or vendor of the asset
Product	IPH16_iPhone 16	Linked product master record
Locator	Godown Locator	Warehouse storage location
Quantity	1	Number of units on this row
Asset Cost	999.00	Acquisition cost of the asset
Asset Salvage Value	100.0	Estimated residual value
Usable Life – Months	36	Depreciation period in months
Accumulated Depreciation	25.00	Depreciation posted to date
Currency	USD	Transaction currency
Document Action	Complete	Action applied when the asset is created

Step 5: Run the Import Process

With the row selected, run the Import Fixed Asset process. The system marks the row as Imported and shows a confirmation such as “Rows in file / loaded and ready to import: 1/1”.

Step 6: Verify the Created Fixed Asset Record

Open the Asset Addition window, search by Inventory No or Name, and confirm cost, depreciation, and organization values match the imported data.

Common Issues and Resolutions

Issue	Cause	Resolution
Row not imported; Imported stays unchecked	Mandatory field missing (Business Partner, Product, or Organization)	Check Import Error Message, complete the missing key, re-run import
Invalid Business Partner Key error	BPartner value in CSV does not match an existing Business Partner	Verify the Business Partner master exists with the exact key used
Product not found	Product Key in CSV is missing from the Product master	Create or correct the Product record before re-importing
Wrong Organization on imported asset	Organization column left blank or mismatched in CSV	Update the Organization column with the correct store code
Depreciation values incorrect after import	Usable Life or Accumulated Depreciation entered inconsistently	Recalculate values and correct the source CSV before loading
Currency mismatch on Asset Cost	Accounting Schema currency differs from the CSV Currency column	Align CSV currency with the tenant’s Accounting Schema currency
File fails to load in Import File Loader	Encoding mismatch or incorrect Import Format selected	Re-select UTF-8 encoding and confirm the correct Import Loader Format

Next Steps

• Configure the Fixed Asset Depreciation Workbench for periodic depreciation runs.
• Set up the Asset Disposal window for retiring store equipment.
• Review Fixed Asset Group setup for additional asset categories.
• Configure Accounting Schema mapping for asset depreciation accounts.