{"id":22351,"date":"2026-07-31T06:46:17","date_gmt":"2026-07-31T06:46:17","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=22351"},"modified":"2026-08-20T05:52:32","modified_gmt":"2026-08-20T05:52:32","slug":"how-to-import-invoices-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-import-invoices-in-idempiere\/","title":{"rendered":"How to Import Invoices in iDempiere"},"content":{"rendered":"\n

The Import Invoice window in iDempiere lets retail businesses load AP and AR invoices in bulk from a CSV file instead of entering them one by one. Correct configuration ensures accurate accounting entries, tax capture, and reliable financial reporting.<\/p>\n\n\n\n

Process Flow<\/strong><\/h2>\n\n\n\n
\"TenthPlanet-iDempiere-Import-Invoice-WorkFlow\"<\/figure>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n
    \n
  • Each import row must reference a valid Business Partner Key already configured in the system.<\/li>\n\n\n\n
  • Product Key or SKU on each line must match an existing Product record.<\/li>\n\n\n\n
  • Only Prepare and Complete are valid Document Actions for the import process.<\/li>\n\n\n\n
  • Records that fail validation are marked with an Import Error Message and skipped.<\/li>\n\n\n\n
  • The Imported checkbox prevents a successfully processed row from being imported again.<\/li>\n\n\n\n
  • Tax rates on each line must match a configured Tax record for the item.<\/li>\n\n\n\n
  • Currency Code on the file must match the Business Partner’s transaction currency.<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n
      \n
    • Business Partner records configured for all suppliers or customers in the file.<\/li>\n\n\n\n
    • Product records configured with matching Product Key and SKU values.<\/li>\n\n\n\n
    • Document Type (example: AP Invoice) configured for the transaction.<\/li>\n\n\n\n
    • Price List and Payment Term configured and linked to the Business Partner.<\/li>\n\n\n\n
    • Import Format (Import Invoice) mapped to the CSV column sequence.<\/li>\n\n\n\n
    • Organization (example: Chennai Store) configured for the transaction.<\/li>\n\n\n\n
    • Tax records configured for applicable GST or VAT rates.<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n

      Menu \u2192 General Rules \u2192 Data Import \u2192 Import Invoice<\/p>\n\n\n\n

      Configuration Steps<\/strong><\/h2>\n\n\n\n

      Step 1: Prepare the Import CSV File<\/strong><\/h3>\n\n\n\n

      Build the CSV with Organization, Document Type, Business Partner Key, Product Key, SKU, Quantity, Unit Price, and Tax columns in the exact order used by the Import Format.<\/p>\n\n\n\n

      Step 2: Load the File with Import File Loader<\/strong><\/h3>\n\n\n\n

      Open Import File Loader, select the CSV file, choose UTF-8 encoding, select Import Invoice as the Import Format, then confirm to load the rows.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Organization<\/td>Chennai Store<\/td>Store or business unit the invoice belongs to<\/td><\/tr>
      Document Type Name<\/td>AP Invoice<\/td>Identifies the transaction as a purchase invoice<\/td><\/tr>
      Sales Transaction<\/td>N<\/td>Marks the record as a purchase, not a sale<\/td><\/tr>
      ISO Currency Code<\/td>USD<\/td>Currency used for pricing and tax on the invoice<\/td><\/tr>
      Payment Term Key<\/td>IMD<\/td>Payment terms applied to the supplier invoice<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-1\"<\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-2\"<\/figure>\n\n\n\n

      Step 3: Review Staged Records in Import Invoice<\/strong><\/h3>\n\n\n\n

      Open the Import Invoice tab, page through each staged record, and confirm Business Partner, Product, SKU, quantity, price, and tax values are populated correctly.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Business Partner Key<\/td>1000006<\/td>Supplier code matched to an existing Business Partner<\/td><\/tr>
      Product Key<\/td>CIN<\/td>Product code matched to an existing Product record<\/td><\/tr>
      SKU<\/td>CIN-001<\/td>Stock keeping unit used to confirm the exact item<\/td><\/tr>
      Ordered Quantity<\/td>10<\/td>Quantity purchased on the invoice line<\/td><\/tr>
      Unit Price<\/td>25.00<\/td>Price per unit used to calculate the line amount<\/td><\/tr>
      Tax<\/td>CGST 1.5%<\/td>Tax rate applied to the invoice line<\/td><\/tr>
      Tax Amount<\/td>45.00<\/td>Calculated tax value for the invoice line<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Step 4: Run the Import Invoice Process<\/strong><\/h3>\n\n\n\n

      Click Process, set Tenant and Organization, choose Document Action (Prepare or Complete), optionally check Delete old imported records, then click OK.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Tenant<\/td>POTS<\/td>Client instance running the import<\/td><\/tr>
      Organization<\/td>Chennai Store<\/td>Store the new invoice records are created under<\/td><\/tr>
      Document Action<\/td>Prepare<\/td>Controls whether the invoice is only prepared or completed<\/td><\/tr>
      Delete old imported records<\/td>Unchecked<\/td>Removes previously imported rows before reprocessing<\/td><\/tr>
      Run as Job<\/td>Unchecked<\/td>Runs the import in the background instead of inline<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-3\"<\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-4\"<\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-5\"<\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-Import-Invoice-6\"<\/figure>\n\n\n\n

      Step 5: Verify Results and Resolve Errors<\/strong><\/h3>\n\n\n\n

      Review the completion message for counts of Errors, Invoices Inserted, and Invoice Lines Inserted, then open failed rows to read the Import Error Message.<\/p>\n\n\n\n

      \"TenthPlanet-iDempiere-Import-Invoice-7\"<\/figure>\n\n\n\n

      Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
      Issue<\/strong><\/td>Cause<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
      Product and Charge both null error<\/td>Product Key does not match any existing product<\/td>Create or correct the product record with the matching key before import<\/td><\/tr>
      Business Partner not linked<\/td>Business Partner Key not found in the system<\/td>Create the Business Partner record with a matching Value before import<\/td><\/tr>
      Invoice stuck at Prepare status<\/td>Document Action set to Prepare instead of Complete<\/td>Rerun the process with Complete after reviewing the invoice<\/td><\/tr>
      Duplicate invoices on reimport<\/td>Same file reprocessed without checking Imported status<\/td>Check the Imported flag or use Delete old imported records before rerun<\/td><\/tr>
      Tax not calculated on line<\/td>Tax field left blank in the import file<\/td>Map a valid Tax rate in the CSV or set it manually before processing<\/td><\/tr>
      Currency mismatch error<\/td>ISO Currency Code differs from the Business Partner’s currency<\/td>Align the currency code with the Business Partner’s price list currency<\/td><\/tr>
      Partial import with some rows failing<\/td>Mixed valid and invalid rows in the same batch<\/td>Correct the failed rows individually and reprocess only those records<\/td><\/tr>
      Import Error Message remains after fix<\/td>Old error text not cleared after correcting the record<\/td>Clear the Import Error Message field manually and reprocess the record<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Next Steps<\/strong><\/h2>\n\n\n\n
        \n
      • Open the standard Invoice window to review posted invoices before payment.<\/li>\n\n\n\n
      • Configure Payment Selection to process supplier payments against imported invoices.<\/li>\n\n\n\n
      • Verify GL accounts under Accounting Rules for correct AP posting.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

        The Import Invoice window in iDempiere lets retail businesses load AP and AR invoices in bulk from a CSV file […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[10,92],"tags":[],"class_list":["post-22351","post","type-post","status-publish","format-standard","hentry","category-idempiere-product","category-idempiere-data"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22351","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=22351"}],"version-history":[{"count":5,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22351\/revisions"}],"predecessor-version":[{"id":27695,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22351\/revisions\/27695"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=22351"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=22351"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=22351"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}