{"id":22454,"date":"2026-07-31T11:20:12","date_gmt":"2026-07-31T11:20:12","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=22454"},"modified":"2026-08-20T09:27:17","modified_gmt":"2026-08-20T09:27:17","slug":"how-to-use-import-inventory-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-use-import-inventory-in-idempiere\/","title":{"rendered":"How to Use Import Inventory in iDempiere"},"content":{"rendered":"\n

Learn how the Import Inventory window in iDempiere imports Physical Inventory, Internal Use, and Cost Adjustment records into standard inventory documents.<\/p>\n\n\n\n

Introduction<\/strong><\/h2>\n\n\n\n

Import Inventory is a standard iDempiere window that loads external inventory data and converts it into Physical Inventory, Internal Use, or Cost Adjustment documents.<\/p>\n\n\n\n

The process reduces manual entry, speeds up reconciliation, and ensures inventory transactions follow the standard iDempiere document lifecycle.<\/p>\n\n\n\n

Process Flow<\/strong><\/h2>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n
    \n
  • Process parameters act only as default values and never overwrite existing import data.<\/li>\n\n\n\n
  • One inventory header is created for each unique document grouping in the import table.<\/li>\n\n\n\n
  • Each valid, validated import record generates exactly one inventory line.<\/li>\n\n\n\n
  • Products can be resolved using Search Key, UPC\/EAN, or Product ID.<\/li>\n\n\n\n
  • Locators can be resolved using Locator Key, Locator ID, or Warehouse information.<\/li>\n\n\n\n
  • Successfully imported records are automatically flagged as Imported = Yes.<\/li>\n\n\n\n
  • Validation errors are recorded in the Import Error Message field for review.<\/li>\n\n\n\n
  • Duplicate Inventory, Locator, Product, and Attribute Set Instance combinations are rejected.<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n
      \n
    • An Import Format is configured for mapping source data to the Inventory import table (I_Inventory).<\/li>\n\n\n\n
    • Valid Organization, Warehouse, and Locator records exist in iDempiere.<\/li>\n\n\n\n
    • Products referenced in the import file exist in Product Info.<\/li>\n\n\n\n
    • Charge records are configured for Internal Use or Cost Adjustment transactions, where applicable.<\/li>\n\n\n\n
    • For Cost Adjustment imports, Accounting Schema, Cost Type, and Cost Element are defined.<\/li>\n\n\n\n
    • The user has access rights to the Import Inventory window and the Import Inventory process.<\/li>\n<\/ul>\n\n\n\n

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

      Step 1: Prepare and Load Import Data<\/strong><\/h3>\n\n\n\n

      This step brings inventory data into iDempiere so it can be validated and converted into an inventory document. Records can be loaded manually or through the Import File Loader using a configured Import Format.<\/p>\n\n\n\n

      Open the Import Inventory window and enter or verify the record details, including product, locator, and quantity information, before running the import.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Search Key<\/td>IPH16<\/td>Product search key used to resolve the item during import.<\/td><\/tr>
      Locator Key<\/td>Godown Locator<\/td>Text value used to resolve the storage locator.<\/td><\/tr>
      Quantity Book<\/td>100<\/td>System (book) quantity before the count.<\/td><\/tr>
      Quantity Count<\/td>98<\/td>Physically counted quantity submitted for import.<\/td><\/tr>
      Description<\/td>Stock Count<\/td>Free-text description carried onto the inventory document.<\/td><\/tr>
      Document Type Name<\/td>Physical Inventory<\/td>Determines which inventory document the record will create.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 2: Verify Imported Data<\/strong><\/h3>\n\n\n\n

      Before running the process, users confirm that key fields are correctly populated so the process can resolve master data without errors.<\/p>\n\n\n\n

      Review the Data Requered section, including Organization, Locator, Product, Document Type, and Quantities, for accuracy and completeness.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Phys.Inventory<\/td>620012<\/td>Populated automatically once the record is imported successfully.<\/td><\/tr>
      Phys.Inventory Line<\/td>10_98_620012<\/td>Populated automatically once the inventory line is created.<\/td><\/tr>
      Locator Key<\/td>InTransit Locator<\/td>Locator value used to resolve the storage location.<\/td><\/tr>
      Document Type<\/td>Physical Inventory<\/td>Standard document type applied to the generated document.<\/td><\/tr>
      Imported<\/td>Checked<\/td>Indicates the record has already been processed successfully.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Step 3: Run the Import Inventory Process<\/strong><\/h3>\n\n\n\n

      Running the process validates all unimported records and converts them into the appropriate inventory document type. Parameters supply default values only and do not overwrite populated import data.<\/p>\n\n\n\n

      Open the Import Inventory process, set the required parameters, and select Update Costing only for Cost Adjustment imports before selecting OK.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Organization<\/td>CDC<\/td>Default organization applied to records without one.<\/td><\/tr>
      Locator<\/td>Godown Locator<\/td>Default locator applied to records without one.<\/td><\/tr>
      Document Action<\/td>Complete<\/td>Action applied to the generated document after creation.<\/td><\/tr>
      Movement Date<\/td>07\/31\/2026<\/td>Default transaction date for records without one.<\/td><\/tr>
      Delete Old Imported Records<\/td>Unchecked<\/td>Removes previously imported records after a successful run.<\/td><\/tr>
      Update Costing<\/td>Unchecked<\/td>Enables costing parameters for Cost Adjustment imports.<\/td><\/tr>
      Run as Job<\/td>Unchecked<\/td>Executes the import process as a background job.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 4: Review the Import Results<\/strong><\/h3>\n\n\n\n

      After the process completes, a summary dialog confirms the outcome so users can verify how many records were processed successfully and how many failed validation.<\/p>\n\n\n\n

      Review the completion message for the count of errors and the number of headers and lines inserted.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Process Status<\/td>Process completed successfully<\/td>Confirms the import process finished running.<\/td><\/tr>
      Errors<\/td>6<\/td>Number of records that failed validation and remain unimported.<\/td><\/tr>
      Phys.Inventory Inserted<\/td>1<\/td>Number of inventory headers created by the process.<\/td><\/tr>
      Phys.Inventory Line Inserted<\/td>1<\/td>Number of inventory lines created by the process.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 5: Verify the Generated Inventory Document<\/strong><\/h3>\n\n\n\n

      This final step confirms that the imported data produced a valid, standard inventory document in iDempiere.<\/p>\n\n\n\n

      Open the generated Inventory Count (Physical Inventory) document and confirm the header and line details match the imported data.<\/p>\n\n\n\n

      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Document No<\/td>620012<\/td>Unique document number assigned to the generated Physical Inventory.<\/td><\/tr>
      Warehouse<\/td>CDC InTransit Warehouse<\/td>Warehouse associated with the generated document.<\/td><\/tr>
      Movement Date<\/td>07\/31\/2026<\/td>Transaction date applied to the document.<\/td><\/tr>
      Document Status<\/td>Drafted<\/td>Standard lifecycle status of the newly created document.<\/td><\/tr>
      Quantity Book<\/td>\u2014<\/td>System quantity carried onto the Inventory Count Line.<\/td><\/tr>
      Quantity Count<\/td>98<\/td>Counted quantity carried onto the Inventory Count Line.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/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>
      Organization not found<\/td>Invalid Organization value in the import record<\/td>Verify the Organization ID or lookup value.<\/td><\/tr>
      Locator not found<\/td>Invalid Locator Key or Locator ID<\/td>Verify the Locator Key or Locator ID against Warehouse and Locators.<\/td><\/tr>
      Product not found<\/td>Invalid Product Search Key<\/td>Verify the Search Key or UPC\/EAN against Product Info.<\/td><\/tr>
      No document lines found<\/td>No valid inventory lines created after validation<\/td>Verify locator, product, quantities, and document type on the import record.<\/td><\/tr>
      Duplicate inventory line<\/td>Same Inventory, Locator, Product, and Attribute already exist<\/td>Remove the duplicate import record or use a different inventory document.<\/td><\/tr>
      Imported flag remains unchecked<\/td>Record failed validation<\/td>Review the Import Error Message field and correct the data.<\/td><\/tr>
      Cost Adjustment fields unavailable<\/td>Update Costing not selected<\/td>Enable Update Costing in the process parameters.<\/td><\/tr>
      Process parameters not applied<\/td>Import record already contains a value<\/td>Confirm parameters act only as defaults for empty fields.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Next Steps<\/strong><\/h2>\n\n\n\n
        \n
      1. Open the generated Physical Inventory, Internal Use, or Cost Adjustment document.<\/li>\n\n\n\n
      2. Review the imported inventory lines, quantities, and products.<\/li>\n\n\n\n
      3. Complete the document in Warehouse Management if it was not completed automatically.<\/li>\n\n\n\n
      4. Verify Warehouse and Locators setup to confirm resolved storage locations.<\/li>\n\n\n\n
      5. Review remaining import records with validation errors and reprocess them after correction.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"

        Learn how the Import Inventory window in iDempiere imports Physical Inventory, Internal Use, and Cost Adjustment records into standard inventory […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[92,10],"tags":[],"class_list":["post-22454","post","type-post","status-publish","format-standard","hentry","category-idempiere-data","category-idempiere-product"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22454","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=22454"}],"version-history":[{"count":2,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22454\/revisions"}],"predecessor-version":[{"id":27913,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22454\/revisions\/27913"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=22454"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=22454"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=22454"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}