Goods Received Note GRN view

Here is the updated Good Received Note (GRN) View documentation, including the Draft status and reorganized according to the interface flow.
The Good Received Note (GRN) View provides a comprehensive record of items physically received from a supplier. It acts as the official confirmation that goods have arrived at the designated location, serving as the bridge between a Purchase Order and a Purchase Invoice. This view allows users to verify quantities, batch details, and the financial impact on the inventory and general ledger.
  
Reference Information
The header provides essential tracking details for the receipt:
  • Reference: The unique internal document number for the GRN (e.g., 043/2026).
  • Delivery Date: The actual date the goods arrived at your facility (e.g., 19/03/2026).
  • Created By: The user responsible for recording the receipt (e.g., Yokesh).
  • Created On: The exact system timestamp when the record was finalized (e.g., 19/03/2026 10:50 PM).
  • Project: The specific project or contract the received items are assigned to (e.g., Tested - test).
  • Workorder: The manufacturing order linked to these materials (e.g., CUT003/2025).
  • Branch: The specific company branch receiving the stock (e.g., 4321 Storage Branch).
 
Document Details
This section provides context on the source and logistics of the delivery:
  • For Purchase Order: Displays "Auto" if linked to an existing PO, or the specific PO reference number.
  • Deliver Into Location: The exact warehouse or bin where the stock was placed (e.g., A1).
  • Delivery Address: The physical address where the items were delivered.
  • Shipping Company: The logistics provider that handled the delivery (e.g., RockFort Shipping).
  • Order Comments: Any specific notes or handling instructions recorded during receipt.
  • Supplier Reference: The supplier's delivery note or packing slip number (e.g., ERAN001).
 
Supplier
The supplier information area displays the vendor's name (e.g., Eran eager). Clicking the name opens the supplier's profile. The Choose File button is used to access or upload digital copies of physical delivery paperwork, such as signed packing slips or quality certificates.
 
Line Details
The Line Details tab lists every item received in this transaction:
  • Item Description: The name and code of the product received (e.g., Alpha99 - alpha numeric).
  • Item Color: Specific attribute tracking for the item, if applicable.
  • Batch No: The manufacturer's batch number for quality tracking.
  • Exp Date: The expiration date for the batch (e.g., 19/03/2026).
  • Quantity & Unit: The actual quantity verified and accepted (e.g., 1 each).
  • Price: The unit cost at which the items were received (e.g., 20.00).
  • Discount: Any line-level discount applied by the supplier (e.g., 0.00%).
  • Item Tax Type: The tax category applicable to the item (e.g., GST 5%).
  • Line Total: The net value for the row after discounts and taxes (e.g., 20.00).
  • Quantity Invoiced: Tracks how much of this specific receipt has been billed in a Purchase Invoice.
 
General Ledger Tab
This tab displays the automatic accounting entries triggered by the GRN to reflect inventory movement:
  • 1510 - Inventory: Debited to show the increase in physical stock value.
  • 1550 - Goods Received in clearing Account: Credited to represent the temporary liability until the supplier's invoice is processed.
 
Total Details
The summary footer provides the final financial breakdown:
  • Sub Total: The total value of items before taxes and additional charges.
  • Shipping: Any freight or transport costs associated with this delivery (e.g., 10.00).
  • Discount: A global discount applied to the entire GRN (e.g., -2.00).
  • Discount(Round Off) Amount: Adjustments used to reach a clean final total (e.g., 1.00).
  • Tax Breakdown (SGST/CGST): The calculated tax values based on the item tax type (e.g., 0.50 each).
  • Amount Total: The final grand total of the GRN (e.g., ₹ 30.00).
 
GRN Status
The status of a GRN tracks its progress from initial entry to financial settlement:
  • Not Invoiced: The goods have been received and added to inventory, but the supplier’s formal invoice has not yet been recorded against this GRN.
  • Invoiced: The entire quantity received in this GRN has been fully matched and recorded in a Purchase Invoice.
  • Partially Invoiced: Only a portion of the received quantity has been billed through a Purchase Invoice.
  • Draft: The GRN is in a preliminary state. It has been saved but not yet "Processed," meaning it has no impact on inventory levels or the General Ledger until finalized.

Action Buttons
  • Edit: Modify details if the GRN has not yet been invoiced (subject to permissions).
  • Purchase Invoice: Directly convert this GRN into a Purchase Invoice to record the supplier's bill.
  • Void: Invalidate the receipt and reverse the inventory/GL impact.
  • Print GRN: Generate a physical or PDF copy of the receipt for warehouse records.
 

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