Goods Receiving Note lists and Inquiries
A Good Received Note (GRN) is a formal record used to confirm the physical arrival of goods from a supplier. This document verifies that the items delivered match the purchase order and serves as the basis for updating your inventory levels and generating a supplier invoice. Recording a GRN accurately ensures your stock-on-hand is correct and provides a clear audit trail for procurement.To access the GRN list, navigate to Purchases > Click the "GRN" Tab.
Filters Section
Filters allow you to quickly locate specific receiving records within your system.
- Reference: Search for a specific GRN using its unique auto-generated or manual reference number.
- Supplier: Filter the list to see all deliveries received from a specific vendor.
- Date: View all GRNs recorded within a specific date range.
- Project: Filter by specific projects to see all related material deliveries.
- Select an Employee: Filter the list by the user or employee who recorded the delivery.
- Branch: Filter by business branch. This is visible if Setup -> Preference -> Use Branches Only is enabled.
New Direct GRN
Next to the filters is the + New Direct GRN button. Clicking this allows you to record a delivery that is not linked to an existing Purchase Order, which is useful for unplanned or immediate stock arrivals.
GRN Table
The table displays a summary of all recorded deliveries based on your active filters.
- Type: Indicates the transaction type (e.g., GRN).
- Reference: The unique ID of the GRN. Clicking this link opens the Detailed View.
- Supplier: The name of the vendor who delivered the goods.
- Supplier's Reference: The delivery note number or reference provided by the supplier.
- Project: The specific project linked to the received goods.
- Date: The date the goods were officially received into the system.
- Status: Shows the current invoicing stage of the delivery.
GRN Status
- Invoiced: A supplier invoice has been fully generated for all items in this GRN.
- Not Invoiced: The goods have been received, but no supplier invoice has been recorded yet.
- Partially Invoiced: An invoice has been created for some, but not all, of the items received in this delivery.
- Draft: The GRN has been saved as a work-in-progress and has not yet updated inventory or ledgers.
More Options (Action Menu)
Each GRN in the list has a More dropdown menu for managing the transaction.
- GL: View the General Ledger entries associated with the GRN, such as increases in inventory and the corresponding accrual of liability.
- Edit: Modify the details of a GRN if it has not yet been fully invoiced.
- Invoice: Directly convert the GRN into a Supplier Invoice to finalize the purchase.
- Print: Generate a PDF copy of the GRN for your internal records or filing.
- Void: Cancel the GRN. This reverses the inventory update and cancels any un-invoiced liability.