A Good's Receipt Note (GRN) in TamilAccounting ERP is a crucial document used to record the receipt of items from your suppliers. It is typically created against an issued purchase order and serves as an official acknowledgment of the goods and services delivered by the supplier. The GRN ensures that the received goods are verified and accounted for in your inventory system.

Step-by-Step Guide to Filling Out the New GRN Form:

1. Supplier and GRN Information:

   • Supplier: Select the supplier from whom the goods are being received from the dropdown list. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • Supplier’s Reference: Enter the reference number or code provided by the supplier. This is essential for matching the delivery with the supplier’s records.
   • Delivery Date: Set the date when the goods were delivered. This date is important for inventory tracking and reporting.
   • Reference: Enter a unique reference number or code for this GRN. This helps in tracking the GRN within your system.

2. Shipping and Delivery Details:

   • Receive Into: Choose the location (warehouse or inventory) where the items will be stored once they are received.
   • Deliver to: Enter the delivery address or location where the goods were delivered.
   • Branch: Select the branch responsible for receiving the goods. This helps in organizing and managing deliveries across multiple locations.
   • Department: Choose the department that is receiving the goods. This is useful for tracking departmental inventory.

3. Order Items:

   • Item Description: Select the items being received from the dropdown menu. If the item description needs to be edited, click the edit icon next to the item. You can also create a new item description by clicking the "+" icon.
   • Test1, Memo: These customizable fields can be used to enter additional specifications or notes related to the item. These fields are tailored to specific business needs.
   • Quantity and Unit: Enter the quantity of the item being received and select the appropriate unit of measurement.
   • Batch No: If applicable, enter the batch number associated with the item. This is particularly useful for tracking perishable goods or items with specific production batches.
   • Price before Tax: Input the price per unit of the item before taxes are applied.
   • Item Tax Type: Select the tax type that applies to the item. This ensures that the correct tax is calculated and applied to the GRN.
   • Line Total: The system will calculate the total cost for the line item based on the quantity and price entered.

4. Adding and Managing Order Items:

   • After entering the details for an item, click the Add button to include it in the GRN. The item will appear in the list of order items below.
   • The form will automatically calculate the Sub-total for all added items.
   • Shipping Charge: Enter any applicable shipping charges.
   • Discount: Apply any discounts to the total order amount. This can be a percentage or a fixed amount.
   • Discount(-)/Round Off(+) Amount: Adjust the final total by applying additional discounts or rounding off the amount.
   • Amount Total: The form will display the grand total of the GRN after all items, discounts, and adjustments have been added.

5. Memo and Attachments:

   • Memo: Add any additional notes or information relevant to the GRN. This can include special delivery instructions, terms of the agreement, or any other relevant details.
   • Choose File: Attach any related documents or files by clicking the "Choose File" button. This could include delivery notes, supplier invoices, or quality control reports.

6. Finalizing the GRN:

   • Update: Click this button to save the GRN and refresh the totals based on any changes made.
   • Cancel GRN: If you decide not to proceed with the GRN, click the "Cancel GRN" button to discard the changes.

Quality Control:

If your organization uses a quality control (QC) module, the received items may need to undergo QC testing. Only items that pass the QC test should be accepted and stored in inventory. Items that fail the QC test should be returned to the supplier along with a detailed report of the issues found.

Stock Balance:

Once a GRN is recorded, the stock balance for the respective items is automatically updated in the inventory system. This helps in maintaining accurate stock levels and ensuring that inventory records reflect the actual quantities on hand.

Summary:

The Good's Receipt Note (GRN) form in TamilAccounting ERP is a vital tool for accurately recording the receipt of goods from suppliers. By carefully filling out each section, you can ensure that all received goods are verified, accounted for, and properly stored in inventory. This helps in maintaining accurate inventory records, managing supplier relationships, and ensuring that all received items meet your organization’s quality standards.