New Goods Receipt Note (GRN)

A Good Received Note (GRN) is a vital document used to record the physical receipt of items from your suppliers. It serves as the official confirmation that goods have arrived at your facility, allowing the system to update inventory levels and prepare for the supplier's invoice. By recording a GRN, businesses can verify that the quantity and quality of items delivered match what was originally ordered, ensuring accuracy in both stock management and financial accounting.To create a new GRN, navigate to Purchases > Click "GRN" Tab > Click "Direct GRN". Using a GRN ensures that your warehouse stock is updated in real-time and provides a clear audit trail for every delivery received.
 
Supplier
A supplier is required to record a GRN. Select the vendor from the dropdown list. If the supplier is not in your records, click the + button to open a popup and add their details instantly. This ensures that the receipt is correctly linked to the vendor's history.
 
Delivery Date
This represents the actual date the goods arrived at your location. By default, it sets to the current date, but it can be adjusted to reflect when the physical delivery took place. This date is critical for accurate inventory aging and stock movement reporting.
 
Current Debit
The Current Debit field displays the real-time financial balance between your business and the selected supplier. This value indicates the net amount you currently owe the supplier or, in cases of overpayment or returns, the amount the supplier may owe you. A negative value indicates the amount the supplier owes you, while a positive value indicates the amount you owe the supplier. The amount is displayed as a clickable link; by clicking on it, the user can view a detailed history of all previous transactions, payments, and outstanding balances associated with that specific supplier.
 
Barcode
The Barcode field enables rapid data entry. By scanning an item's barcode, the system automatically identifies the product and adds it to the order items list. This minimizes manual typing errors and speeds up the receiving process.
 
Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Purchase Order, GRN, or Purchase Invoice. This is our unique reference for every transaction. The system allows the user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference The reference value can also be edited and changed without affecting the format, giving the user flexibility while maintaining consistency in your numbering pattern.
 
Workorder
If the goods are being received specifically for a manufacturing task, you can select the relevant Workorder here. Linking a GRN to a Workorder ensures that raw materials are immediately allocated to the correct production job.
 
Select a Project
For businesses managing specific client contracts or long-term projects, this dropdown allows you to assign the received goods to a project. This ensures that the costs are tracked against the specific project's budget.
 
Supplier's Reference
Use this field to record the supplier’s own document number, such as their delivery note (DN) or packing slip number. This is crucial for cross-referencing your records with the supplier's paperwork.
 
Branch
Select the specific business branch or location that is physically receiving the goods. This helps in organizing and managing deliveries across multiple locations.
 
Department
Assign the items to a specific department (e.g., Production, Maintenance) to manage departmental stock control and internal expense reporting.
 
Receive Into
This field specifies the exact warehouse or stock point where the items will be stored. It is vital for multi-location businesses to ensure the system updates the stock levels for the correct physical location.
 
Deliver To
This area is used to record the physical address where the supplier sent the goods. This provides extra context for where the items are located within a facility.
 
Shipping Company
Identify the logistics provider or courier service that delivered the items. Recording the shipping company helps in tracking delivery performance and resolving any transport-related issues.
 
Line Items (Order Items)
The Order Items section is where you detail the specific products received:
  • Item Description: Select the item from the list. Clicking the + icon adds a new item, while the pencil icon allows you to edit the description for this transaction.
  • Batch No: Enter the manufacturer's batch number. This is essential for tracking specific production runs or perishable goods. To enable this: Go to Setup -> Company Setup -> Enable Batch System.
  • Exp Date: Enter the expiration date for the batch. This ensures proper stock rotation and prevents the use of expired materials. To enable this: Go to Setup -> Company Setup -> Enable Batch Number & Expiry Date System.
  • Quantity & Units: Input the actual quantity received. You can select the unit of measurement from the dropdown (e.g., pcs,).
  • Price Input: The price field displays the cost per unit. Clicking the P button shows recent purchase transactions for this item to help verify pricing. The price can be modified manually and is displayed based on the supplier settings:
    • Price After Tax: Displayed when the selected supplier is set to tax-included.
    • Price Before Tax: Displayed when the selected supplier is set to tax-excluded.
  • Discount: Apply any line-level discount percentage provided by the supplier.
  • Item Tax Type: Displays the applicable tax (e.g., GST 5%). This ensures the correct tax is calculated and applied to the GRN.
  • Line Total: The system automatically calculates the total for the row, including quantity, price, and taxes.
  • Edit Icon: After completing a line item, if a user wants to change any input in that line, they can do so by clicking the Edit pencil icon displayed at the end of the line.
  • Confirm Changes (Check mark Icon): Click this button to save your modifications (such as updated quantity, price, or discounts).
  • Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line item to its previous state.
  • Remove Icon: To remove a line item, simply click the "X" (Delete) icon displayed at the end of the respective row in the line items table.
 
Total Details
This section provides the final financial summary of the delivery:
  • Sub-total: The sum of all line items before additional charges or global discounts.
  • Shipping Charge: Enter any freight or transport costs associated with this delivery.
  • Tax Breakdown (SGST/CGST): Shows the exact amount of tax calculated for the entire receipt, such as SGST and CGST at specific percentages.
  • Discount: Apply a global discount to the entire GRN amount if applicable.
  • Discount(-) / Round Off(+) Amount: Use this for minor adjustments to reach a clean final total.
  • Amount Total: The final value of the GRN, representing the total value added to your inventory.
 
Memo
The Memo field is a dedicated text area used to record internal notes, special instructions for the receiving team, or general comments regarding the delivery. These notes help provide context during the receiving or invoicing stages and are especially useful for documenting specific agreements, noting minor discrepancies (like "Box 3 slightly crushed"), or highlighting delivery requirements that need to be referenced by the accounting team when the final invoice is processed.
 
Attachments
The Attachments feature allows users to link digital documents or images directly to the GRN. This ensures that all physical supporting paperwork is digitized and centralized, making it easily accessible for future audits, quality checks, or price verifications.
To add attachments:
  • Click the Choose File button or the attachment icon within the form.
  • Select the relevant files from your computer, such as a scanned copy of the Supplier’s Delivery Note (DN), signed packing slips, or Quality Control (QC) certificates.
  • Once uploaded, these files are securely saved alongside the GRN, allowing any authorized user to view or download them whenever the transaction is reviewed in the system.
 
Action Buttons
  • Process GRN: Finalizes the document and immediately updates the inventory levels in the system.
  • Draft: Saves the entry as a work-in-progress, allowing you to finish it later.
  • Cancel GRN: Discards all entries and closes the form without saving.
 
Inventory Update
Once a GRN is processed, the stock balance for the respective items is automatically updated in the inventory system. This ensures that your records reflect the actual quantities on hand and that items are ready for use or sale.
 
Printing and Viewing GRN Reports
The system provides flexible options to view or print your records at any stage. You can generate a professional PDF of an individual GRN directly from its specific View page. Additionally, within the GRN Inquiry (List) page, you can quickly print any receipt by clicking the Print or PDF icon located in the action column for that specific row.
 
Good Received Note (GRN) Report
The GRN Report page is a specialized section designed to help users extract and analyze delivery data. Users can generate these reports to keep track of all items received from various vendors, ensuring that documentation is clear, professional, and consistent with business records.
  How to Access
To access this section, navigate to Reports > Purchases > Good Received Notes. This area allows you to filter, view, and print delivery data for any specific time period.
  Report Filters
On the right side of the screen, you can use several filters to narrow down the information before generating the document:
  • Template: Choose the visual layout for the report, such as a "Standard GRN" or a "Detailed Warehouse Receipt."
  • Date: Select a specific date range to view receipts created during a particular week, month, or financial quarter.
  • Currency Filter: Filter the report by specific currencies if you are dealing with international suppliers.
  • Comments: Add custom notes or instructions that will appear specifically on the printed version of the report.
  • Supplier: Run a report for a single specific supplier to review your total delivery history with them.
  • Orientation: Choose between Portrait (vertical) or Landscape (horizontal) layouts for your PDF.
  Customizing GRN Templates

You can customize the look of your delivery documents by navigating to the Reports Module -> Editor page (found in the top right corner).

  • Modify Existing Templates: Adjust colors, fonts, and layouts of existing GRN templates to match your company branding.
  • Create Own Templates: Design unique templates for different types of procurement needs, ensuring all necessary technical details are displayed clearly.
  Gemini said
Related Transactions & Actions
A Good Received Note (GRN) acts as the bridge between the physical arrival of goods and the final financial settlement. Once a GRN is processed, it serves as the base document for generating a Purchase Invoice, ensuring that you only pay for the stock that has actually been delivered and verified.
 
  • Purchase Invoice: This is the primary related entry for a GRN. When you are ready to record the supplier's bill, you can convert the GRN details directly into an invoice. This maintains data consistency and prevents manual entry errors. The system provides the flexibility to perform multiple partial invoices against a single delivery. If a supplier bills you in stages or for specific items within a larger GRN, you can create separate invoices until the total received quantity is fully accounted for. This allows for precise tracking of outstanding balances and accurate financial reporting.
  Editing a Good Received Note (GRN)
Once a GRN is completed, the system allows for modifications to ensure inventory and procurement records remain accurate. This feature is governed by user permissions and the global setting in Setup -> Preference, where Disable Purchase GRN Edit must be unchecked to allow changes.
  Editing Constraints
When editing a Direct GRN, as shown in the interface, certain core identifiers are locked to maintain data integrity:
  • Fixed Fields: The Supplier and Reference Number cannot be changed once the GRN has been created. This ensures the transaction remains tied to the original vendor and internal tracking code.
 Note: If the GRN has been partially or fully invoiced, the system will not allow any further edits. This prevents discrepancies between the received stock records and the financial commitments already recognized in a Purchase Invoice.
 
Custom Fields
Custom fields allow you to add unique data points to your GRN based on your specific business needs. Whether you need to record a secondary reference, a quality check note, or specific delivery instructions, the system supports multiple input types like text boxes, dropdowns, checkboxes, and date pickers.
 
You can add these fields to three main areas of the form:
  • Form Header & Footer: For general information related to the entire delivery.
  • Line Items (Order Items): By clicking the Add Field button at the top of the items section, you can track item-specific data like "Material Grade" or "Storage Requirements" for each individual product.
  How to Enable and Manage
  • To Enable: Go to Setup -> Preferences -> Show Add Custom Field on Forms. Once turned on, the Add Field buttons will appear on your entry forms.
  • To Manage: You can permanently modify, organize, or delete these fields by navigating to Setup -> Custom Fields. This ensures your forms stay clean and only show information relevant to your current process.
 
General Ledger
When a Good Received Note (GRN) is finalized, the system automatically records the financial impact on accounts to reflect the physical movement of stock into your warehouse and the corresponding temporary liability. However, for Service items, the system does not generate any General Ledger (GL) entries. Since services are non-physical and do not involve inventory movement, there is no stock value to adjust or clearing account to update at the receiving stage.
 
  • Inventory Account: This account is debited to reflect the increase in physical stock levels as items enter the warehouse.
  • GRN Clearing Account: This account is credited to recognize the temporary liability for the goods received before the formal supplier invoice is processed.
 

We use cookies to improve your experience and for marketing. Learn more in our privacy policy.