Order To GRN
The Order to GRN (Goods Received Note) form is used to record the physical receipt of goods from a previously issued Purchase Order. This process ensures that your inventory levels (Quantity on Hand) are updated immediately upon delivery, even before the final supplier invoice is received. To access this page, navigate to the Purchase Order List, click the arrow mark next to an order, and select Receive Items from the view form or Purchase Order view.
Supplier
A supplier must be selected to create an invoice. Choose the vendor from the dropdown list. You can search the list or view your most frequent suppliers. If the vendor is not yet in the system, click the + button to open a popup and add their details immediately. it is non-changeable
Date
This represents the date the goods physically arrived at your location. it is changeable
Current Debit
This field displays the real-time outstanding balance you owe the selected supplier. It appears as a clickable link; clicking it allows you to view the full transaction history and payment status for that specific vendor. it is non-changeable
Barcode
For faster data entry, the Barcode field allows you to scan an item’s barcode to automatically add it to the invoice. This feature reduces manual typing and is especially useful for high-volume receiving. it is changeable
Reference
The Reference field is your internal unique identifier for the transaction. While the system generates this automatically based on your settings, you can manually edit it to match your internal filing system. it is changeable
Supplier's Reference
Enter the physical delivery note number or packing slip provided by the supplier. Recording this is vital for future reconciliation and for communicating with the vendor regarding specific payments. it is changeable
Receive Into
This field specifies the warehouse or storage point where the physical goods are being received. Selecting the correct location ensures your Quantity On Hand (QOH) is updated in the right place. it is changeable
Deliver To
Use this field to record specific internal delivery instructions or the name of the person/station that received the goods. This provides an audit trail for where the items were moved within your facility. it is changeable
Tax Included (Toggle)
This setting determines how the system interprets the prices you enter. If set to Yes, the entered price is treated as the final cost including tax. If set to No, the system will calculate and add the tax on top of your entered unit price. it is changeable
Line Items (Order Items)
- Item Description: The product name and code being received. it is non-changeable
- Quantity: The amount being purchased and select the relevant unit of measure. it is changeable
- Price: The cost per unit. Use the P button to view the Purchase History for this item to ensure you are being billed the correct agreed price. it is changeable
- Line Total: The system automatically calculates the final row total after tax and discounts. it is non-changeable
Total Summary Section
Located at the bottom, this section provides the financial breakdown for the receipt. For partial receipts, the system handles the allocation of additional costs:
- Shipping Cost: An editable field. When receiving partial quantities, the system automatically pre-populates a prorated shipping amount based on the proportion of items currently being received relative to the total order.
- Sub-total: The sum of all received items before taxes and global discounts.
- Discount / Discount Amount: Global percentage or fixed amount. If only a portion of the order is received, the system automatically calculates and pre-populates the prorated discount share and any round-off adjustments.
- Amount Total: The final grand total value of the GRN, including prorated shipping, discounts, and taxes.
Attachments
User can attach documents or images related to the transaction. Click the attachment icon or browse option in the delivery form to upload files. These are saved with the delivery for future reference. it is changeable
Comments
User can add comments to the delivery for internal notes or customer communication. it is changeable
Action Buttons
- Process Receive: Finalizes the transaction, updates inventory, and creates the financial ledger entries.
- Cancel: Discards the invoice entirely.
Note
Our system supports partial receiving for Purchase Orders. When you enter the quantity to be received in the line items, the system intelligently calculates the prorated Shipping Cost, global Discount, and Round Off amounts based on the original order's totals. You can manually adjust these pre-populated values before processing to ensure they match the actual delivery terms.