Order To GRN
Order To GRN receives goods against an existing Purchase Order. It is the point where a commitment to buy becomes physical stock in your warehouse, increasing inventory and creating the temporary liability that the supplier invoice will later clear.
Where to find it
Open a purchase order from the Purchase Orders List and choose Receive, or use the receive action on the Purchase Order View.
Header field reference
Most values are pulled from the purchase order; some stay editable so the receipt reflects what actually arrived.
| Field | Editable | Description |
|---|---|---|
| Supplier | No | Locked to the supplier on the order. |
| Date | Yes | The date the goods physically arrived. Stock and ledger entries post on this date. |
| Reference | Yes | The unique number for this goods receipt. |
| Supplier's Reference | Yes | The supplier's delivery note or docket number. |
| Receive Into | Yes | The warehouse the goods are taken into. Stock increases here. |
| Deliver To | Yes | The physical address the goods were sent to. |
Current Debit
The live balance with the supplier, shown for reference while receiving. Click it to open their full transaction and payment history.
Tax Included (Toggle)
| Setting | Effect |
|---|---|
| Yes | Prices are treated as including tax. |
| No | Tax is calculated and added on top of the price entered. |
Barcode
Scan product codes to confirm items against the order as you unpack, rather than reading down the list by eye.
Line Items (Order Items)
Lines are pre-filled from the purchase order.
| Column | Description |
|---|---|
| Item Description | The item ordered. |
| Batch No / Exp Date | Batch and expiry, where batch tracking is enabled. |
| Quantity | The quantity on the original purchase order. |
| Received | The critical editable field. The quantity actually arriving now. Receive less than ordered and the balance stays open on the order. |
| Price | The unit cost from the order, which becomes the item's cost basis in inventory. |
| Line Total | The value being received. |
Count before you confirm. The Received figure sets both your stock quantity and the value the clearing account carries — correcting it afterwards means voiding the receipt.
Total Summary Section
| Field | Description |
|---|---|
| Sub-total | The value of the quantities being received. |
| Discount(-) / Round Off(+) Amount | A flat adjustment so the receipt matches the supplier's document. |
| Amount Total | The total value received on this note. |
Attachments
Attach the supplier's delivery note, a signed docket, or photographs where goods arrived damaged.
Comments
Record anything unusual about the delivery — a short shipment, damaged cartons, who checked it in.
Action Buttons
| Button | What it does |
|---|---|
| Update | Recalculates totals without committing the receipt. |
| Process GRN | Finalises the receipt, moving stock and posting the ledger entries. |
What happens in the background
| Account | Effect |
|---|---|
| Inventory Account | Debited — stock value increases as goods enter the warehouse. |
| GRN Clearing Account | Credited — holds the provisional liability until the supplier invoice arrives. |
Service items produce no entries at this stage, since nothing physical moves. The clearing balance is reversed into Accounts Payable when you raise the invoice.
Note
A purchase order can be received in several deliveries. Enter what arrived, and the outstanding quantity stays on the order for the next receipt. Anything received but not yet invoiced remains in the clearing account, which is why the GRN list is worth filtering on uninvoiced receipts periodically.
Related pages
- Purchase Order — the source document
- Purchase Order View — where you start the receipt
- GRN View — the resulting document
- GRNs To Invoice — the next step
- Direct GRN — receive without an order