Receive goods (GRN)

This guide shows you how to receive goods against a purchase order with a GRN (Goods Receipt Note). Confirming a GRN moves stock into a warehouse and posts the accounting; you then raise the supplier bill from the same receipt.

Before you start

• The purchase order you are receiving against must exist. Receiving lands stock in a warehouse; if you do not name one, the default warehouse is used.
• The GRN takes its scope from the purchase order, so you do not set scope here.
• Lines are optional: leave them off to receive every outstanding PO line in full, or list specific lines to receive part of the order.

Steps

Create the goods receipt

1. Open the purchase order and choose to receive goods.
2. Fill in the header:
   • Purchase order (required) — the PO being received.
   • Warehouse (optional) — where stock lands; falls back to the default warehouse if omitted.
   • Received date (required).
   • Supplier delivery note (optional, up to 120 characters) — the supplier’s reference on the delivery.
   • Notes (optional, up to 2000 characters).
   • Allow over-delivery (optional) — permit receiving more than was ordered.

[screenshot: goods receipt header]

Set the lines (optional)

1. To receive specific lines, add a line for each. For each: the PO line (required), Quantity received (required, zero or more), optional Unit cost, Condition (Good, Damaged or Rejected), and Note.
2. For a tracked product, capture lot data per line — lot number, serial number, expiry date and quantity as applicable.

[screenshot: goods receipt lines]

Confirm and bill

1. Confirm the GRN. Stock moves into the warehouse and the system posts Dr Inventory / Cr GRNI. GRNI (Goods Received Not Invoiced) is the holding account for goods you have received but not yet been billed for. Costs update the WAC (Weighted Average Cost) of the stock.
2. Raise the bill from the confirmed GRN. This posts Dr GRNI / Cr Accounts Payable, clearing the GRNI balance and creating the supplier bill.

Result

The goods are in stock, inventory is valued, the GRNI holding entry is cleared by the supplier bill, and the purchase order is updated with what has been received.

Related

• Supply Chain reference
• Raise a purchase order
• Set up warehouses