What a goods received note does
A goods received note (GRN; some companies call it a purchase challan) records that goods have arrived at your warehouse. Stock goes up at once. You do not owe the supplier anything yet: the books change only when the invoice is entered. The invoice made from the note does not bring the goods in a second time.
Open Goods received note (menu Purchase Entries). The list shows the GRN no, Date, Supplier, Amount and a Status: Not used or Used on bill. The tiles show the Total GRN, Total invoiced GRN and Total outstanding GRN.
Receive goods
- Choose Add
- Start from an order, if you have one
- Fill the header
- Add or check the lines
- Save
40 cartons arrive at 500 each on the 1st. The supplier's bill comes on the 8th at the same rate, plus VAT at 13% (the rate set up for this example, with VAT not marked Stock valuation). The invoice is made from the note with GRN no.
| Area | After the goods received note (1st) | After the invoice made from it (8th) |
|---|---|---|
| Warehouse | Up 40 cartons | Unchanged: still the 40 from the note |
| The supplier's account | Nothing owed yet | You owe 22,600 (20,000 plus VAT of 2,600) |
| Purchase and VAT ledgers | Nothing | Purchase debited 20,000, VAT debited 2,600 |
| The note's Status | Not used | Used on bill: its Edit and Delete are off |
When the invoice is saved, the stock value of the 40 cartons is set from the invoice, so it follows the supplier's bill.
What the screen checks
| Check | Message |
|---|---|
| No product lines | Please provide data details to save the transaction. |
| A line has no warehouse | Warehouse not selected |
| A line is more than the order has left | Quantity can not be greater than the quantity in referenced voucher. |
| Quantity is 0 | Transaction with zero (0) quantity not allowed. |
| Serial numbers are missing, duplicated or too many | Enter serial number details of product to proceed. / You have entered a duplicate serial number which is not allowed. / You have entered more than allowed number of serial numbers. |
| Batch details are missing, or a batch has no quantity | Please provide batch no details of product / Qty cannot be 0 for batch |
After saving
| You want to | Do this |
|---|---|
| Book the supplier's bill | Create invoice on the note, or GRN no on a new invoice (Enter a purchase invoice) |
| Receive the same goods again from another supplier | Copy GRN |
| Change it | Edit, until it is used on an invoice, approved (where approval is on) or its year is locked |
| Remove it | Delete, until it is used on an invoice or its year is locked. Approval does not switch it off, so agree who may delete received goods. The goods leave the warehouse again |
| Send or print it | Email, Print |
Common questions
The supplier billed only part of what we received.
Start a new invoice, choose the note in GRN no and lower the quantities to what the bill covers. Create invoice on the note always invoices the whole note. What is left on the note can go on a later invoice.
We received the goods but they are not in stock.
Where your company uses approval for goods received notes, the goods come into stock when the note is approved (Approvals for purchases and vouchers).