Goods Received Note (GRN)
Go to: Inventory → Goods Received Note (GRN)
The GRN records the physical receipt of goods against a purchase order. It is the point where a purchase stops being a promise and becomes stock you own.
The GRN lives in the Inventory module, because approving it moves stock and sets item valuation. This page covers what it means for procurement. For the full reference — fields, batches and serials, rejections, statuses, returns, and what approval does — see Inventory → Goods Received Note.
Why it matters to procurement
| The GRN is what… | Consequence |
|---|---|
| Updates Received Quantity on the order lines | Your purchase order status recalculates |
| Confirms what actually arrived | Short and over deliveries become visible |
| Records rejections | Gives you the evidence for a supplier claim |
| Enables the purchase invoice | For stock items, the invoice is raised from the GRN |
| Sets the item’s cost | The purchase rate feeds the weighted-average valuation |
The prerequisite
A GRN cannot be typed from scratch. Every row must be pulled from an approved purchase order using Get Items. Free-typed rows are rejected with “Parent Document Required — Use Get Items to create GRN from Purchase Order.”
This is what guarantees three-way matching: nothing is received that was not ordered, and nothing is paid that was not received.
Partial receipts
Receiving less than ordered is normal. The Received Quantity on each order line goes up and the order stays open for the balance.
A partial receipt leaves the purchase order at To Receive And Bill — there is no separate partially-received status. To see what is genuinely outstanding, read the received quantities on the order lines or use the Pending Purchase Order report.
Finding what is waiting to be received
| Where | Shows |
|---|---|
| Inventory → Overview | A PO badge on the GRN tile, counting orders ready for receipt. Clicking it opens a new GRN with the order picker open |
| Pending Purchase Order | Orders with quantity still to receive |
| Pending GRN | Goods received but not yet fully invoiced |
After the GRN
| Next step | Purpose |
|---|---|
| Purchase Invoice | Book the payable against what was received |
| Landed Cost Voucher | Push freight, duty, and clearing into the item’s cost |
| Delivery Schedule | Approving the GRN marks the supplier’s instalment on time or delayed |
Apply landed costs before the goods are sold on where you can. The voucher recalculates the weighted average forward from the GRN date, so applying it late means anything already shipped went out at an understated cost.
Full reference
Everything else — header and item fields, batch and serial capture, rejection handling, GRN statuses, supplier returns, and the accounting entries — is documented in Inventory → Goods Received Note.