O2VEND Goods Receive (GRN) — Purchase Stock Inward Workflow

The Goods Receive (GRN) workflow in O2VEND optimizes purchase stock inward by validating received items, capturing logistics data, updating inventory in real time, and generating accurate package specifications for courier partners. This documentation details every field, action, and popup displayed on the Goods Receive screen and Add Package panel.

Table of Contents

Table of Contents

Overview

The Goods Receive (GRN) screen is the main checkpoint for:

  • Recording transport and courier details
  • Verifying received product quantities
  • Assigning lot numbers for traceability
  • Updating stock levels instantly
  • Managing package dimensions for courier integration

This process ensures accurate reconciliation of purchase orders and prevents inventory discrepancies.

How to Create a GRN

Step-by-Step Process:

Open the Goods Received Screen:
Click the ‘Goods Received’ button from the purchase invoice page.

Review Auto-Filled Product Information:
The system auto-fills Product Name, UOM, SKU, and Ordered Quantity for verification.

Enter Tracking Number:
Input the tracking number provided by the transporter or courier.

Select Receiving Location:
Choose the location/branch for storing stock.

Enter Quantity to Receive:
Specify the quantity received for each product. Partial receipts are supported.

Note: Quantity to receive cannot exceed the ordered or previously received amount.

Save the GRN:
Click ‘Save’ to validate quantities and update inventory. Status updates to ‘Goods Received’.

Enter Serial/Lot Numbers (if required):
For products with lot/serial tracking, enter the relevant details for received items.

Print the Challan:
Generate and print a receipt for documentation or audits.

Tip: Always review the 'History' tab post-update to ensure workflow accuracy and traceability. O2VEND Goods Receive (GRN) — Purchase Stock Inward Workflow

Top Actions

Bulk Entry (Bulk Import)

Purpose: High-speed import for large item lists (e.g., wholesale, restocking).
How It Works:

  1. Go to GRN in Purchase
  2. Choose ‘Bulk Import’
  3. Upload Excel file
  4. Map spreadsheet columns to system columns
  5. Verify mapping, then import

Column Mapping Table:

Entity Column Import Column Description
Sku Sku Unique product identifier
GTIN Gtin Global Trade Item Number/Barcode
ProductName Name Product description/title
Quantity Quantity Units to be received
Unit Units Unit of measure (PCS, BOX, KG)
SubLocation Sub Location Warehouse bin/rack/shelf allocation

Ensure spreadsheet headers match expected names for successful mapping.

Provides a consolidated list of items for warehouse and aiding verification.

Receive & Create Receipt Challan

Records received quantities, updates inventory, and generates a Receipt Challan (invoice creation deferred).

Receive & Create Purchase Invoice

Completes the process in one step—updates stock and generates the Purchase Invoice simultaneously.

Reference Field

Reference:
Displays the internal reference number associated with the purchase order.

Tabs Overview

  • General: Main data entry for courier info, branch/location, scan mode, item list, etc.
  • History: Audit log with chronological activity (creation, status changes, edits).
  • Change Status: Updates the workflow stage of the GRN document (see Status List below).
  • Documents: Stores supporting files (invoices, challans, packaging lists, shipment labels).

Status List (Change Status Tab):

  • GoodsReceived: Supplier shipped, GRN pending arrival
  • InTransit: Items en route
  • OutForDelivery: Assigned for final delivery
  • Delivered: At location, pending verification
  • AttemptFail: Delivery attempt failed
  • Exception: Shipment issues (mismatch, damage, delay)
  • Unknown: Status not detected
  • ReStocked: Returned/excess items added to inventory
  • GoodsReceived: Items physically received, stock updated
  • GoodsReturned: Received items returned to supplier
  • Accepted: Goods checked and accepted
  • GoodsUnderInspection: Under quality check
  • PickedUp: Returned items picked up by logistics
  • Inprocess: Receiving activity in progress

General Tab

Key Fields:

  • Transport/Courier: Name of delivery partner (e.g., Delhivery, BlueDart)
  • Rider: Delivery person’s name
  • LR/Tracking Number: Shipment tracking code
  • Tracking URL: Direct link to courier’s tracking page
  • Reference: Internal/purchase order reference for cross-verification
  • Branch/Location: Exact receiving branch/store
  • Scan/Type: Enable barcode scanning for fast product entry
  • Receiving Address: Full address and contact for delivery validation

Product Table Fields

Field Description
Product Name Received item name
Product SKU Stock-keeping unit (e.g., SKU ****)
Quantity Ordered or supplier-confirmed quantity
Sub Location Bin/rack/shelf allocation
Quantity to Receive Editable field for received quantity (partial shipment supported)
Units Measurement type (Packet, Kg, Box, Each)
Lot Number Batch/manufacturing ID for traceability
Expiry Date Use-by/best-before date (FEFO management)
Allot Lot Assign/create new lot number for quality checks and recalls

Add Package Panel

Clicking ‘Add Package’ opens the Package Details popup to capture parcel dimensions and weight for courier processing.

Package Fields:

  • L/W/H Unit: Unit for dimensions (Inch, Centimeter)
  • Length: Longest side
  • Width: Perpendicular side
  • Height: Vertical dimension
  • Weight Unit: Unit for weight (Gram, Kg)
  • Weight: Actual package weight
  • Is COD: Whether eligible for Cash on Delivery
  • Fetch Couriers: Retrieves available courier options based on input
  • Apply: Saves package details

Packages Tab – Handling Goods Receive in O2VEND

Once the Goods Receive (GRN) process is initiated, the Packages tab becomes the central area for managing all package-related operations.
This tab allows users to organize received stock, assign products to packages, and approve quantities before updating warehouse inventory.

O2VEND Goods Receive (GRN) — Purchase Stock Inward Workflow

Package Management Steps

1. Packages Tab Overview

The Packages tab displays all details for the GRN packages:

  • Sub-location of each package
  • Total quantity of products per package
  • Quantities Approved, In-Review, and Deleted

This overview ensures that warehouse managers can track all incoming stock at a package level and maintain inventory transparency.

2. Open a New Package

Create a new package entry for the GRN if items are received in multiple physical packages.
Each package entry allows for organized storage and tracking within the warehouse.

3. Select Package Material & Add

  • Choose a predefined package material (e.g., Medium Box, Small Box, Pallet)
  • The system automatically applies dimensions, weight, and labels for proper handling
  • Ensures correct packaging standards for safe storage and dispatch

4. Add Products to Package

  • Scan product barcodes OR manually type the product name
  • Enter the quantity for each item
  • Status automatically defaults to In-Review

⚠️ Only Approved quantities will reflect in inventory. Unapproved or rejected items do not update stock.

5. Approve Product Quantities

  • Review all added items in the package
  • Approve products received in good condition
  • Reject damaged or incorrect items
  • This step ensures inventory accuracy and prevents stock discrepancies

6. Save and Finalize GRN

  • Save all package and product entries
  • Click Approve to finalize the GRN
  • Warehouse stock is updated automatically, reflecting verified quantities

Benefits of the Packages Tab Workflow

  • Validates every received product before inventory posting
  • Provides traceability for auditing and quality checks
  • Minimizes errors in stock entry
  • Enhances warehouse management and supply chain transparency