How to Create a GRN (Goods Receipt Note)

A Goods Receipt Note (GRN) is created to confirm that goods have been physically received from the supplier. Once a GRN is created, the stock is automatically updated in your inventory.

What Happens When You Create a GRN?

  • Stock quantity is increased in the warehouse
  • Purchase invoice status updates to GoodsReceived or PartiallyGoodsReceived
  • Stock history and stock inventory are updated automatically

How to Open the Goods Receive Screen

After creating a purchase invoice:

  1. Open the invoice from Back Office → Voucher → Purchase
  2. Click the Add Goods Received button on the right panel

The Goods Receive screen will open.

Goods Receive Screen

Goods Receive Form — Field Reference

General Tab

Field Description
Reference Auto-filled with the purchase invoice number (e.g., POINVC1004Tes)
Transport / Courier Enter the name of the transport or courier company used for delivery
Rider Search and assign a delivery rider if applicable
LR Number / Tracking Number Enter the Lorry Receipt number or shipment tracking number. This helps track where the ordered product is and when it will be delivered
Tracking URL Paste the courier tracking link for easy reference
Reference Additional reference number for this goods receipt
Branch / Location Select the branch or stock location where goods are being received
Scan / Type Toggle to scan product barcodes or type product names to receive items
Receiving Address Auto-filled from the invoice — shows the delivery address

Product Receipt Table

Column Description
Index Row number
Product Name Name of the product to be received
Product SKU SKU code of the product
Quantity Original ordered quantity from the invoice
Quantity to Receive Enter how many units you are receiving now
Units Unit of Measure for the product
Available Quantity Current stock available in the selected warehouse

Note: Quantity to Receive cannot be more than the original order quantity or the remaining unreceived quantity.

Steps to Create a GRN

  1. Open the purchase invoice from Back Office → Voucher → Purchase
  2. Click Add Goods Received from the right panel
  3. The Goods Receive screen opens with the invoice reference auto-filled
  4. Enter Transport / Courier name if applicable
  5. Enter the LR Number / Tracking Number for shipment tracking
  6. Paste the Tracking URL if available
  7. Select the Branch / Location where goods are received
  8. In the product table, enter the Quantity to Receive for each product
  9. For serial or lot-enabled products — enter the serial number and lot number. Click the key icon to enter serial numbers based on quantity
  10. Click Save — GRN is created and stock is updated automatically

Additional Actions

Button Action
+ Bulk Entry Add multiple products at once
+ Add Package Add package details for this shipment
Print Pickup List Print the list of items to be received
Save Save the GRN and update stock

After Saving the GRN

  • The purchase invoice status automatically updates to:
    • GoodsReceived — if all items are received
    • PartiallyGoodsReceived — if only some items are received
  • Stock quantity increases in the selected warehouse
  • You can verify the updated stock in Stock History and Stock Inventory

Tip: After creating the GRN, update the order status in the History tab of the invoice. This helps keep a clear audit trail for managing orders.

Other Tabs in the Goods Receive Screen

Tab What It Shows
General Main form to enter receipt details and quantities
History Timeline of all changes made to this GRN
Change Status Manually update the GRN status
Documents Attach or view documents related to this receipt

Quick Summary

Step Action
1 Open the Purchase Invoice
2 Click Add Goods Received
3 Enter Transport, Tracking Number, and Location
4 Enter Quantity to Receive for each product
5 Enter serial/lot numbers if applicable
6 Click Save
Stock updated — Invoice status changes to GoodsReceived