How to Process a Goods Receipt Notice (GRN)

Description: Use the Goods Receipt Notice (GRN) function to record goods that have been delivered into stock. This is a critical step in the stock control process — goods must be officially received in the system before they can be issued to a job or used in any operational workflow. Accurate GRN entry ensures correct stock levels, reliable job costing, and clean financial reporting.

Step‑by‑step instructions

Before starting, ensure delivery dockets or supplier packing slips have been collected from the receiving area.

1. Understand the Importance of GRN Entry

Receiving goods is a mandatory step in the stock workflow. Stock cannot be issued to a job until it has been:

1. Delivered
2. Verified
3. Entered into the system via a GRN

Timely GRN entry ensures:

• Accurate stock on hand
• Correct job costing
• Reliable purchasing and replenishment decisions
• Clean audit trails

All relevant staff — storepersons, site managers, and anyone signing off deliveries — must ensure delivery documentation is collected and processed promptly.

2. Open the GRN Entry Screen

Navigate to:

Purchase Orders › GRN Entry

3. Add or Edit a GRN

Add Stock GRN

Create a new GRN to record goods received against a purchase order.

Edit Stock GRN

Open an existing GRN to update or correct details (if still editable).

4. Enter GRN Details

When adding or editing a GRN, you will typically enter:

• Purchase Order Number
• Supplier
• Delivery Date
• Items Received
• Quantities Received
• Notes or discrepancies (if applicable)

The GRN should match the delivery docket or packing slip provided by the supplier.

5. Save the GRN

Click Save to record the goods receipt.

Once saved:

• Stock levels update immediately
• Items become available for issuing to jobs
• The GRN becomes part of the audit trail

FAQ

Why can’t I issue stock to a job?

Stock must be received through a GRN before it becomes available for issuing. Check whether the GRN has been entered and saved.

Who is responsible for entering GRNs?

Any staff involved in receiving goods — storepersons, site managers, or administrative staff — must ensure delivery documents are collected and the GRN is processed promptly.