Managing Goods Receive Notes (GRN)

Learn how to create, manage, and process Goods Receive Notes to accurately track your physical inventory deliveries.

What is a Goods Receive Note (GRN)?

A Goods Receive Note (GRN) is a formal internal document created when items are physically received from a supplier. While a Purchase Bill represents the financial intent to buy, the GRN represents the actual physical receipt of those goods.

Viewing and Filtering GRNs

When you navigate to the Goods Receive Note module, you will see a list of all existing GRNs. You can easily find specific records using the available filters at the top of the table:

• Branch: Filter records by specific company branches.
• Status: Filter by approval status (e.g., All, Approved, Hold).
• Payment Status: View GRNs based on whether they are Paid or Not Paid.

Use the pagination controls at the bottom left of the list to navigate through multiple pages of records. You can also adjust the "Show entries" dropdown to display more records per page (e.g., 10, 25, 50).

How to Create a New GRN

Follow these steps to log a new delivery into the system:

1. Click the blue + Add New button located in the top right corner of the GRN list page.
2. Select Branch: Choose the branch where the items are being received.
3. Select Vendor: Choose the supplier from the dropdown list.
   Tip: If this is a new vendor, you don't need to leave the page. Simply click the + Add New Vendor shortcut below the dropdown to create their profile instantly.
4. Set Details: Verify the Currency, Exchange Rate, and Date of receipt.
5. Reference Numbers: Enter the relevant Order Number and GRN No for your records.
6. Add Remarks: Use the Remark 1 field to document any discrepancies (e.g., "Ordered 100, received 95 due to damage").
7. Add Products: In the Product tab at the bottom, add the received items. You can type the item name or scan the item barcode directly. Ensure you input the exact Quantity (Qty) physically received.
8. Click Save at the bottom right to generate the GRN.

Customizing Grid Settings

While creating or editing a GRN, you can customize the columns visible in the product entry table to suit your workflow.

• Click on the Settings tab (located right next to the Product tab).
• You will see a list of parameters (e.g., Margin percentage, VAT columns, Multi-rate).
• Use the toggle switches to show (green) or hide (gray) specific columns in your product grid.
• Click Save to apply your personalized view.

Managing, Approving, and Attaching Files

Once a GRN is saved, clicking on it from the list will open its detailed view. From here, you have access to several advanced actions and tabs:

Top Action Buttons

• Print & Print Barcode: Generate physical copies of the GRN or product barcodes.
• Export: Export the GRN details to Excel.
• Post To Zoho Bills: If your software is integrated with Zoho, click this to automatically push the transaction to your accounting software.
• Edit / Delete: Modify or remove the GRN if necessary.

Detail Tabs

• Approvals: Often, receiving staff (like warehouse labor) will create the GRN. It can then be submitted through this tab to an Administrator for final approval.
• Notes & History: Add internal text notes regarding the delivery and track the document's history.
• Attachments: When a vendor delivers items, they usually provide a physical paper bill. You can take a photo or scan of this bill and upload it here. Simply drag and drop the file directly from your computer into the browser window, or click to browse files.

Keeping accurate Goods Receive Notes ensures your physical inventory always matches your system records.