Audience: Receiving teams, procurement teams, and approvers
A goods received note (GRN) records what a vendor actually delivered, and matches it against the purchase order.
Why it matters
The GRN is the control that stops you paying for goods that never arrived, or paying full price for a short delivery. Recording it accurately is what makes the later bill safe to approve.
Creating a GRN
Go to Procurement → Goods Received Notes.
Select Create Goods Received Notes.
Choose the purchase order the delivery relates to.
Record what was actually received.
Submit for approval.
Tracking
The page counts Total GRN, Pending GRN, Approved GRN and Declined GRN, with Overview and Action Required tabs.
If the delivery is wrong
Record what genuinely arrived rather than copying the order. Where a vendor has short-delivered or sent damaged goods, raise a Debit Note to claim the value back.
Complete the live GRN form
Open Procurement → Goods Received Notes and select Create Goods Received Notes . Select the vendor first, then select the related purchase order. Enter the delivery-note number when available. Select the person who inspected the delivery and the person who received it, then set the received date. For each loaded PO line, record received, accepted, rejected, and damaged quantities accurately. Add inspection remarks or delivery observations and review the GRN summary. Create the GRN and track approval separately from physical receiving.
If delivery differs from the order, record what actually arrived. Do not copy the ordered quantity. Rejected items can later support a debit note.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
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