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Receive goods with a goods received note

A goods received note (GRN) records what physically arrived against a purchase order. Issuing it updates the order's received quantities and moves the order towards Fulfilled. A…

Receive goods with a goods received note

A goods received note (GRN) records what physically arrived against a purchase order. Issuing it updates the order's received quantities and moves the order towards Fulfilled. A goods received note is an operational document — it does not affect your accounts.

Before you begin

  • You need a purchase order that has been Sent (or is already Partially Fulfilled). See Send a purchase order.
  • Deciding what you owe still comes later, from the supplier's purchase invoice — the goods received note only tracks quantities.

Steps

You can start a goods received note in two ways:

  • From the purchase order: open it and select Create GRN (available once the order is Sent or partly fulfilled). The supplier, order and lines are filled in for you.
  • From scratch: go to Purchases → Goods Received Notes, select New, then choose the Supplier and Purchase Order.

Then:

  1. Set the Document Date and, optionally, Received By, the Supplier DN Number (the supplier's own delivery-note reference) and the Received Location.
  2. In the lines table, for each item enter the Received quantity (and any Rejected quantity). The Ordered and Outstanding figures are shown to guide you.
  3. Optionally record Serial Numbers, a Batch/Lot number, the Condition (Good, Damaged, Defective or Incorrect) and any line notes.
  4. Add Overall Condition Notes if useful.
  5. Select Save Draft.
  6. When you are happy the note is correct, open it and select Issue, then Issue GRN to confirm.

[Screenshot required: Goods received note line table showing Ordered, Received and Rejected columns]

What happens next

When you issue the goods received note:

  • it is given a GRN document number and its status becomes Issued;
  • the received quantities on the purchase order are increased;
  • the purchase order's status updates automatically — Partially Fulfilled if some lines are still outstanding, or Fulfilled once every line is fully received;
  • the note becomes read-only.

Important notes

  • A goods received note never posts to your general ledger. It only tracks quantities.
  • You cannot receive more than was ordered. The received quantity across all goods received notes for an order cannot exceed the ordered quantity. Receiving exactly the ordered amount is fine. If you try to over-receive, you will see a message that the quantity would "exceed" what is outstanding.
  • Voiding reverses the quantities. You can void a goods received note while it is a Draft or Issued. Voiding requires a reason, removes the quantities it added back off the purchase order, and reverts the order's status if necessary. A voided note is kept as a permanent record.

Troubleshooting

  • "This goods received note can no longer be edited because it is no longer a draft." — an issued note is read-only. If you need to change it, void it and create a new one.
  • The over-receipt message appears. Check the Outstanding column. If the supplier genuinely sent more than you ordered, amend the purchase order first (if it is still editable) or record the surplus separately with your supplier's agreement.
  • The purchase order status didn't change to Fulfilled. It only becomes Fulfilled when every line is fully received. Any line still showing an outstanding quantity keeps the order at Partially Fulfilled.
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