Tutorial: Creating Goods Receipt Note

Goods Receipt Note

Goods Receipt Note or GRN is a document that is used to record the inward entry of goods received at any establishment. The GRN primarily comprises details of quantity received, quantity disapproved, and quantity approved. It also contains information regarding name of the supplier and Purchase Order Number (P.O. No.).

GRN comes into existence when supplier supplies material at a site against the purchase order (P.O.) with an intention to confirm the Stock in. GRN can be processed both as supplier wise and party reference wise.

Main Info

It is to be noted that the amount variance set through the ‘Purchase Order’ interface will be reflected in GRN.

Business Unit: Select the Business Unit where GRN will be made

Financial Year: Financial year gets populated

Document Type: Select goods receipt note document type

Document Date: Enter the document date

Document No.: It is generated after saving the entry

Supplier: Select the name of the goods supplier

Parent Account Head: It gets populated after selection of supplier

Vendor Doc No.: Provide vendor document number if available. If the field is left blank, then after saving, the document number will be treated as vendor document number

Vendor Doc Date: Enter vendor document date

Party Ref. No.: Specify the party reference number

Inward No: Search inward number if any

Remarks: Enter remarks on goods receipt note if any

Item Info

Click ‘Tag Document’ to add new item.

Select document(s) and click 'Save'. Click on the required row to open the 'Main Info' section as shown in the screen below.

Main Info

Code: Search item code. If code is searched, description will be auto populated and vice versa

Description: If code is searched, description will be auto populated and vice versa

Unit: Unit will also come automatically

Brand/Make: Select brand/make if any

Specification: Provide specification of the brand or make. This is to be filled up if brand/make is selected

Make No/Model No: Provide make no or model no if brand/make is selected

Detail Description: Enter detail description of the item if required

Warehouse: Select the warehouse

Quantity: Enter item quantity

Rate: Specify the rate of the item

Amount: Quantity and rate will be multiplied and the total value will be displayed

Due Date: Due date can be entered

Other Info

Other info section is optional

The other info tab will enable user to note information regarding the following.

Vendor Quantity: Enter supplier quantity of item

Received Quantity: Enter the quantity received

Rejected Quantity: Enter the quantity rejected

Actual Quantity: Enter actual quantity

Billing Term Info

Different billing terms can be set here

Extra Charge Info

If there is any extra charges then these information can be defined here.

Posting Info

Shows account posting details

Notes:

1. Multiple Page Tagging Option In GRN against ILTO in Pending Page: Now in case pending ILTO count is more than 10 to make the GRN entry, functionality provided to tag more than one page(with tag all option) at a time.

2. Bill inward option can be made mandatory in Goods Receipt Note:

Steps to activate the bill inward mandatory in Non Stores Purchase:

a) Please run sync process (please ignore the 1st step if the same has been followed already for last point)

b) Please follow the below navigation: Administration > Database > Metadata

Please click on Material & search the Entity Goods Receipt Note

Click on Edit & go to Properties

Click on Material Inward option & then tick ‘Is Required’.

Click Save & Submit.

Inward option in Goods Receipt Note entry is now mandatory.

3. Dispatch Info No field can be made mandatory in Goods Receipt Note:

Metadata Screen

Keeping Dispatch info No field mandatory through metadata screen.

Dispatch Info No field keeping blank during Goods Receipt Note data entry

Validation message will come during submission of Goods Receipt Note, as Dispatch Info No field is blank and it has been kept mandatory through Meta Data.

4. In GRN document print dictionary six fields added, those are PO quantity, Already delivered quantity, Company CIN number, Party Reference No, Item Wise Billing Term and Supplier Code