Goods Received Note is a document that is used to record the inventory items received from suppliers. GRNs can be issued directly or against already issued Purchase Orders. The document normally records details of Received Quantity, Supplier Name, and PO No. The practice of preparing GRNs is important as it promotes proper inventory control and restricts the unwanted, unauthorized entry of goods in the organization.
From the Supplier drop-down, select the supplier you are receiving stock from (all suppliers defined on the Supplier definition screen will appear in the drop-down). If suppliers are not already defined, you can add a new supplier through a quick definition screen by clicking the quick definition button (button with a plus sign).
The current date will appear in the Date field.
The system will generate a number for the GRN to identify it.
Select the radio button for Mode depending upon how you make payment to the supplier for stock received.
Note: All cash payments to suppliers on this screen appear as cash outflows in the Supplier Payment field on the Store Closing screen.
Receiving Stock on Credit: If the stock is received on credit, select Credit from the Mode radio button.
Payment to credit customers is made on the Supplier Payment screen.
Opening Balance of supplier (amount payable to the supplier) is also automatically updated on the Supplier Opening Balance screen.
Entering Bill Details
Click on the Bill Details section to expand it.
Enter supplier invoice number in the Supp Invoice No. field. (This number is used to identify the GRN)
Enter the number of supplier’s bill in Bill No. field.
Enter the date on the Supplier’s bill in the Bill Date field. The system defaults to the current date, you can edit the date by clicking on the calendar icon.
In the Due Date field, you can enter the date when supplier payment for the particular order is due. Otherwise, the system will default to the current date.
Selecting Stock Items
To enter the stock, navigate to the Item Selection section.
Click the Item icon embedded in the filed of Item Code to select the product.
The selected products will load in the grid.
Enter received quantity in the Pack Qty field.
Once you enter products and their quantities, the total payable amount for the GRN being made will appear in the Invoice amount field.