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Goods Received Notes (GRN)
Overview
Record incoming stock from a supplier against a purchase order. GRN updates inventory, captures actual quantities (which often differ from ordered), and creates the matching payable.
Step-by-Step Guide
1
Open the PO
Purchases → Purchase Orders. Open the PO that the delivery matches.
2
Click Receive
Top of PO → Receive Goods. Form pre-fills with PO lines + ordered quantities.
3
Enter Actuals
Update Received Quantity per line. Often differs from ordered (partial delivery, breakage, supplier under-shipped).
4
Capture Batch / Expiry
For batch-tracked items: enter batch number + expiry date per line. Required for pharmacy + food items.
5
Save GRN
Confirms inventory increase, generates GRN number, marks PO as Partially Received or Fully Received. Multiple GRNs against one PO are allowed.
Tips & Best Practices
Tip: A GRN with quantities ≠ ordered automatically flags a variance — useful for chasing the supplier or claiming credit.
Tip: Damaged-on-arrival quantities should go on a separate damage report, not the GRN, so good stock and damaged stock stay distinct in valuation.
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