Goods Receipt Note - automated GRN and discrepancy reports from delivery

An incomplete GRN blocks month-end closing and complicates audits. The minimum required elements remain the same regardless of the software used for stock management.

• Supplier data and accompanying document details (invoice or delivery note) with number and date.
• The specific warehouse or storage location and the person responsible for the receipt.
• Item details, invoiced quantity versus the actual quantity received.
• Unit price, total value, VAT, and any noted discrepancies with explanations.

Receiving goods is handled via mobile terminals or smartphones by scanning barcodes. The scanned quantity becomes the received quantity, and the system automatically compares it with the supplier's invoice or delivery note. If discrepancies arise, the GRN flags them and notifies the purchasing department before the stock is made available for sale.

• Real-time scanning, eliminating printed lists and manual data entry.
• Quantity and price discrepancies flagged immediately, not at the next inventory count.
• Batch numbers and expiry dates captured instantly during the receipt process.

The resulting document, mapped to the correct general ledger accounts, is exported or synced to your accounting software or ERP (such as SAP Business One, Microsoft Dynamics 365, or Sage). Stock becomes available for sale the same moment, and backordered items can be automatically allocated to pending orders.