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Material Receiving (GRN)

Where: Purchase → Material Receiving.

Every Goods Receipt Note in one register — create receipts against open POs, confirm them to move stock, print or email them.

Goods Receipt (GRN)

Recording a receipt​

  1. Click New Receipt.
  2. Pick the Purchase Order — only Approved / Ordered / Partial POs are offered.
  3. Pick the Warehouse (the default warehouse is preselected) and the Received Date.
  4. In the items table, enter the quantity Receiving Now per line. The form shows Ordered / Already Received / Pending, and entries are capped at the pending quantity.
  5. Add notes (condition, vehicle number…) and click Create GRN.

The GRN is created as Draft — nothing has moved yet.

Confirming — the moment stock moves​

Open the draft GRN and click Confirm Receipt:

  • A PURCHASE_RECEIPT stock entry is written — on-hand increases, average cost is recalculated.
  • The PO's received quantities update and its status moves to Partial or Received.
  • A confirmed GRN cannot be confirmed again — stock can never be double-counted.

Draft GRNs can be Cancelled instead if the receipt was recorded in error.

The AI shortcut​

The Invoice Reader can read a supplier's invoice or delivery challan from a PDF/photo and produce the draft GRN for you — you still confirm it here. The AI never moves stock directly.

Tips​

  • GRN statuses: Draft → Received (confirmed) or Cancelled.
  • Print/Email uses the grn document type with your templates; the missing-price guard checks for ₹0 unit costs first.
  • Once a GRN is confirmed, create the supplier invoice from that GRN (PO detail → Receipts → Create Invoice) to get the 3-way match.