Admin / Purchasing
Receive goods with a GRN
Record a supplier delivery, check quantities and prices, save a draft or post stock, and understand cancellation limits.
Use Stock → Goods received for a supplier delivery. A GRN is the goods-received record. Creating, updating, posting and cancelling have separate permissions, and the receiving warehouse must be accessible to your account.
Enter the delivery
- Start a new receipt. Choose Supplier and Receiving warehouse; check Supplier invoice no and Received at.
- Search or scan products into the receipt. Products must be available to the receiving warehouse’s branch.
- Check each line’s cost, quantity, discount percentage, selling price and minimum selling price. Quantity must be greater than zero; costs and prices cannot be negative; discount percentage is 0–100.
- Expand a line when needed for Free qty, Batch no, Expiry date, Tax amount and Line note.
- Review New price applies to: This delivery only or All unsold stock. This choice determines whether existing unsold stock is also repriced.
- For serial-tracked goods with serial entry enabled, scan or paste one serial per received unit in Serial numbers. Correct missing or duplicate serial errors before posting.
- Check Other charges, totals and notes against the supplier’s invoice.
Save or post
Save draft stores work for checking later; confirm with Save draft in the dialog. No stock is received yet. Save & post on a new receipt, or Post to stock on an existing draft, opens the posting confirmation. Check it and select Post to stock.
Successful posting opens the finished GRN and adds the receipt to stock. Posted receipts are read-only. Use Print, PDF or Barcodes when offered. A failed posting is not proof that no draft was saved: check the goods-received list and correct the existing record before re-entering the delivery.
Cancel an incorrect receipt
If Cancel GRN is available, open it and read any blocker. Enter a clear Why? (3–500 characters) and confirm Cancel GRN. Keep it closes the dialog.
Cancelling an unposted receipt changes its status without removing stock. Cancelling a posted receipt takes its goods back out of stock and cannot be undone. The system blocks cancellation if a supplier payment is recorded, insufficient received stock remains, or a received serial is no longer in stock. Ask the responsible administrator to resolve the underlying record; do not create an unrelated stock adjustment to bypass a blocker.