A goods received note is made when a supplier's delivery is unloaded and checked. It records, for each line of the purchase order, the quantity received, the quantity accepted and the quantity rejected, with a reason.
Why it matters
Stock should go up only by what was accepted. The supplier should be paid only for what was received in good condition. Without a GRN, both depend on someone's memory of a delivery weeks ago.
An example
A Rajkot pump maker orders 500 kg of copper winding wire. The delivery is 480 kg, of which 20 kg fails a check. The GRN records 480 received, 460 accepted, 20 rejected. Stock rises by 460 kg, and when the supplier's bill for 500 kg arrives, the difference is clear before payment.
Who uses it
- The stores team records it at the gate.
- Accounts uses it to check the supplier's bill.
- The owner sees which suppliers deliver short or late.
The GRN is the middle leg of the three-way match. In MatruOS goods are received against the purchase order, with received and rejected quantities per line, and stock on hand updates from it.