Stock Management

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Goods Receipt Note(GRN)

Receiving a purchase order through GRN


A GRN(Goods Receipt Note) records goods physically received against a Purchase Order. It captures the date received, receiver, and the received, damaged, or Won’t Fulfil quantity for each item.


  1. How does receiving work on a Purchase Order?
  2. Receiving is tracked through Goods Receipt Notes. The PO receiving status updates based on approved GRNs.
  3. Can one PO be fulfilled across multiple deliveries? (This is partial receive)
  4. Yes. A Purchase Order can be received across multiple GRNs until all quantities are received, damaged, or marked as Won’t Fulfil.
  5. How does the system handle outstanding quantities?

When creating a new GRN, you’ll see only items that still have outstanding quantities.

  1. Does a GRN update stock immediately?
  2. Stock increases after the GRN is approved, and only the Received quantity affects inventory.
  3. Can files be attached to a GRN?
  4. Yes. Users can attach delivery notes, photos, receipts, or supporting files within the configured attachment limits.
  5. Who can approve a GRN?
  6. Only users with the “Approve GRN” permission can approve or reject a pending GRN.
  7. What happens when a GRN is approved?
  8. The GRN status changes to Approved. Inventory increases by the Received quantity only. Damaged and Won’t Fulfil quantities are recorded for visibility but do not increase


Steps for GRN Approval

  1. Open the GRNs page from the linked Purchase Order.
  2. Review the supplier, PO reference, receiver, delivery date, and item quantities.
  3. Check the received, damaged, and Won’t Fulfil quantities for accuracy.
  4. Review any attached delivery documents or evidence.
  5. Approve the GRN if the details are correct.
  6. Reject the GRN if the receiving details are incorrect or need to be recreated.
  7. After approval, confirm that inventory and PO receiving status have updated correctly.


Does Immediate Purchase require GRN approval?

No separate approval step is needed because the user must already have the required approval permissions.


Where are Immediate Purchase files stored?

Files added before confirmation are saved against the auto-generated GRN and can be viewed from the PO