A goods receipt note (GRN) is made when a delivery arrives at site or store. It records the supplier, the purchase order number, the vehicle and challan number, each item with the quantity received and accepted, any rejected or short quantity, and the name of the person who checked it.
The GRN is the link between ordering and paying. Accounts should pay a supplier bill only for quantities that appear on GRNs, and stock goes up only when a GRN is recorded. Without it, short supply and duplicate bills are easy to miss.
Check quantity at the gate the right way for each material: count bags, weigh steel, measure aggregate in the vehicle. Partial deliveries get their own GRN each, until the PO quantity is complete. Note rejections on the challan too, so the supplier cannot bill for them later.
Example
Illustrative: the PO is for 400 bags of cement; 200 arrive today and 4 are torn. GRN: 200 received, 196 accepted, 4 rejected, 204 still pending on the PO.
Procurement in CivilPilot
Purchase orders with approval, goods received in full or in part, and what you owe each vendor.
