GRN — Goods Receipt Note: Meaning and Format
GRN stands for Goods Receipt Note — the store's record of material received against a purchase order. Download the GRN format in Excel.
GRN format in Excel
- Supplier, PO and invoice / challan no.
- Ordered, received and accepted quantity
- Rejected quantity worked out
- Store and quality sign-off
When material arrives, the store checks it against the purchase order and the supplier's challan or invoice, counts or weighs it, sends it for inspection, and records what was received, accepted and rejected on a GRN. Stock goes up by the accepted quantity, and the GRN is what the accounts team matches the supplier's bill against.
What a GRN records
GRN number and date, supplier, PO number, supplier's invoice or challan number, vehicle number, and for each item the ordered, received, accepted and rejected quantity with the reason for any rejection, signed by the store and quality inspection.
Why the GRN matters
It is the proof that goods were actually received — the basis for updating stock, paying the supplier only for what was accepted, raising a debit note for shortages or rejections, and claiming input tax credit, which needs the goods to have been received.
Questions people ask.
What is the full form of GRN?
Goods Receipt Note (also called Goods Received Note).
What is a GRN in a store?
The document the store makes when material arrives, recording the quantity received, accepted and rejected against the purchase order.
Who prepares the GRN?
The store or warehouse in-charge, after checking the material against the PO and the supplier's challan, usually with quality inspection's sign-off.
What is a GRN number?
The serial number of the goods receipt note, used to link the receipt to the PO and the supplier's invoice.
What happens to rejected quantity in a GRN?
It is not taken into stock; it is returned to the supplier and a debit note is raised for its value.
Other free tools
Doing this for every item, every day?
A calculator is the right tool once. When it is every item in the store, it belongs in the system that already knows the numbers.