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GRN Process in ERP: Record Goods Received

In short

Open the PO and click Create GRN (or Stores & Inventory → GRN → New GRN), choose the warehouse, enter received, rejected and accepted quantities and click Submit GRN. Stock is added when an admin or manager clicks Accept & Add Stock on the GRN.

Key facts
WhereStores & Inventory → GRN
Who can do itAccepting a GRN (which adds stock) is limited to admins and managers.
Steps5

Step by step

  1. 1

    Start the GRN

    On the purchase order click Create GRN, or go to Stores & Inventory → GRN → New GRN and choose the Purchase Order.

  2. 2

    Header

    Confirm the Vendor and choose the Warehouse (both required), GRN Date, and the supplier's Challan No and Challan Date.

  3. 3

    Quantities

    For each Item enter Received (required), Rejected and Accepted quantities, with Unit and Rate.

  4. 4

    Submit

    Click Submit GRN (or Save as Draft). The GRN is saved as Pending — stock does not change yet.

  5. 5

    Accept and add stock

    An admin or manager opens the GRN and clicks Accept & Add Stock. The accepted quantity is added to the warehouse and a stock ledger entry is written.

Common questions

Why didn't my stock increase after submitting the GRN?

Submitting saves the GRN as Pending. Stock is added only when an admin or manager opens it and clicks Accept & Add Stock.

What is the difference between received and accepted quantity?

Received is what arrived; accepted is what passed inspection and goes into stock. Rejected material is recorded separately and does not enter stock.

Can I make a GRN without a purchase order?

Yes. The purchase order is optional on the GRN form, but linking it lets the GRN, PO and supplier bill be matched before payment.

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