Goods Received Notes
Verify and record goods received against purchase orders, handle partial deliveries, and use Quick Receive for simple drops.
A Goods Received Note (GRN) is a formal record that verifies what was actually delivered against what was ordered on a purchase order. Creating a GRN is a critical step in the procurement cycle — it ensures that you only pay for goods you actually received and flags discrepancies for investigation.
Creating a GRN
- 1
Navigate to the purchase order or SmartStock
You can create a GRN from a purchase order detail page (click Receive Goods) or from the SmartStock module by selecting an existing PO.
- 2
Select the purchase order
Choose the PO that the delivery relates to. The PO line items will be pre-populated with the ordered quantities and expected prices.
- 3
Enter received quantities
For each line item, enter the actual quantity received. If the received quantity differs from the ordered quantity, the discrepancy is highlighted automatically.
- 4
Note any discrepancies
Record any issues such as short deliveries, damaged goods, or incorrect items. Add notes to individual line items to document what went wrong.
- 5
Save
Click Save to record the GRN. The purchase order status updates automatically (e.g. to “Partially Received” or “Fully Received”) and inventory levels are adjusted.
Quick Receive
Quick Receive is a physical-only fast path for recording stock that has arrived without first creating a purchase order. It creates and posts one standalone goods received note (GRN).
- Record the physical quantity, unit, batch, and expiry details.
- Use an exact conversion ratio when receiving in a split unit.
- Add the delivery note and other physical evidence as needed.
Quick Receive does not create or close a purchase order, supplier invoice, payment, or accounting journal. Record those financial events separately through their normal workflows. Access requires both Create and Post permission for goods received notes.
Linking to purchase orders
Standard GRNs may be linked to a purchase order. When linked, Eleo compares received quantities against ordered quantities and highlights variances. Standalone GRNs created by Quick Receive intentionally have no purchase order.
Goods received note form showing PO comparison and received quantities
You can create partial GRNs if a supplier delivers in multiple shipments. Each partial GRN records the quantities received in that shipment, and the PO tracks cumulative progress until all items have been received.