Click on Purchases > Goods Received Notes then New GRN.

You will need to complete the following:

• Search by Supplier – select the supplier making the delivery, or;
• Stock Item – the item being delivered, or;
• Supplier Stock Ref. – supplier’s stock code, or;
• Purchase Order Number – if shown on the delivery note, or;
• Purchase Invoice Number – if this delivery has already been invoiced then click on Search to find the order (or invoice) relating to this delivery.

Where the appropriate purchase order (or invoice) details are found by the application you will need to complete the following:

• Supplier’s Delivery Note Number – enter the delivery note number
• Quantity – enter the quantity received
• Create Backorder for Shortfall – a tick will raise a backorder line item on the original order where the delivery quantity is less than the order quantity; un-tick if you want to consider the order complete
• Accept Over Deliveries – a tick will raise an additional line item on the original order where the delivery quantity is more than the order quantity; un-tick if you want to reject the over delivered quantity.
• Click on Submit to process the GRN and add the quantity to stock.

Where no appropriate purchase order (or invoice) details are found by the application or where those found do not relate to the delivery, click on Receive without Order and you will need to complete the following:

• Supplier – select a supplier which you have previously set up, else click on ‘(new)’ to create a new supplier record
• Supplier Reference – supplier delivery note number
• Add a line item to the GRN by clicking on ‘+line item’ and selecting any item which you have previously set up, else click on ‘(new)’ to create a new item (Stock and Order Item) record
• Location – if locations are being used, then enter the location into which the stock will be placed
• Quantity – enter quantity received per the supplier pack size/ unit of measure
• Pack Size – enter or amend the supplier unit of measure to which the quantity received relates
• Conversion Rate – the application will multiply the quantity received by this conversion rate to calculate the quantity to be added to stock.
• Click on Save to process the GRN and add the quantity to stock.