Goods Received Note (GRN) Generator

About the Goods Received Note (GRN) Generator

A goods received note (GRN) is the store’s record of what actually arrived: from which supplier, against which purchase order and delivery challan or invoice, on which vehicle, and for each item the quantity ordered, received, accepted and rejected — with the reason for every rejection, the batch and expiry, where it was stored, and the signatures of the receiver and the inspector. Accounts use it to pay only for what was accepted, and the store to add it to stock.

Fill in the GRN, or bring in a purchase order made with the Purchase Order Generator so its supplier and items are filled in, received and accepted as ordered, and type only the differences. Shortages and excesses against the order are flagged as you type, accepted and rejected always add up to what was received, and the GRN draws itself page by page. GRNs are numbered in your series and kept in a running GRN register in this browser, with an encrypted backup.

Without a pass every GRN is a free preview: its pages are images marked “not for use”, with the worked-out shortages, excesses and values hidden; the PDF (one copy or a three-copy set), the GRN register and the stock-in file unlock with a Premium pass. Your entries and backups are never locked.

Common uses

• A store or warehouse receiving goods against purchase orders, with numbered GRNs for accounts.
• Recording shortages and rejected goods for a debit note or a claim against the supplier.
• Keeping batch and expiry numbers of chemicals, food or medicines from the day they arrive.
• A running GRN register for the month, matched against purchase orders and invoices.

What a GRN records

• the GRN number and the date the goods were received, and where they were stored;
• the supplier, and the purchase order, invoice and delivery challan they came against;
• the vehicle, the transporter and the lorry receipt or consignment note;
• for each item: the quantity ordered, received, accepted and rejected, the reason for a rejection, the batch and expiry, and the rate;
• remarks (a balance to follow, a damaged package) and the signatures of the person who received the goods, the inspector, the store in-charge and accounts.

Shortages, excesses and rejections

A line is short when less arrived than the order asked for and in excess when more did; both are worked out against the ordered quantity as you type. Rejected goods — damaged, wrong, failing inspection — are counted as received but not accepted, so accepted plus rejected always equals received, and the GRN asks for the reason. The accepted quantity is what the store adds to stock and what accounts should pay for; a shortage or a rejection usually means a debit note or a replacement from the supplier.

The three copies and the register

Many businesses make a GRN in three copies — commonly one for accounts (to match with the purchase order and the invoice before paying), one for the store, and one for purchasing or the supplier. The three-copy set prints the same GRN under each label, and you can rename the labels under Settings. Every saved GRN goes into the GRN register, which lists every line for matching purchase orders, GRNs and invoices (the three-way match), and its stock-in file adds the accepted goods to the Stock Register as purchases.

Limitations

• GRNs are kept in this browser: download an encrypted backup to keep them safe or to move them to another device.
• A GRN is a business record, not a tax invoice or an e-way bill; tax documents come from the supplier.
• One GRN holds at most 200 lines, and the purchase order import reads the files the Purchase Order Generator saves.
• Values use the rate you type (or the PO’s); taxes, freight and discounts are for the invoice.

Privacy

Your GRNs, suppliers and purchase orders stay in this browser on this device; nothing is uploaded. Files leave the page only when you download them yourself.