Goods Received Note – Your Complete Guide

Over 62% of enterprises now use automated GRN systems, reducing manual errors by 40% and processing time by 55%. These automated tools scan delivery barcodes, match invoices, and flag discrepancies instantly. Contactless GRN workflows (e.g., drone-based deliveries in Amazon warehouses) surged post-COVID, with 35% of logistics firms adopting IoT sensors to verify shipments without physical checks.

A goods received note is a critical document in procurement and inventory management, serving as formal confirmation that ordered goods have been received in the specified quantity, quality, and condition. It acts as a checkpoint between suppliers and buyers, ensuring accountability and alignment with purchase orders (POs). Traditionally, GRNs have been paper-based, but digital transformation is reshaping their role, integrating them into ERP systems, blockchain platforms, and AI-driven workflows.

Goods receipt note meaning

A goods receipt note is a document used in businesses to confirm that goods have been received from a supplier. It is created when items arrive at a company’s warehouse or store. This helps keep track of received goods, ensuring that the correct quantity and quality match the purchase order.

Why Goods Received Note is Important?

Here’s why it is important:

1. Confirms Delivery

A goods received note acts as proof that the supplier has delivered the goods. When items arrive, the receiving team checks them and records the details in the GRN. This document ensures there is no confusion about whether the delivery was made. It also helps avoid disputes between buyers and suppliers regarding missing or delayed shipments.

2. Ensures Accuracy

The GRN helps verify that the goods received match the purchase order in terms of quantity, quality, and specifications. If there are differences—such as fewer items than expected, incorrect products, or damaged goods—it will helps identify these issues immediately. This ensures that only the right products are accepted and recorded in the system.

3. Supports Payment Processing

Before making a payment to the supplier, businesses check the goods receive note to confirm that the correct items were delivered. Without a GRN, there is a risk of paying for goods that were not received or were faulty. This document ensures that suppliers are only paid for what has actually been delivered and accepted.

4. Improves Inventory Management

A goods received note helps businesses keep track of stock levels. Once goods are received, the note updates inventory records, ensuring accurate stock counts. This prevents situations where a company orders unnecessary items due to incorrect stock data or faces shortages because deliveries were not recorded properly.

5. Assists in Dispute Resolution

If there are any disagreements between the buyer and supplier—such as missing items, damaged goods, or incorrect products—the goods received note serves as evidence. It helps in resolving disputes quickly by providing a clear record of what was delivered and accepted. This reduces delays in procurement and strengthens supplier relationships.

Who Sends a Goods Received Note?

goods received note is usually prepared and sent by the receiving department or warehouse team when goods arrive from a supplier. Their job is to inspect the delivery, confirm the quantity and quality, and create the goods received note to keep a proper record.

The GRN is then sent to:

1. The Procurement Team – To check if the received goods match the purchase order.

2. The Accounts Department – To verify the delivery before processing supplier payments.

3. The Supplier – If needed, to confirm the delivery and resolve any issues, such as missing or damaged items.

What is the difference between po and GRN

Purchase Orders (PO) and a goods receipt note are both used in buying, but they do different things.

1. Purchase Order (PO): This is a document a buyer sends to a seller to order goods or services. It lists what they want, how many, the price, and when they need it.

2. Goods Receipt Note : This is a document made when the goods arrive. It confirms that the right items and quantity have been received in good condition.

Feature	Purchase Order (PO)	Goods Receipt Note
Why is it used?	To order goods or services from a supplier	To confirm that the goods have arrived
Who makes it?	Buyer (procurement or purchasing team)	Store, warehouse, or receiving team
When is it made?	Before the goods are delivered	After the goods are received
What does it include?	Item names, quantity, price, supplier details, delivery date, payment terms	Item names, quantity received, condition of goods, delivery date
Who receives it?	Supplier (so they can prepare the order)	Buyer’s finance, store, or inventory team
What happens next?	Supplier ships the order based on the PO details	The payment process starts based on the GRN and invoice
How it helps?	Ensures correct order placement, avoids confusion, and acts as a contract	Confirms delivery, helps with stock updates, and is needed for payment approval

 

Format of a Goods Receipt Note

Basic format of a goods receipt note

1. Header Section

Company Name & Logo – Name of the company receiving the goods.

Document Title – Clearly mention "Goods Receipt Note."

GRN Number – A unique number for record-keeping.

Date – The date when goods were received.

Supplier Details – Name, address, and contact details of the supplier.

2. Order Details

Purchase Order (PO) Number – The order number related to these goods.

Invoice Number – The supplier’s invoice number for reference.

3. Goods Details

Item Description – Name and details of each item received.

Quantity Ordered – The number of items expected as per the PO.

Quantity Received – The actual number of items received.

Condition of Goods – Whether the goods are in good condition or damaged.

Remarks – Any comments on shortages, damages, or other issues.

4. Verification & Approval

Checked By – Name and signature of the person who inspected the goods.

Approved By – Name and signature of the person authorizing the receipt.

Store Location – Where the goods will be stored after receipt.

Step-by-Step Goods Receipt Note Process

Let’s break it down into simple steps.

Step 1: Receiving the Goods

When a supplier delivers the goods, the receiving team checks the package to ensure it matches the order. This is the first step in the goods receipt note process to confirm that the shipment has arrived.

Step 2: Checking for Damage or Missing Items

Before accepting the delivery, the team inspects the goods for any damage, defects, or missing items. If there are any issues, they notify the supplier immediately. This step is crucial in the goods receipt note process to prevent future problems.

Step 3: Verifying Quantity and Quality

The received goods are counted and compared with the purchase order and supplier invoice. The team also checks whether the products meet quality standards before moving forward in the goods receipt note process.

Step 4: Creating the Goods Receipt Note

Once the verification is complete, the store or warehouse team prepares a goods receipt note. This document includes:

♦  Date of receipt
♦  Supplier details
♦  Purchase order number
♦  Product descriptions
♦  Quantity received
♦  Condition of goods

This step ensures accurate documentation in the goods receipt note process.

Step 5: Approval and Record-Keeping

The GRN is reviewed and approved by the relevant department. It is then stored as a reference for inventory updates, supplier communication, and payment processing. Keeping a proper record is essential in the goods receipt note process to maintain transparency.

Step 6: Payment Processing

Once the note is recorded, the finance team uses it to verify invoices and process payments to the supplier. This final step ensures that payments are made accurately based on the received goods.

Uses of Goods Received Note

1. Verification of Delivery

A goods received note is used to confirm that the items delivered match what was ordered. When goods arrive, the note is compared with the purchase order and delivery details. This ensures that the right products, in the correct quantities, have been received. If there’s a mismatch, the GRN helps identify the issue immediately. For example, if you ordered 100 units but only received 90, the GRN will highlight this discrepancy, allowing you to take quick action.

2. Inventory Management

The goods received note plays a key role in keeping track of stock. When goods arrive, the note is used to update the inventory system. This means the system reflects the exact number of items available for use or sale. For instance, if a warehouse receives 500 boxes of a product, the GRN ensures this number is added to the inventory records. This helps avoid overstocking or running out of stock, making operations smoother.

3. Payment Processing

Goods received note is often required before paying suppliers. It acts as proof that the goods were delivered as agreed. For example, if a supplier sends an invoice for 1,000 units, the GRN confirms whether all 1,000 units were actually received. This ensures that payments are made only for what was delivered, preventing overpayment or disputes. It’s a fair and transparent way to handle financial transactions.

4. Quality Control

The goods received note can include details about the condition of the goods. When items arrive, they are checked for damage or defects. If there’s an issue, it’s noted on the GRN. For example, if 10 out of 100 items are damaged, this is recorded on it. This information is then shared with the supplier to resolve the problem, such as replacing the damaged goods or adjusting the invoice

5. Record-Keeping

A goods received note serves as an official record of the transaction. It documents what was received, when it was received, and who received it. This is especially useful for audits or future reference. For example, if there’s a question about a delivery made six months ago, this provides all the necessary details. It’s like a receipt that helps businesses stay organized and accountable

Drawback of Goods Received Receipt

Goods received receipt has some drawbacks that businesses should consider

1. Time-Consuming Process

Creating a goods received receipt requires careful verification of goods received against the purchase order. This process can be slow, especially if done manually, leading to delays in updating inventory and processing supplier payments. In large businesses with frequent shipments, this can create bottlenecks in operations.

2. Risk of Human Errors

Mistakes in recording quantities, product descriptions, or supplier details can lead to confusion and financial losses. If an error is made in a goods received receipt, it can cause mismatches in stock levels, incorrect payments to suppliers, or even disputes between buyers and suppliers. These errors can be difficult to identify and correct later.

3. Storage and Management Challenges

Businesses that rely on paper-based goods received receipts may face difficulties in storing and retrieving old records. Even digital records need proper organization and secure storage to prevent data loss. Without an efficient document management system, businesses may struggle with misplaced receipts and missing transaction history.

4. Fraud and Manipulation Risks

If goods received receipts are not properly verified, fraudulent activities may occur. Suppliers or employees might manipulate records by inflating quantities, forging receipts, or entering false information. This can result in financial losses, inaccurate inventory records, and supply chain disruptions. Proper checks and balances are necessary to prevent such issues.

5. Lack of Real-Time Updates

In businesses that still rely on manual processes, goods received receipts may not be updated in real-time. This can lead to delays in reflecting stock levels, affecting purchasing decisions, and creating inefficiencies in the supply chain. Without automation, businesses may struggle with outdated inventory records, leading to overstocking or stock shortages.

Can GRNs Be Automated?

Yes, goods received note can be automated! Manual processing can be time-consuming, prone to errors, and difficult to manage, especially for businesses handling large volumes of goods. By automating the goods received note process, companies can improve efficiency, accuracy, and compliance.

How TYASuite Procurement Software Automates GRNs

Key Ways TYASuite Automates GRNs:

1. Auto-Generation of GRNs

♦  The system automatically creates a GRN when goods are received based on the approved Purchase Order (PO).

♦  Eliminates manual data entry and ensures consistency.

2. Seamless PO & Invoice Matching

♦  3-Way Matching: The software automatically verifies the GRN, PO, and supplier invoice, reducing fraud and discrepancies.

♦  Flags mismatches in quantity, price, or item details for review.

3. Barcode & QR Code Scanning

♦  Enables quick scanning of received goods to update stock in real-time.

♦  Reduces manual errors and speeds up warehouse operations.

4. Automated Approval Workflows

♦  Notifies the concerned department for GRN approval.

♦  Allows multi-level approvals with auto-escalation for delays.

5. Stock & Inventory Integration

♦  Automatically updates inventory levels upon GRN approval.

♦  Prevents overstocking or stockouts with real-time stock visibility.

6. Compliance & Audit Readiness

♦  Maintains a digital audit trail of all GRNs.

♦  Ensures adherence to procurement policies and regulatory requirements.

7. Custom Reports & Analytics

♦  Provides real-time reports on goods received, pending deliveries, and vendor performance.

♦  Helps in decision-making and supplier evaluation.

TYASuite offers a smart and user-friendly procurement solution that simplifies goods received note processing. By automating GRNs, businesses can save time, reduce costs, and enhance transparency in their supply chain.

Want to automate your GRNs? Try TYASuite Procurement Software today!

Conclusion:

A goods received note is an essential document in procurement and inventory management, ensuring accuracy, transparency, and accountability in the supply chain. It streamlines payment processing, improves inventory tracking, and aids in dispute resolution. While manual processes can be time-consuming and error-prone, automation significantly enhances efficiency by integrating with ERP systems, enabling real-time updates, and reducing fraud risks. With solutions like TYASuite Procurement Software, businesses can automate GRN management, ensuring seamless operations and better supplier collaboration

 

Frequently asked questions

 

1. What does GRN stand for?

GRN stands for goods receipt note. It is a document used in businesses to confirm that goods have been received from a supplier.

2. GRN meaning in accounting

In accounting, a goods receipt note is proof that purchased goods have been received. It helps match invoices with received goods and updates inventory records.

3. Who will issue GRN?

The buyer or receiving department of a company issues the GRN after checking the delivered goods. It ensures the supplier has sent the correct quantity and quality.

4. What is GRN and SRN?

GRN (Goods Receipt Note): A document issued when a company receives physical goods from a supplier. It confirms the delivery, verifies quantity and quality, and ensures the goods match the purchase order. GRN helps in inventory updates, supplier payments, and dispute resolution.

SRN (Service Received Note): A document used when a company receives a service instead of physical goods. It serves as proof that the service was delivered as agreed and ensures payment is processed only after verifying service completion. SRN is commonly used for services like maintenance, consulting, or software development.