The lorry is unloaded, and what was short is noticed only when the bill comes.
Goods receipt is the entry made when material actually arrives: what the challan claims, what was counted off the lorry, what was damaged, and what is still due on the order. Stock rises from that entry and nothing else. The vendor bill is passed against it, so nobody pays for eleven bags when ten came down.
The vehicle reaches the godown at half past seven. The watchman signs the challan, the hamalis unload, and the papers travel to the office two days later with a corner torn off. Two bags were wet. Nobody wrote that anywhere.
Receiving is done against the purchase order, on a screen at the gate or in the store. Counted quantity goes in beside the challan quantity, damage is photographed as it is noted, and the order stays open for whatever has not come. Accounts then pass the bill against a receipt rather than against a promise.
What goods receipt (grn) does.
Receive against the order
The purchase order brings in items, rates and the balance still due. Only what has actually arrived is entered.
Short, excess and damaged, counted
Challan quantity beside counted quantity, with damage recorded as damage and a photograph attached at the gate.
Part loads keep the order open
Half the steel today, the rest on Thursday. The order shows the balance without anybody keeping a side note.
Weight, batch or serial at the gate
Weighbridge weight, the supplier’s batch, or serial numbers, captured while the material is in front of you.
Hold for the quality check
Doubtful material is received but held, so it sits in the godown without being available to sell or issue.
The bill matched to it
Vendor bill against receipt against order. A difference is a question to ask him, not a write-off.
The people who open this every day.
Storekeeper
Counts, enters and keeps the challan. His entry is what moves stock.
Accounts assistant
Passes bills only against what was received, and holds the rest for purchase to settle.
Purchase executive
Sees which orders are part-delivered and which vendor keeps sending short.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Purchase orders
- Stock
- Vendor bills
- Quality control
- Purchase returns
- Tally
Products that include it.
How we would put it in.
Questions owners ask about goods receipt (grn).
Our store has no computer. Can this be done on a phone?
Yes. The receipt screen runs in the browser on a phone, and the storekeeper enters counted quantity and photographs the damage where he stands. Offline entry at a godown with no network is scoped separately, because it is real work.
We are a small shop. Is the purchase bill itself not enough?
Often it is. One counter, one owner receiving everything, and the bill will do. It gives way when a hired hand receives goods, or when you deal in cement and steel, where a short load is money.
Does the entry reach Tally?
Purchases and stock entries go across on a schedule or through a direct link. Your accountant keeps his ledgers, and the godown stops being reconstructed at month end.
What about material that comes without a purchase order?
It can still be received, marked as unordered, and left for someone to approve. Most businesses start there and tighten later.
Is this already running in anything you have built?
Yes. Purchases are recorded against each supplier in our Grocery Management System. In Construction Project Management Software the vendor bill is checked against what reached the site.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle goods receipt (grn) today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- We reply the same working day
- Your details stay private