Procurement · Solutions

Receive goods against the purchase order and pass the bill only against what arrived.

Goods receipt is the entry made when material actually arrives: what the delivery note claims, what was counted off the truck, 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.

Share your requirements

What it is

The vehicle reaches the warehouse at half past seven. The watchman signs the delivery note, the loaders unload, and the papers travel to the office two days later with a corner torn off. Two bags were wet, and 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 delivery note quantity, and damage is photographed as it is noted. The order stays open for whatever has not come. Accounts then pass the bill against a receipt and not against a promise.

What it replaces

What your team uses today.

The module takes over these, one at a time, so nothing has to stop while it is set up.

The gate register
The delivery note pinned on a spike
A side note of balances due
A phone call to confirm quantities

Where it goes wrong today

The problems this is meant to ease.

Stock counted from the delivery note

The note states a quantity and that quantity is entered. Nobody counted what came off the truck.

Damage noticed after the driver leaves

A broken carton is found on the shelf later. The vendor disputes it. No photograph exists from the gate.

Part loads that lose the order

A portion of the material arrives today and the rest next week. The balance sits on a side note. It gets lost.

Bills passed against memory

A vendor bill is paid on the strength of a phone call. Differences in quantity or rate come to light after payment, if at all. That is late.

Doubtful material mixed with good

Items waiting for a quality check sit with usable stock. Someone issues them by mistake.

Inside the module

What goods receipt (grn) does.

Receive against the order

The purchase order brings in items, rates and the balance still due. Only what has arrived is entered.

Short, excess and damaged

Delivery note 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 and the rest on Thursday. Nobody has to keep a side note, because the order itself shows the balance.

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. It sits in the warehouse and is not available to sell or issue.

The bill matched to it

Vendor bill against receipt against order. A difference is a question for the vendor and not a write-off.

Where it gets used

What this looks like in a working week.

Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.

A truck at the gate

The storekeeper opens the purchase order on a phone. Counted quantities go against each line. A damaged carton is photographed.

A part delivery

Only a portion of the steel arrives. It stays open, with the balance still due on view.

Material on hold

A batch is received but needs inspection. It is held apart and cannot be sold or issued.

The bill arrives

Accounts matches the vendor’s bill with the receipt and the order. A rate difference goes to the vendor before payment. It is raised early.

Who touches it

The people who open this every day.

Storekeeper

Counts, enters and keeps the delivery note. 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.

How it is set up

From first conversation to daily use.

Walking the receiving area
We watch how material comes in and who signs for it. You describe the problems met at the gate. A short list of what needs recording returns to you.
Orders and items loaded
Open purchase orders and the item list are brought in. The purchase team checks a sample for accuracy.
Trial receipts
The storekeeper enters real deliveries on a trial screen next to the paper register. Gaps in the form are found and fixed.
Quality and batch rules
Hold rules, batch numbers and weighbridge entries are set where they apply. You approve which items need them.
Store team trained
Storekeepers and the accounts desk practise on phones and screens. The paper register stops on an agreed date.

Measuring it

How you would know it is working.

Record where you stand before it goes live, so the change is measured against your own figures.

Receipts with short, excess or damaged quantities, by vendor
Purchase orders still open after part delivery
Vendor bills with differences against the receipt
Material held for inspection, and for how long
Deliveries received without a matching purchase order

How it fits

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
Accounting software

Already built in

Products that include it.

Built for you

How we would put it in.

Common questions

Questions owners ask about goods receipt (grn).

Can a store with no computer do this 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 warehouse with no network is scoped separately, because it is real work.

Is the purchase bill not enough for a small shop?

Often it is. With one counter and one owner receiving everything, 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 our accounting software?

Purchases and stock entries go across on a schedule or through a direct link. Your accountant keeps his ledgers, and the warehouse stops being reconstructed at month end.

What about material that arrives 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 running in anything you have built?

Yes, in two of our products. 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.

What affects the cost of goods receipt?

Stores, items needing batch or serial capture, and the link to accounting set the scope. Holds for inspection and returns come in as extra parts. After we read your gate process, the quotation breaks these into lines. Anything can be set aside.

What decides the time to a working store entry?

Schedule depends on how tidy your order and item data is. Receipt against an order, shortage entries and the vendor bill match make up the starting scope. Open orders must be handed over by you. The proposal fixes dates.

Who needs it most

Businesses that ask for this.

Next to it

Modules that work with it.

Talk to us

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.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.