Watch the video - Goods Receiving (Getting Started)
Go to Stock Items > Goods Receiving
Goods Received NOTE (GRN)
The correct procedure for using the GRN (Goods Recived Note) module is to first create a purchase order. Upon receipt of the goods, convert it to a GRN by right-clicking on the order number and selecting 'GRN This Order'.
Unique features of the goods-receiving module:
•Keeping back orders.
•Scanning of serial numbers. Complete serial no. tracking.
•Automatically generate a range of serial numbers.
•Use different buying and selling units.
•Import your GRN if your supplier can give it to you in electronic format.
•Allocation of shipping costs and importation fees added to average costs.
•A complete document imaging system.
•A complete history of every payment, purchase order, return etc. that you have with this supplier.
•Auto Re-Order. See Purchase Planning
Hover the mouse over the different fields on the form. If the cursor changes to a hand (
) , click to get more information.
GRN Menu Buttons |
Goods Received Note Menu Buttons Explained |
Print Extra Packing List Print Serial Number Labels |
Items to be packed. The Serial Number Lookup form will open. You can design the label in Inventory Options >Printing Tab. |
Label |
Print labels for all the items on the GRN. The label used is the one selected in the Label Print Options form. |
RTS Items |
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Extra |
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Reverse |
Reversing a Goods Received Note. If the batch has already been posted, the "Reverse" button will be highlighted. Clicking this button will open the batch you wish to edit or delete. See also: Corrections This option can be blocked in Security Settings |
Force Calc Total |
Force Recalculation Occasionally, when shipping is added, small cent differences may occur. In such cases, simply recalculate the total amount to adjust for these discrepancies. |
Bulk Price Edit |
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Make Completed |
This function is only usedif the GRN was processed but the Completed checkbox was not checked. |
GRN Columns |
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Unit |
Is the unit in which you buy. |
Qty Arrived |
Type in the actual quantity that the supplier send (buying units). |
Qty. Expected |
The quantity you ordered, automatically filled in from the purchase order form. |
Qty. Difference |
Difference between the quantity arrived and quantity expected. |
Qty Main Unit |
The quantity expressed in your selling units. For example, if you buy beer by the crate and each crate contains 24 bottles, entering 1 will display 24 in the Main Unit field. |
Unit Pr. Currency Exclusive |
The unit price is specified in a foreign currency (e.g., USD). For example, if you enter "4" and the exchange rate is 6.72, the equivalent value in Rand will be calculated as 4 * 6.72. |
Discount % |
Discount percentage per line. You can also set it in the Extra Tab. |
Labels |
Add the number of labels you want to print. You can set the default number to print under Stock Items > Stock Options. To print the labels go to Stock Extra > Print labels. . |
VAT |
Select the VAT type. If the supplier is not registered for VAT, make sure to set this in the Supplier Main Form. |
MU% |
Represents the difference between the current and previous cost price, including shipping costs. Example: •Previous Cost = $18 •MU% = 45% •Selling Price = $26.10 (18 + 45%) •New Cost Price in GRN = $5 •Profit = $21.10 (Selling Price - New Cost) •New MU% = (21.1 / 5) × 100 = 422% This is a theoretical value, assuming the selling price remains unchanged. |
Weight |
The weight of the item. Set it in the Main Stock Form. |
The total of all shipping costs combined. This amount is calculated based on the values specified in the Shipping and Other Costs tab. The landing cost can be determined using either the item's value or weight. You can also enter it manually. To set the default method, go to Stock Options > GRN. |
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Price Difference Exclusive |
The difference between the Purchase Order amount and the Goods Received Note (GRN) amount. |
Stock GL Account |
You can override the general ledger stock account that is set in the Stock Groups Setup. Usually, it is posted to the General Ledger Stock Control account. Overriding this account may cause a discrepancy between your general ledger value and your physical stock value.To prevent misuse, ensure to block incorrect usage of this option in the GRN security setup.
To activate the GL Stock Account column in the Goods Received Note (GRN): 1) Go to GRN Security Setup and select the 'Allow GL Stock Override. 2) Go to the Stock Options form. Select the 'Per Line stock GL Account' and/or the 'Per Line stock GL Account - NSI only'. In the GRN, look for the Stock GL Account column to make your changes. |
GRN Stats Tab |
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Total Landed Cost Incl. |
Landed Cost Excl.Total + VAT |
Total Landed Cost Factor (Incl. exchange rate) |
Total Landed Cost Incl. / Line Total Excl. If you multiply this factor with the Unit Pr you will get the VAT Inclusive selling price. |
Total + Shipping Incl.
If your courier is different from your supplier, the shipping cost will not be included in the Total + Shipping Incl. amount on the GRN. However, it will still appear in the Landed Cost Total Incl., as you will need to pay two separate suppliers for that GRN.
Back Orders.
See back orders under Purchase Orders > Back orders.
Trade In: If you are sending, for example empty bottles back, then you must put the quantity in as a negative amount. The GRN amount will now be reduced with the trade in's value.
Notes
•The unit price is automatically calculated when you enter the quantity and total price.
•Customize your Purchase Order design under Stock > Stock > Stock Options > Purchase Order tab.
•To allow adding the same stock item multiple times, go to Stock > Stock Options and uncheck "Add Item...".
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