Purchasing & Inbound LogisticsOptional Module

Goods Receipts (GRN)

1. Overview & Purpose

What are Goods Receipts (GRN)?

Goods Receipts validates physical merchandise intake from suppliers against approved Purchase Orders. Posting a Goods Receipt triggers automated INBOUND stock movements, instantly incrementing warehouse inventory balances.

Menu Location:Purchase > Goods Receipts

2. When to Use Goods Receipts

Warehouse Dock Inbound Truck Receiving (Packing Slip Matching)

A supplier delivery truck arrives at the central warehouse loading bay with 100 cartons of goods, accompanied by physical paper vendor delivery note #SJ-9921.

Recommended Action:Create a Goods Receipt referencing the approved PO, record the vendor delivery slip number, and verify each delivered SKU against ordered specifications.

Short Shipment & Partial Delivery Intake (Back-Order Tracking)

Vendor delivers only 70 units of an ordered 100 units due to supplier inventory shortages, promising to deliver the remaining 30 units next week.

Recommended Action:Input 70 units as accepted quantity; the system posts stock for the 70 received items and automatically shifts the parent PO status to PARTIALLY_RECEIVED.

Dockside Defect Rejection & Transit Damage Separation

Receiving staff inspect cartons and discover 5 crushed bottles leaking inside a carton during transit unloading.

Recommended Action:Exclude the 5 damaged bottles from the accepted count, document the damage with photos, and note the rejection on the delivery receipt before driver departure.

Instant Stock Capitalization & INBOUND Inventory Posting

Store floor urgently needs newly delivered merchandise to serve customers waiting at checkout counters.

Recommended Action:Click Submit & Post on the Goods Receipt; the ERP instantly writes INBOUND stock movements, updating saleable inventory in real-time before accounting receives the invoice.

Cross-Docking Immediate Inter-Branch Transfer Dispatch

Inbound delivery arrives at central warehouse and must be immediately transshipped to retail stores without putaway to permanent high-bay storage racks.

Recommended Action:Post the Goods Receipt directly into the Transit Cross-Docking Bay, enabling warehouse staff to stage an outgoing Stock Transfer manifest immediately.

3. Data Dictionary & Fields

Schema structure for the goods_receipts intake header table:

Field / Column	Input Type	Requirement	Description & Operational Guide
grNumber	STRING(50)	Required	System-generated unique goods receipt number (e.g. GR-20260522-001).
purchaseOrderId	BIGINT (FK)	Required	Reference to parent purchase order validating item lines and quantities.
supplierId	BIGINT (FK)	Required	Reference to supplying vendor.
branchId	BIGINT (FK)	Required	Operating branch warehouse where goods arrived.
locationId	BIGINT (FK)	Required	Designated storage room receiving the physical inventory balance.
receiptDate	DATE	Required	Actual date physical merchandise was unpacked and accepted.
supplierDeliveryNumber	STRING(100)	Optional	Vendor paper delivery note or packing slip reference number.
totalQuantityReceived	DECIMAL(18,6)	Required	Sum of all accepted physical item quantities across lines.
status	ENUM	Required	State: DRAFT, PENDING, APPROVED, REJECTED, POSTED, CANCELLED, REVERSED.
notes	TEXT	Optional	Receiving inspection comments, condition observations, or driver info.

4. Interface Preview

Goods Receipts management interface displaying intake tickets, physical delivery note numbers, and stock posting buttons.

inventories-web

Menu Location:Route: /admin/purchase/goods-receipts

Screen Preview: Goods Receipts Console Interface

Visual interface illustration and control layout for menu Route: /admin/purchase/goods-receipts

1Add Goods Receipt2PO Reference Selector3Accepted Count Editor4Post to Inventory

Goods Receipts registry showing GR codes, supplier delivery slips, accepted count summaries, and warehouse posting statuses.

5. Processing Goods Receipts

Open Goods Receipts Console

Navigate to Purchase > Goods Receipts from primary sidebar navigation.

Select Approved Purchase Order

Click Add Goods Receipt and choose target approved PO from picker.

Enter Delivery Slip Reference

Record supplier delivery note number and actual arrival date.

Count & Verify Line Quantities

Input physically verified counts for each line item.

Do not accept quantities exceeding the remaining unfulfilled PO balance.

Submit & Post to Stock

Click Submit & Post to commit inventory increment to warehouse stock.

6. Quality Inspection

Supervisor Inspection

Warehouse supervisor reviews count sheets and attached delivery pictures.

Approve Intake

Authorize receipt document for downstream 3-way matching in Accounts Payable.

7. Posting & Reversal Rules

Invoiced Receipt Lock

Once a Goods Receipt has been referenced and billed in a posted Purchase Invoice, it cannot be reversed directly. The associated invoice must be cancelled or reversed first.

Reversal Procedure

If incorrect goods were posted, execute Reversal to deduct stock back out.

Reversals require supervisor authorization and create audit reversal movements.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
Inventories & Stock Balances	Triggers INBOUND stock movement with PURCHASE_RECEIPT type and increments storage balance.
Purchase Orders (PO)	Automatically updates status to PARTIALLY_RECEIVED or FULLY_RECEIVED based on quantities.
Purchase Invoices (AP)	Serves as mandatory proof of physical receipt required to approve vendor bills.

Operational Best Practices

Always attach a photo of the signed vendor delivery slip to the receipt record.
Isolate rejected or quarantined items before posting receipt to avoid stock discrepancies.