How to Record a Goods Received Note (GRN)

Overview:

A Goods Received Note (GRN) records items received from a supplier and confirms that the delivered goods match the expected order or delivery details.

In N3 AI Accounting, creating a GRN updates inventory records and provides a verified reference for the accounts payable team before processing supplier invoices.

This feature is commonly used by warehouse personnel, procurement staff, and accounts payable teams to confirm deliveries, validate quantities received, and maintain accurate inventory records.

Scenario:

A supplier delivers office supplies to the company warehouse. The warehouse staff checks the items and quantities against the supplier's delivery order.

To formally record the delivery and update the inventory records, the staff creates a Goods Received Note (GRN) in N3 AI Accounting. The GRN captures the supplier details, delivery reference, and quantities received, ensuring accurate inventory tracking and providing a reference for invoice verification.

Procedure:

STEP 1: Access the Goods Received Note Screen

1. In the navigation pane click Purchases.

2. Select Goods Received Note.

3. Click Add.

After clicking Add, you can create the Goods Received Note using one of the following methods:

Option 1: Create a Goods Received Note from a Purchase Requisition or Purchase Order

Use this method when the goods being received are linked to an existing Purchase Requisition or Purchase Order.

1.    Select the Supplier Code. 

2.    Choose the related Purchase Order or Purchase Requisition.

3. Toggle on the Purchase Requisition or Purchase Order you want to transfer

4.  Click OK.

A confirmation message appears: "Transfer purchase docs to goods received note success”

5.   Review the transferred item details.

6.   Click Save. 

A confirmation message appears: “Create goods received notes success”

Option 2: Create the Goods Received Note manually

Use this method when the goods receipt is not linked to a Purchase Requisition or Purchase Order

1.    Enter the required Header Information, including

• Supplier Code – Unique identifier for the supplier.
• Billing Address - Automatically populated after selecting the Supplier Code.
• Attention - Supplier contact person.
• Date - Date when the goods are received.
• Currency – Default is 1 for PHP. If using a foreign currency, manually enter the correct exchange rate.
• Term – Payment terms agreed with the supplier (e.g., 30 days).
• Due Date – The payment due date calculated from the Term.
• Supplier DO # - Supplier delivery order number.
• Ref No. - Internal reference number.
• Description – Brief description of the transaction.
• Purchaser – Person responsible for the purchase.
• Stock Location – Location where goods will be stored.
• Delivery Term - Delivery condition.
• Tax Inclusive – Enable if prices include tax.
• Project – Associated project (if applicable).

2.    In the Detail section, enter the item information

• Stock – Stock code of the item.
• Description – Automatically populated with the stock name once the Stock code is selected.
• F.Desc – Additional details about the item if needed.
• QTY - Quantity received.
• UOM - Unit of Measure (e.g., pcs, boxes, liters).
• Unit Price - Cost per unit.
• Discount – Any Discount applied.
• Tax - Applicable tax rate

•    WTAX - Withholding tax (if applicable).

3.    Click Save. 

A confirmation message appears indicating “Create goods received notes success”, confirming that the purchase invoice has been successfully recorded.

Application:

The Goods Received Note feature can be used to::

• Maintain accurate inventory records by documenting goods upon receipt.

• Verify supplier deliveries before approving supplier invoices.

• Strengthen financial controls by matching deliveries with procurement records.

• Identify and resolve supplier discrepancies such as shortages or incorrect items.

• Improve audit readiness with clear and traceable receiving records.

System Scope: QNE AI Cloud Accounting / N3 AI Accounting