Goods Receipt Notes (GRN)
A Goods Receipt Note (GRN) documents the physical receipt of items against a Purchase Order. It serves as the official record that goods have been received...
2026-02-01 · 5 min
Manual area
Procurement
Coverage
5 sections
Operator notes
2 implementation notes
Overview
A Goods Receipt Note (GRN) documents the physical receipt of items against a Purchase Order. It serves as the official record that goods have been received, inspected, and accepted into inventory. GRNs are essential for three-way matching (PO-GRN-Invoice) and accurate stock management.
Creating a GRN
Navigate to Procurement > GRN > New GRN.
- Select the Purchase Order number -- the system auto-fills vendor details and ordered items.
- For each line item, enter the received quantity (can be less than ordered for partial deliveries).
- For pharmaceuticals and consumables, enter batch number, manufacturing date, and expiry date.
- Record the invoice number, invoice date, and invoice amount from the vendor's bill.
- Note any discrepancies (damaged goods, short supply, wrong items) in the remarks.
- Submit the GRN to update inventory.
Quality Inspection
For items flagged for mandatory inspection (configured per item category), the GRN enters a Pending QC status. Items are held in a quarantine location until the quality team inspects and approves them. Approved items move to the main store; rejected items are flagged for return. The inspection checklist, results, and inspector name are recorded on the GRN.
Partial & Over-Receipts
Bio Ecko handles partial deliveries automatically. When a GRN records fewer items than ordered, the PO status changes to Partially Received and the remaining quantity stays open for future GRNs. Over-receipt (receiving more than ordered) generates a warning and requires supervisor approval. The tolerance percentage is configurable under Settings > Procurement > Receipt Tolerance.
Three-Way Matching
Once the GRN is recorded and the vendor invoice is uploaded, the system performs automatic three-way matching:
- PO rate vs Invoice rate -- flags price discrepancies.
- PO quantity vs GRN quantity vs Invoice quantity -- flags quantity mismatches.
- Matched invoices are cleared for payment; mismatched invoices are held for review.
This prevents overpayment and ensures you only pay for what was ordered and received.
Notes
Warning
Always verify batch numbers and expiry dates during GRN. Incorrect batch tracking can lead to dispensing errors and regulatory non-compliance.
Clinic tip
For small clinics with simple supply chains, enable the Quick GRN feature that auto-fills all fields from the PO, requiring only a confirmation click.
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