Goods Receiving Form

How to use this GRN form

1. Enter the delivery details from the delivery note and purchase order.
2. Tick the delivery checks as you complete them.
3. For each item, enter the ordered quantity and the quantity physically received. The short or excess figure is worked out for you.
4. Split the received quantity into accepted and rejected. The form warns you if they do not add up to what was received.
5. Record the reason for any rejection, plus batch, production date and expiry where needed, then print or save the form and file it with the signed delivery note.

From this form to the GRN in your system

• This form is the record made at the dock. The GRN itself is created in your system, which gives it a system-generated number.
• Enter the quantity physically received on the GRN, not the ordered quantity and not the delivery note figure.
• If less arrived than was ordered, the purchase order stays open for the balance, and the rest is received against the same purchase order when it arrives.
• Damaged stock is not a shortage. It is handled separately through a Damage Stock Issue after management approval.

The guide to goods received notes explains this process with a worked example.

Before you sign the delivery note

Write any shortage, excess or damage on the driver’s copy before signing, and take photos of damaged goods. The goods receiving checklist covers each step in more detail.