A Goods Received Note (GRN) records what was actually received against a purchase order. It is a key control point between procurement, inventory, project delivery and supplier invoicing.
Why partial receipts matter
Suppliers often deliver purchase orders in stages. A useful GRN process therefore records line-level quantities received, accepted, rejected and still outstanding rather than simply marking the whole PO as complete.
Stock items vs project items
Stock items may increase warehouse inventory, while project-specific items can be received directly against a project or designated storage location. The accounting and ownership logic should remain traceable.
Three-way matching
Many organizations compare the purchase order, goods receipt and supplier invoice before payment. The PO shows what was ordered, the GRN shows what arrived, and the invoice shows what is being billed.
Data quality
Item code, unit of measure, quantity, project, supplier and PO reference should remain consistent through the process. Good master data reduces manual corrections later.
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