Generating GRN for a Purchase Order

Owned by Enterprise IT
Last updated: Apr 22, 2024 by Shilpa K (Deactivated)Version comment
5 min read
 SummitAI Procurement
Procurement

What is a Goods Received Note (GRN)?

You can generate a Goods Received Note (GRN) after you receive the ordered Goods. The GRN is generated to record that the Goods are delivered by the Vendor/Supplier. The GRN is generated against a Purchase Request (PR) or Purchase Order (PO).

To generate GRN for a PO:

  1. Select Procurement > User > Manage Request > Generate GRN/SRN.
  2. On the GENERATE GRN/SRN page, on the FILTERS pop-up page, select GRN and Purchase Order from the Type and GRN For drop-down list, respectively, specify all other filter criteria, and then click SUBMIT. The Purchase order list is displayed on the GENERATE GRN/SRN page.

    FILTERS pop-up page
    Figure: FILTERS pop-up page

    PURCHASE ORDER LIST
    Figure: GENERATE GRN/SRN page - PURCHASE ORDER LIST

  3. Click the PO Code hyperlink of the PO for which you want to generate a GRN. The GENERATE GRN page is displayed.
  4. On the GENERATE GRN page, fill in the required details, and then click SUBMIT. For more information about the fields on the  GENERATE GRN page, see Field Description.

Field Description

GENERAL

Fill in the required details under the GENERAL tab.

GENERAL tab
Figure: GENERATE GRN page - GENERAL tab

The following table describes the fields under the GENERAL tab:

Field

Description

GENERAL

Instance/Department

Displays the Instance/Department for which you want to generate the GRN for a PO.

Vendor Invoice No.

Specify the Invoice No. of the Vendor.

Delivery Challan No.

Specify the Delivery Challan No.

Remarks

Specify the Remarks, if any.

Vendor Name

Displays the name of the Vendor who delivered the Goods.

Vendor Invoice Date

Select the Date when the Vendor has created the Invoice.

Delivery Challan Date

Select the Date when the Delivery Challan is created.

ATTACHMENT

Attachment

Upload the attachment, if any.

GOODS INFORMATION

The details of the product for which you want to generate GRN are displayed under the GOODS INFORMATION tab.

GOODS INFORMATION tab
Figure: GENERATE GRN page - GOODS INFORMATION tab

The following table describes the Columns under the GOODS INFORMATION tab:

Field

Description

Delete

Click the Delete icon to delete the Product details.

Edit

Click the Edit icon to edit the Product details.

Purchase Order Code

Displays the Purchase Order Code.

Budget Type

Displays the Budget Type.

Purchase Request Code

Displays the Purchase Request Code.

Product

Displays the Product for which you want to generate a GRN.

Description

Displays the description of the Product.

Unit Rate

Displays the price of the Product per unit.

Order Qty

Displays the total quantity of the Goods that are ordered to the Vendor.

Pending Product Quantity

Displays the total quantity of the Goods that are pending from the Vendor.

Received Product Quantity

Displays the total quantity of the Goods that are received from the Vendor.

Accepted Product Quantity

Displays the total quantity of the Goods that are accepted by the buyer.

Rejected Product Quantity

Displays the total quantity of the Goods that are rejected by the buyer.

Remarks

Displays the Remarks if any.

Total Amt.

Displays the total price of the Goods.

Paid Amount

Displays the amount that is paid to the Vendor.

Invoice Amount

Displays the Invoice amount of the Goods.

Currency

Displays the Currency in which the price of the Product is mentioned.

 STPI/CT3 FORM

Fill in the STPI/CT3 form for the Goods for which you want to generate a GRN.


Figure: GENERATE GRN page - STPI/CT3 FORM tab 

The following table describes the fields under the STPI/CT3 FORM tab:

Field

Description

STPI Approval No.

Select the STPI Approval No. for this PO.

STPI Application No.

Displays the STPI Application No. for this PO.

STPI Approval Date

Displays the STPI Approval Date for this PO.

STPI Approval Amount

Displays the Amount of the CG that is approved by the STPI for importing of the Goods.

BOE No.

Specify the Bill of Entry No.

Note: The Bill of Entry (BOE) is a legal document filed with the Customs and Excise department by the importer of the Goods to clear the imported Goods from the Customs and Excise department. Based on the BOE, the Customs and Excise department accesses and examines the imported Goods and passes the Goods to the importer.

Bill of Entry Date

Specify the Date when the Bill of Entry is filed to the Customs and Excise department.

Currency

Select the Currency in which the value on this page are displayed.

BOE Amount

Specify the BOE Amount.

Invoice Amount

Specify the Invoice Amount.

FOB/CIF

Select the type of shipping agreement.

  • FOB: FOB (Free on Board) is a shipping agreement where the Vendor/Supplier delivers the Goods at the port/location of origin and bears all the cost to this point. The Buyer is responsible for shipping from the port/location of origin and bears all the cost of transporting the Goods that includes shipping charges, container space booking, etc.
  • CIF: Cost, Insurance and Freight (CIF) is a shipping agreement where the Vendor/Supplier delivers the Goods to the port/location of destination and bears all the cost of transporting the Goods that includes shipping/freight charges, insurance of the Goods and so on. The Buyer is responsible for shipping from the port/location of destination and bears the cost associated with it.

HSS Load Amount

Specify the High Sea Sales (HSS) amount, if any.

Note: HSS is a sale carried out by an importer to a third party buyer before the arrival of the goods at the destination and after the goods are dispatched from the port/location of origin. The ownership of the Goods are transferred while the Goods are in transit.

Freight Charge

Specify the Freight Charge.

Insurance Amount

Specify the Insurance Amount for the goods.

CIF Value

Specify the CIF value if the shipping agreement type is CIF.

Assessable Value

Displays the Assessable Value of the imported goods. Based on the Assessable Value, the import duty is calculated.

Import Type

Displays the type of the goods import.

Total Duty Foregone

Specify the total excise duty that is exempted by the Customs and Excise department.

Shipment

Select the shipment type from the drop-down list.

Vessel No.

Specify the vessel no. in which you imported the goods.

Package Mark

Specify the mark provided on the package/container.

Weight of Goods

Specify the weight (in kg) of the imported goods.

Instance/Department

Displays the Instance/Department.

Cost Code

Displays the Cost Code.

CG Balance Amount

Specify the balance amount of the CG. The balance amount is calculated by deducting the amount that is utilized while importing the CG from the total CG value approved by the STPI.

CG Utilized Amount

Specify the amount that is utilized while importing the CG.

Remarks

Specify your remarks, if any.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the GENERATE GRN and GENERATE GRN/SRN pages.

SHOW LIST

Click SHOW LIST to view the list of Purchase Orders on the GENERATE GRN/SRN page.

PRINT

Click PRINT to print the page.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

EXPORT ALL

Click EXPORT ALL to export all the records to a Microsoft Excel sheet.