Generating GRN for a Purchase Request

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Last updated: Apr 22, 2024 by Shilpa K (Deactivated)Version comment
 SummitAI Procurement
Procurement

What is a Good 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 PR:

  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 Request from the Type and GRN For drop-down list, respectively, specify all other filter criteria, and then click SUBMIT. The Purchase Request list is displayed on the GENERATE GRN/SRN page.

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

    PURCHASE REQUEST LIST
    Figure: GENERATE GRN/SRN page - PURCHASE REQUEST LIST
  3. Click the PR Code hyperlink of the PR 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 PR.

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.

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.

Currency

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

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.

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 Requests 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.