---
title: "Goods Received Notes"
slug: "goods-received-notes"
description: "Read our user guide which details what a Goods Received Note is and how to add one."
tags: ["Goods recieved notes ", "GRN", "Purchase Invoices", "stock"]
updated: 2024-04-30T15:43:14Z
published: 2024-04-30T15:43:14Z
canonical: "support.joblogic.com/goods-received-notes"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://support.joblogic.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Goods Received Notes

## Introduction

A Goods Received Note (GRN) can be created when receiving stock items that were ordered on a Purchase Order.

This guide will help you to understand and set up your Goods Received Notes.

## Set Up

### Enable setting

To turn on this setting, go to Settings > System Setup.

![Image 1.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%201%2895%29.png)

Scroll to find the Goods Received Notes and tick **Enable**.

![Image 2.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%202%2882%29.png)

*You will need to make sure that all current Stock Purchase Orders are marked as Delivered and the Supplier Invoice status is Matched*.

### Number Conventions

Next, go to the **Number Convention** tab at the top

Here, you can set up your own starting number so any Goods Received Notes you create have a unique reference number of your choosing.

![Image 3.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%203%2874%29.png)

![Image 4.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%204%2870%29.png)

### Permissions

This feature is permission based, meaning you can deny or grant certain aspects, as needed.

To do this, go to Settings > Staff > *choose staff member*

Find the **Goods Received Notes** section under the **Business** header and amend permissions as required by clicking the **Edit** button

![Image 5.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%205%2849%29.png)

### Templates

You can amend / create your own Goods Received Notes templates via Settings > Document Templates > Good Received Notes tab.

![Image 17.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2017%2814%29.png)

To edit the current template, click the **Title** to download it.

Remember to **Download the Guidelines** to help you with the tags, too.

![Image 18.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2018%2810%29.png)

To read more about setting up document templates, please click [here](https://support.joblogic.com/docs/create-document-templates-guide).

## Creating a GRN

**1.** Navigate to Purchasing > All Goods Received Notes

Click **Create Stock GRN** to get started

![Image 6.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%206%2849%29.png)

Choose your **Supplier**, and then select a **Stock PO Number**.

*This list will only be populated with PO’s that have undelivered line items against it*.

![Image 9.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%209%2837%29.png)

Next, check your line details and amend the **Quantity Delivered** if needed, and then click **Save**.

![Image 10.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2010%2834%29.png)

**2.**

You can also create a GRN from within the Purchase Order.

To do this, go to Purchasing > All Purchase Orders > *find your relevant Stock PO*

![Image 11.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2011%2828%29.png)

From here, click the **Items** tab and then **Create Stock GRN**.

![Image 12.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2012%2826%29.png)

The data will populate automatically for you. Click **Save** if you are happy with the details.

![Image 13.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2013%2819%29.png)

## 

## 

Creating a GRN will mark the Purchase Order line item(s) as **Delivered**, automatically.

If you amend the quantity, the line item will show as **Partially Delivered** and show you how many are outstanding.

![Image 15.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2015%2823%29.png)

When you next click **Create Stock GRN**, it will pull through all remaining items. Again, you can choose the line items and amend the quantities as needed.

![Image 16.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2016%2821%29.png)

## Viewing a GRN

To view the note, you can either go back to Purchasing > All Goods Received Notes

![Image 14a.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2014a.png)

Or you can go to the All Purchase Orders screen and click the link icon next to the PO Number.

This will show you the main details of the GRN. You can then click the GRN number to be taken to the main details screen.

![Image 14.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2014%2819%29.png)

To **Download** or **Print** the Goods Received Note, click the **Share** arrow. Clicking the word will simply Print/Download your default template.

If you have multiple templates set up, click the 3 dots to manually choose a template to Print/Download.

![Image 19.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2019%288%29.png)

## Stock Purchase Invoices

To add a Purchase Invoice, you can either go to :

Purchasing > All Goods Received Notes > Add Purchase Invoice

![Image 21.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2021%285%29.png)

or Purchasing > All Purchase Invoices > Add Purchase Invoice

![Image 20.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2020%2811%29.png)

Next, choose your **Supplier**. This will then open the Stock PO Number dropdown.

![Image 22.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2022%286%29.png)

Choose your **Purchase Orders** as needed. You can add more than one by ticking the relevant boxes.

![Image 23.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2023%286%29.png)

And then choose your **GRN Numbers**. Again, you may choose more than one if required.

![Image 24.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2024%288%29.png)

Once your GRN has been chosen, then items will be listed below for reference. Here, you can amend the **Invoice Price**, **Invoice Qty**, **VAT** and **Overridden VAT Amount**, along with deselecting line items as a whole.

![grn1.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/grn1%281%29.png)

If you wish to only invoice part of the **GRNs Qty**, you can amend the **Invoice Qty** to reflect this.

Your **Pending Invoice Qty** will then be updated automatically to show you what you have left to invoice.

![grn2.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/grn2.png)

You will need to enter a **Purchase Invoice Number** and the **Date** as these are mandatory fields.

You can then add a **Reference** and **Attachment** of the Invoice before clicking **Save**.

![grn4.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/grn4.png)

This will then mark your GRN as **Completed** and **Invoice Matched**.

![Image 26.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2026%286%29.png)

It will also mark your Purchase Order as **Invoice Matched**.

![Image 27.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2027%288%29.png)

However, if there is anything still outstanding, the GRN and invoices statuses will reflect this

![grn3.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/grn3.png)

If you click into the **Items** tab on your GRN, you will be able to view which Invoice the line items are associated with. This is a hyperlinked text meaning you can click on this to view your Stock Purchase Invoice details.

![Image 28.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2028%284%29.png)

On the All Purchase Invoices page, you can view all Purchase Orders and Goods Received Notes associated with the Invoice.

There will be a **+** button with a number against it to show you how many further PO’s or GRN’s are against the Purchase Invoice. All items here are hyperlinked and will take you to the relevant pages if clicked.

![Image 29.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2029%283%29.png)

### Credits

To raise a Credit against a Stock Purchase Invoice, click through to Purchasing > All Purchase Invoices > *choose your invoice* > Credits tab

![Image 30.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2030%283%29.png)

Click **Add Credit**, and you’ll be transferred to the Add Purchase Credit page

![Image 31.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2031%283%29.png)

Firstly, enter your **Purchase Credit Number** and the **Date**.

Next, add a **Reference** if required. This field is not mandatory and can be left blank.

![Image 32.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2032%282%29.png)

Finally, check over your line items. Untick lines that do not need to be credited, or make amendments to the **Credit Price**, **VAT** and **Overridden VAT Amount** as required.

Click **Save** when you are happy with the details.

![Image 33.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2033%282%29.png)

The Credit will show in the **All Purchase Invoices** list in the same way as the Invoices. You can view the PO’s and GRN’s associated with the Credit by clicking the links or the **+** icon to view more.

![Image 34.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2034%282%29.png)

### Variances

If you do make amendments to the **Prices** when creating a Stock Purchase Invoice or Credit, Joblogic will calculate the **Variance** for you.

The **Unit Variance** and **Total Variance** will be populated automatically.

![Image 35.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2035%282%29.png)

The All Purchase Invoices screen will also be updated with the overall **Total Variance** for that Invoice/Credit.

![Image 36.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/Image%2036%282%29.png)

You can set up a default Nominal Code for your **Purchase Price Variances** if required.

To do this, go to Settings > System Setup > Financial tab

![variance nominal.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/variance%20nominal%281%29.png)

This will then pull through to your report **Invoice Line Item Variance** via Reports > Dynamic Reports

![variance 2.png](https://cdn.document360.io/7b0221a4-2cb1-462b-9b01-b03051eb7ca3/Images/Documentation/variance%202%281%29.png)

## Further Support

For further information or assistance with the above, contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Customer Success Management team can be reached by emailing customersuccess@joblogic.com

## Publishing Details

This document was written and produced by Joblogic’s Technical Writing team and was last updated on the date specified above. Be aware that the information provided may be subject to change following further updates on the matter becoming available. Additionally, details within the guide may vary depending on your Joblogic account’s user permissions.