Goods receipt (GRN)
GRN software so you pay only for what actually arrived
Every inward entry is matched to its PO, with QC, rejections and the invoice together. Short supply shows before the bill is paid.
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What is GRN software?
GRN software records goods received against the purchase order: quantity, quality checks, rejections and the vendor invoice. It updates stock and flags short or excess supply, so accounts pay only for what the store accepted.
Invoice says 1,000. Store received 960.
A truck arrives in the evening. The storekeeper counts roughly, signs the challan and writes up the inward register. A week later accounts pays the invoice for 1,000, because the two records were never connected.
The gap may be short supply, or material that failed QC. Either way you pay for what you did not use, and stock is wrong from the moment the truck leaves.
Every receipt starts from the purchase order
The store records a GRN by picking the purchase order. Ordered items and pending quantities are already there. Enter what arrived and what was accepted; any difference is flagged on the spot.
Because the GRN ties to the PO and the PO to the indent, any item traces back to who asked for it, who approved it, the agreed rate and what arrived.
Quality, rejections and invoices in one record
Each GRN captures:
- Received and accepted quantity per line
- QC result and any rejection, with the reason
- Unloading location
- The vendor invoice
- Approval, where your process needs a second check
When a vendor disputes a rejection, the record is already there.
Accounts pays for what was accepted
When the invoice is attached, IndustryPrime reads it and checks each line against the GRN: the item, the quantity accepted and the rate on the PO. A scanned invoice or a phone photo is read by AI. Any difference is flagged before the GRN is saved, so accounts start from a three-way match that is already done. Advances and pending amounts are tracked against each PO.
Stock you can trust
Stock, stock value and reorder alerts follow what physically arrived, not what the PO said. That is the base for preventing stockouts and spotting dead stock.
Prateek Agarwal, Director of Plascom, said IndustryPrime gives "clear and transparent visibility across procurement, stock and consumption."
What changes for the storekeeper
One GRN screen replaces the inward register, the rejection notebook and the invoice file. A past receipt is found in seconds by PO, vendor, item or date.
Learn more or start with a format
New to GRNs? Read What is a GRN? or download the free GRN format in Excel. To see a GRN on your own items, book a demo.
How it works
Goods receipt (GRN), step by step
- 1
Pick the PO when the truck arrives
Ordered items and balance quantities appear. Nothing to look up in registers.
- 2
Record what was received and accepted
Quantity, QC result and rejections. Short or excess supply is flagged at once.
- 3
Attach the invoice, and it is checked
The invoice is read (PDF, Excel, or a scan or photo by AI), and any line where quantity or rate differs from the GRN is flagged.
- 4
Stock and payments update themselves
Accepted quantity goes into stock; the PO's balance and payment position update.
PO, GRN and issue in one connected flow
“I have been working at Brahmaputra Metallics for the past 15 years. Earlier, we used a different software, and it created a lot of issues for us because everything had to be done separately. Receipts needed two entries, issues needed two entries, and reports were scattered across different places. Purchase worked the same way. With IndustryPrime, everything is connected. The PO is linked to the GRN, and the GRN is linked to the Issue, all within one flow with a proper approval matrix. This saves us a lot of time and keeps everything running smoothly. The software is fast and user-friendly, and everything is available at the click of a button. Store, inventory, GRN, we can see it all in one place. Earlier, we had to search for everything separately. Now, everything runs well.”
FAQs
Frequently asked questions
Can we record a GRN without a purchase order?
IndustryPrime is designed so every receipt is recorded against a PO. That is what lets it flag short supply and rate differences, and gives you a traceable record from indent to stock.
How are rejected materials handled?
Rejected quantities are recorded on the GRN with the reason. Only accepted quantity goes into stock, and the rejection stays visible against the PO and vendor.
Can we receive a PO in several deliveries?
Yes. Each delivery gets its own GRN against the same PO, and the balance quantity updates after every receipt until the PO is complete.
Does the GRN update stock automatically?
Yes. As soon as the GRN is approved, accepted quantities are added to stock at the right location, and the item's stock value updates.
Can accounts see the invoice from the GRN?
Yes. The vendor invoice is attached to the GRN, so accounts can check the invoice against the PO and accepted quantity without asking the store for paperwork.
Keep exploring
- SoftwarePurchase ordersRates checked against your last buy.
- GlossaryGRN (Goods Receipt Note)GRN stands for Goods Receipt Note. It is the document the store creates when material arrives, recording what was actually received against the purchase order, its quality check result and any shortage or rejection. The GRN updates stock and is the basis for clearing the vendor's invoice.
- GlossaryThree-way matchThree-way match is the check done before paying a vendor: the purchase order (what you agreed), the GRN (what you actually received and accepted) and the vendor's invoice (what they are billing) must agree on item, quantity and rate. Any difference is resolved before payment.
- ArticleWhat Is a GRN (Goods Receipt Note)? Meaning, Format & Process ExplainedGRN (Goods Receipt Note) explained: what it means, what a GRN format includes, and how the goods receipt process works for Indian SME manufacturers.
- Free templateGRN Format in Excel (Free Download)Free GRN format in Excel for manufacturers: PO qty, challan qty, received, accepted, rejected and short supply calculated for you. Print-ready A4.
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