Free Excel template
Free GRN format in Excel
Free GRN format in Excel for manufacturers: PO qty, challan qty, received, accepted, rejected and short supply calculated for you. Print-ready A4.
Download GRN format (.xlsx)Free, no sign-up. Works in Excel, Google Sheets and LibreOffice.
A GRN (Goods Receipt Note) is the store's record of what actually arrived against a purchase order. This free GRN format in Excel is built the way Indian factory stores work. It puts the PO quantity, the quantity on the supplier's challan and the quantity you counted side by side, so a short supply shows up before the bill is passed.
The file prints on one A4 page (landscape) and has a second sheet, How to use, with step-by-step instructions. It works in Excel, Google Sheets and LibreOffice.
What's in the GRN format
Header: company, GRN number, GRN date, vendor, PO number and date, invoice or challan number, vehicle number, gate entry number, store location and the name of the person receiving.
Line items, one row per item on the PO:
| Column | What to enter |
|---|---|
| Item code, description, UOM | Exactly as on the purchase order |
| PO qty | The quantity ordered |
| Challan / invoice qty | The quantity the supplier says they sent |
| Received qty | What you physically counted at the store |
| Accepted qty | What passed quality check |
| Rejected qty | Calculated: received minus accepted |
| Short (−) / excess (+) | Calculated: received minus challan, turns red when short |
| Rate (₹) | The PO rate, not the invoice rate |
| Amount (₹) | Calculated on accepted quantity only |
| Remarks | Damage, wrong make, partial delivery and so on |
Below the table there's a total, a line for QC remarks and signature boxes for the store keeper, QC and the approver.
A worked example
A plant orders 1,000 bearings (6210 ZZ) at ₹452 each. The challan says 1,000. The store counts 960, and QC rejects 10 for rust.
- Received qty: 960. Short/excess shows −40 in red.
- Accepted qty: 950, so rejected is 10.
- Amount: 950 × ₹452 = ₹4,29,400, not the ₹4,52,000 on the invoice.
That ₹22,600 gap is money a manual register often misses, because the invoice reaches accounts before anyone compares it with the store count. The example row is already filled in. Delete it before you start.
Common mistakes with GRNs
- Copying the invoice quantity instead of counting. The GRN exists to record what arrived, not what was billed.
- Using the invoice rate. If the vendor billed above the PO rate, the GRN should show the PO rate so the difference is questioned.
- Skipping rejected quantity. Material that fails QC and sits in the store gets issued by mistake later.
- No link to the PO. A GRN without a PO number can't be matched in a three-way match of PO, GRN and invoice.
- Filing the invoice separately. Staple or scan it with the GRN, or payment queries take days.
When to move from Excel to software
An Excel GRN is a good discipline for a small store. It starts to break when:
- several people receive material at different gates and the sheets don't come together;
- someone has to re-type the PO lines into every GRN;
- accounts can't see which GRNs are still pending against an invoice;
- you want to know, across the year, which vendors short-supply you most often.
In IndustryPrime, the GRN step pulls the lines from the approved PO, records received, accepted and rejected quantities with the invoice attached, and updates stock the moment the GRN is saved. You can see pending deliveries against every PO from your phone. The same record flows into material issue and your store ledger, so nobody keeps a second register.
Want to understand the document itself first? Read What is a GRN?, or pair this file with the free comparative statement format and indent format.