Goods Received Notes
Receive and record incoming stock for both consumables and serialized parts.
1 What's on this page
The Goods Received Notes page is the central location for recording all incoming stock. GRNs serve as the formal record of receipts for both consumable materials and serialized parts, updating store quantities upon commitment.
Key Features
- GRN creation and editing: Record supplier, receiver, date, notes, and line items for received stock
- Support for consumables and parts: Add batches of consumables or individual serialized parts in a single GRN
- Draft and committed states: Edit freely while in draft; committed GRNs are locked for audit integrity
- Document generation: Produce official GRN PDFs for records and compliance
- Search, filter and reports: Filter by date periods, search by code/supplier/part, generate GRN reports
Page Areas
- Search and filters: Top search bar and period filters for locating GRNs
- Action buttons: Add GRN (if permitted) and access to GRN reports
- Main table: List of GRNs with expand/collapse for line items, status, and quick actions
- Item details: Expanded view shows received consumable batches or serialized parts
GRNs update inventory: When a GRN is committed, stock quantities for the listed consumable batches or serialized parts are increased in the selected store locations.
Access requires appropriate GRN permissions. Draft GRNs can be edited by users with edit rights; committed records are read-only.
2 Primary workflows
Create a new Goods Received Note
When to use: When stock (consumables or serialized parts) arrives from a supplier and needs to be recorded into inventory stores.
Steps
- Click the Add GRN button (if you have edit permission)
- In the GRN window, complete the header details:
- Received At (UTC): The date and time the stock was received
- Supplier: Select the manufacturer or supplier
- Received By: Select the user who received the goods
- Notes: Optional free-text details about the receipt
- Click Add line item to add one or more:
- Select consumable type and batch details, or serialized part
- Specify quantities and target store location (bin)
- Review the staged items and click Save as Draft (to save without updating inventory) or Process GRN (to commit and update store quantities)
- (Optional) Generate and attach the GRN document PDF
Edit or complete a draft GRN
When to use: To correct details or add missing items before the GRN is committed to inventory.
Steps
- Locate the draft GRN in the list (status indicates draft)
- Click the edit button in the row
- Update header information or add/remove line items as needed
- Click Save as Draft or Process GRN. The GRN remains editable until committed
View GRN details and generate documents
When to use: To review a receipt or produce an official GRN document for records or external parties.
Steps
- Expand a GRN row or open the read-only view
- Review all header details and received items (consumables with batch/UOM or serialized parts with serials)
- Click the GRN document button to generate or download the PDF
3 Feature reference
GRN table columns
| Column | Meaning | Notes |
|---|---|---|
| Code | Unique GRN identifier | Auto-generated or user-provided reference |
| Date Received (UTC) | When the goods were physically received | Used for reporting and audit trails |
| Supplier | The source of the received stock | Selected from configured manufacturer/suppliers |
| Received By | The user who accepted the delivery | Required for accountability |
| Items | Count of line items on the GRN | Expandable to show consumable batches or serialized parts |
| Status | Draft or Committed | Drafts are editable; committed records update inventory and are locked |
GRN line items
Each GRN can include a mix of:
- Consumable batches: Quantity received, batch number (if tracked), UOM, target store location, optional expiry for shelf-life items.
- Serialized parts: Individual parts with serial numbers assigned to store locations upon receipt.
4 Rules, permissions & validations
Permissions
- MH.GRN.Any: View the GRN page and records
- MH.GRN.Edit: Create new GRNs and edit drafts
Key rules
- Received date cannot be in the future
- Supplier and Received By are required
- At least one line item (consumable batch or serialized part) is required
- Store location (bin) must be selected for each received item
- Committed GRNs lock the record; subsequent stock adjustments use inventory transactions
- GRN items feed directly into store stock levels for the chosen locations