How to Create Goods Received Notes

Modified on Mon, Jun 29 at 5:42 PM

A Goods Received Notes (GRN) records items received from a supplier and confirms that the delivered goods match the expected order or delivery details.

In QNE Optimum, creating a GRN updates inventory records and provides a verified reference for the accounts payable team before processing supplier invoices.

This feature is commonly used by warehouse personnel, procurement staff, and accounts payable teams to confirm deliveries, validate quantities received, and maintain accurate inventory records.

Scenario:

A supplier delivers office supplies to the company warehouse. The warehouse staff checks the items and quantities against the supplier's delivery order.

To formally record the delivery and update the inventory records, the staff creates a Goods Received Notes (GRN) in QNE Optimum. The GRN captures the supplier details, delivery reference, and quantities received, ensuring accurate inventory tracking and providing a reference for invoice verification.

Procedure 1: Creating Goods Received Notes

In the navigation pane click Purchases > Goods Received Notes.

Note: If the Quick Create Icon (the one inside the red box) is highlighted, clicking Goods Received Notes will immediately redirect you to the new Goods Received Notes transaction form. If the Quick Create Icon is not highlighted, you will be directed to the Goods Received Notes Listing instead.

From there, select the New button to create a new Goods Received Notes transaction.

There are two options available for creating a Goods Received Notes:

Option 1: Create a Goods Received Note by transferring the details from the Purchase Order or Purchase Requisition, depending on your procurement process.

Select the Supplier code

On the top part of the Goods Received Notes window, select the Transfer button. Then select Purchase Requisition/Purchase Order, depending on your procurement process.

Select the Purchase Requisitions/Purchase Orders needed to be transferred to the Goods Received Notes by clicking OK.

Once complete, the system copies all the details included in its source document and has it prepared for the Goods Received Notes. Click Save if details are good to go.

Option 2: Create a Goods Received Notes manually.

Fill in the required Header information, such as:

Supplier – Unique identifier for the supplier.
Attention - Supplier contact person.
Doc Date - Date when the Goods Received Notes is created.
Currency – Default is 1 for PHP. If using a foreign currency, manually enter the correct exchange rate.
Term – Payment terms agreed with the supplier (e.g., 30 days).
Require Date – Date the items are needed.
Supplier DO No - Supplier delivery order number.
GRN No. - Document number of the created Goods Received Note.
Reference No. - Internal reference number.
Purchaser – Person responsible for the purchase.
Location – Location where goods will be stored.
Tax Inclusive – Enable if prices include tax.
Project – Associated project (if applicable).

In the Details section, enter the item information

Stock Code – Stock code of the item.
Description – Automatically populated with the stock name once the Stock code is selected.
F.Desc – Additional details about the item if needed.
QTY – Quantity received.
UOM - Unit of Measure (e.g., pcs, boxes, liters).
Unit Price - Cost per unit.
Disc – Any Discount applied.
Tax - Tax rate, if applicable.
WTAX - Withholding tax, if applicable.

Procedure 2: Editing a Goods Received Notes

Go to Purchases > Goods Received Notes, then select the Doc # of the Goods Received Note that you want to update.

Once opened, apply necessary adjustments on the document. Click Save to implement changes.

Procedure 3: Deleting a Goods Received Notes

In the Goods Received Note List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

The document will be deleted in the Goods Received Notes list.

Application:

The Goods Received Notes feature can be used to:

Maintain accurate inventory records by documenting goods upon receipt.
Verify supplier deliveries before approving supplier invoices.
Strengthen financial controls by matching deliveries with procurement records.
Identify and resolve supplier discrepancies such as shortages or incorrect items.
Improve audit readiness with clear and traceable receiving records.

Important Notes:

Editing and Deleting Transactions: Editing and deletion permissions may be restricted based on system configuration, organizational policy, or applicable regulatory requirements (CAS Approval). It's vital to adhere to your company's internal policy regarding these functionalities. It is generally advisable to disable or limit the ability to edit/delete to maintain compliance with regulations.

System Scope: QNE Optimum