How to Create a Goods Receipt Note (GRN) Document

How to Create a Goods Receipt Note (GRN) Document

Introduction


Info
Goods received note is a document that acknowledges the delivery of goods to a customer by a supplier. A GRN consists of a record of goods that the buyer has received. This record helps the customer compare the goods delivered against the goods ordered.

Procedure for Creating a GRN Document  - 

Step 1: Initiating the GRN Document  - 

Login to POMS Application:

Access the Parts Order Management System (POMS) using your credentials to begin the process.

Navigation:-  Follow the path:

Parts → Procurement → GRN to navigate to the GRN creation screen.



Step 2: Creating a New GRN

  1. Click on “New” Button:
    • After receiving parts from the supplier, click the “New” button to initiate the creation of a new GRN document.




Step 3: Selecting SAP Delivery Number

  1. Choose SAP Delivery Number:
    • Select the relevant SAP Delivery Number from the available dropdown list. This number corresponds to the delivery reference for the shipment received from the supplier.



Step 4: Selecting SAP Invoice Document Number

  1. Select SAP Invoice Number:
    • From the dropdown menu, choose the corresponding SAP Invoice Document Number. This number refers to the invoice associated with the delivered goods.



Step 5: Entering Supplier Details

    1. Supplier Name: -  Select the supplier’s name from the dropdown list of registered suppliers in the system.

    2. Supplier Invoice Number: -  Manually enter the supplier invoice number to ensure proper tracking and reconciliation.

    3. Supplier Invoice Date: -  Select the invoice date from the dropdown calendar.

    4. Supplier Invoice Amount: -  Manually enter the total amount of the supplier’s invoice for the goods received.



Step 6: Entering GRN Details

  1. Received Quantity:

    • The system will auto-populate certain fields in the GRN, but the received quantity must be manually entered. This step is crucial to ensure that the quantity of parts received matches the quantity ordered.

  2. Discrepancies in Quantity:

    • If there is a quantity discrepancy (either excess or shortage), it is important to follow the appropriate reconciliation process:
      • Excess Quantity: An Excess Stock Reconciliation (ESR) document must be created.
      • Shortage Quantity: A Purchase Claim Document (PDC) should be created.
      • Damaged Parts: If parts are damaged, the Negative Adjustment Process must be followed.



Notes
Please Note - 

A. For excess quantity user need to create Excess Stock Reconciliation Document ( ESR ).



B. For shortage quantity user need to create Purchase Claim Document ( PDC ).



C. For Damage part kindly Create DCR Document. 

Step 7: Save the Document

  1. Review All Details:
    • Carefully review all entered details, including supplier information, invoice details, and received quantities.
  2. Save the GRN Document:
    • Once all information is accurate, click Save to store the GRN document in the system. This will finalize the acknowledgment of goods received and mark the transaction as complete.




Warning
Validation Checks

1. Validation Check for Excess or Shortage Quantities:

  • Alert
    Reminder to Mark Quantities:

    • Before saving the GRN, ensure that excess or shortage quantities have been marked accordingly. The system will display a pop-up warning to remind users to address any discrepancies before saving the document.

  • Info
    Important Note:

    • Once the GRN document is saved, no further claims for excess or shortage quantities will be possible. Therefore, it is critical to resolve all discrepancies prior to saving.



2. Carton Number Requirement for Specific Part Issues:

  • Carton Number for Shortage/Excess/Damaged Parts:
    • For part number 123, the system mandates that a carton number be entered for any shortage, excess, or damage issues related to that specific part.





Notes
Notes:

  • Excess Quantity: If the quantity received exceeds the ordered quantity, an Excess Stock Reconciliation Document (ESR) must be created.
  • Shortage Quantity: If there is a shortage in the quantity received, a Purchase Claim Document (PDC) should be created.
  • Damaged Parts: Any damaged parts must follow the DCR Process to account for the damage and adjust inventory accordingly.

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