Skip to content
Flowyana

Goods receipts (GRN)

Every delivery in the door, counted and matched to the bill.

Record what arrived from a supplier on a numbered goods receipt, against a purchase order or without one. Bill from the receipt, add freight and other charges to product cost, and see what is still to receive and what was received but never billed.

See ERP pricingGet started
  • Numbered goods receipts, with or without an order
  • Bills made from the receipt, held to what arrived
  • Freight and charges added to product cost
  • Pending receipts and goods received not billed

What is Goods receipts (GRN) in Flowyana?

Flowyana GRN software records what actually arrives from suppliers. Each delivery gets a numbered goods receipt note (GRN, also called a goods received note) that adds the goods to stock at the location where they landed. It is for retailers, distributors, importers, restaurants and manufacturers that buy stock, in India, the UAE, Saudi Arabia and beyond.

The receipt is the fact the rest depends on. The supplier’s bill is matched to it, the product cost comes from it, and the question “did we ever get billed for that?” is answered from it. Flowyana makes the bill from the receipt, stops it at what was received, and keeps a running list of goods received but not billed.

Real product cost includes more than the supplier’s price. Freight, customs and handling can be added to a receipt’s cost, shared by value or quantity, even when that bill arrives weeks later, so the landed cost of each item is what your margins are worked out on.

What it does

Goods receipts (GRN), in practice.

A number for every delivery

Each receipt gets its own goods receipt number, the supplier, the date, the location the goods went into and the value received.

Against the order, or not

Receive against a purchase order line by line, or record a direct receipt when goods arrive with no order behind them.

Stock arriving with the bill

When goods and bill come together, “Stock arrived with this bill” records the goods receipt as the bill is approved.

Bill from the receipt

Create the bill from a goods receipt. Each line starts at what can still be billed, and a receipt cannot be billed twice.

Charges added to product cost

Add freight, customs or handling on a bill or an expense to the product cost of a receipt, shared by value or by quantity.

Charges that come later

A freight bill that arrives a week after the goods can still be added to that earlier receipt’s cost.

Serials, batches and labels

Serial numbers are entered as goods are received, batches and expiry dates are recorded, and labels can be printed while receiving.

Pending receipts

Open purchase order lines with something left to receive, their age, expected date and days overdue.

Goods received not billed

Purchases whose goods and bills do not match yet, received but not billed or billed but not received, checked against the books.

Cancel or return

Cancel a receipt entered in error, or send goods back to the supplier with a purchase return against the receipt.

Only need this module?

Get Purchasing in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

See ERP pricing →

How it works

Goods receipts (GRN), step by step.

  1. 1

    Receive the goods

    Open the purchase order and receive what arrived, or record a direct receipt. Pick the location and enter serials or batches.

  2. 2

    Check what is missing

    The order shows what is left to receive, and Pending receipts lists every late line.

  3. 3

    Bill from the receipt

    When the supplier’s invoice comes, create the bill from the receipt.

  4. 4

    Add the extra costs

    Add freight, customs or handling from its bill or expense to the receipt’s product cost.

  5. 5

    Clear what is unbilled

    Work through Goods received not billed until it matches what you expect.

In depth

A closer look.

GRN with or without a purchase order

Goods arrive against a purchase order, with no order at all, or with the bill in hand. Each goods receipt shows where it came from: purchase order, direct or with a bill. Receiving against an order shows ordered and received per line and fills in what arrived. A direct receipt asks for the supplier, the date and a unit cost for each line. A bill with “Stock arrived with this bill” records the receipt when it is approved.

  • Against a purchase order
  • Direct receipts
  • Received with the bill
  • Source shown on every receipt

Bills matched to receipts

Create a bill from the receipt and each line starts at what can still be billed. The receipt shows received, billed, returned and anything received beyond the order, with a Bills tab listing every bill made from it. If you start a fresh bill for a supplier who has unbilled receipts, Flowyana points you to them, so the same goods are not counted into stock twice.

  • Bill straight from the receipt
  • Received, billed and returned per line
  • Bills tab on every receipt
  • Warning about unbilled receipts

Landed cost: freight and charges in product cost

A charge on a bill or an expense, such as freight, customs, clearing or handling, can be added to the product cost of a receipt instead of going straight to expenses. Choose the receipt and share the charge by value or by quantity, and the cost of those goods goes up. Shipping on a bill can go to its own products’ cost, and a charge billed later can be applied to an earlier receipt.

  • Added from a bill or an expense
  • Shared by value or by quantity
  • Applies to an earlier receipt
  • Shipping into product cost

Pending receipts and goods received not billed

Pending receipts lists open purchase order lines with something left to receive, with the order’s age, the expected date and days overdue, by line, supplier or product. The Goods receipts report shows what each receipt received, billed and returned and what is still to bill. Goods received not billed, in Purchases and Accounting, shows each purchase whose goods and bills do not match, either way round, and checks the total against the books.

  • Pending receipts with days overdue
  • Goods receipts report
  • Received not billed, billed not received
  • Dashboard widgets for both

Who it’s for

Businesses that run on Goods receipts (GRN).

Importers and trading companies

Add freight, customs and clearing to the cost of each shipment, so margins reflect what goods really cost.

Supermarkets and retailers

Receive daily deliveries at each branch, with batches and expiry, and bill them when the invoices arrive.

Distributors and wholesalers

Track late supplier deliveries and keep goods received not billed under control at month end.

Restaurants and cafés

Record ingredient deliveries as they come in, with or without a purchase order.

Manufacturers

Receive raw materials against orders and chase the lines that are overdue.

Questions

Asked about goods receipts (grn).

What is a goods receipt note (GRN)?

A record that goods have arrived from a supplier: what came, how many, at what cost and where they were put. In Flowyana each goods receipt has its own number and adds the goods to stock at that location.

Can I receive goods without a purchase order in Flowyana?

No. Receive against a purchase order when there is one, or record a direct receipt for goods that came without an order. Both add stock and both can be billed.

What if the goods and the supplier’s invoice arrive together?

Turn on “Stock arrived with this bill” on the bill. Approving the bill then records the goods receipt for its order lines and adds their stock, so you do not enter it twice.

Can I bill a receipt more than once by mistake?

No. A bill made from a receipt starts at what can still be billed, line by line, and stops at what was received. If the supplier has receipts not billed yet, a new bill points you to them.

How do I add freight or customs to landed cost?

On the bill or expense for the charge, choose to add it to product cost and pick the receipt. The amount is shared across the receipt’s lines by value or by quantity, and raises their cost.

Can a charge be added after the goods are already in stock?

Yes. Choose “Apply to an earlier receipt” and pick the receipt the charge belongs to. The charge is shared across that receipt’s lines.

How do I see pending receipts from suppliers?

The Pending receipts report lists open purchase order lines with something left to receive, the expected date and how many days late each one is. Filter to overdue lines only.

What is goods received not billed (GRNB)?

Goods you have received but not yet been billed for, money you will owe once the bill arrives. Flowyana’s report also shows the opposite, bills for goods not yet received, and flags any purchase that does not add up.

Can I receive more than was ordered?

Yes. Receiving is not blocked at the door, and lines received beyond the order are flagged so the extra is visible.

Can I undo a receipt?

A receipt entered by mistake can be cancelled, which takes its stock back out, as long as nothing has been billed, returned, costed or sold from it since. To send goods back to the supplier, use a purchase return against the receipt.

What is the best GRN software for importers in the UAE or India?

Flowyana suits importers that need receipts, bills and landed cost in one place. Importers can add freight, customs and clearing charges to product cost, and receipts work with GST in India and VAT in the UAE, Saudi Arabia and elsewhere.

One platform

Plays well with the rest.

Purchasing shares its records with every other module you switch on — no connectors, no re-typing.

PurchasingPurchasingPurchasingPurchasingInventoryInventoryInventoryInventoryAll features →

Put Goods receipts (GRN) to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

Get startedSee ERP pricing

WhatsApp +91 97460 84243Call +91 97460 84243hello@flowyana.com