Goods receipts
Record what came off the lorry against a purchase order — part deliveries and rejected quantities included — and post it into a site or central store.
A goods receipt (GRN) is entered in two steps: you save what arrived as a draft, then you post it. Only posting moves anything — stock, the order, the request and the project's committed cost all update together.
📷 Screenshot spot — the Receive goods form on a project's Procurement tab, with an issued order chosen, the site store selected in Into store, and the Accepted and Rejected columns filled in for two lines
Save as static/img/screenshots/procurement-goods-receipts.png and replace this box with 
Receive a delivery
- Open the project and go to the Procurement tab.
- In the Goods receipts panel, click Receive goods. (Or open the issued purchase order and click Receive goods there — the order is then already chosen.)
- In Against order, choose the order. Only orders issued to the vendor are listed.
- In Into store, check the store. The project's own site store is chosen for you; central stores are offered too. Another project's site store is never offered.
- Fill Receipt date, Vehicle, Vendor invoice no. and Vendor invoice date from the paperwork, and Notes if needed.
- For each line, the form shows what was Ordered and what is Outstanding, and fills Accepted with the outstanding quantity. Change Accepted to what you actually took into the store.
- Enter any quantity sent back in Rejected, with a Remarks note (wrong grade, damaged bags, short weight).
- Click Save receipt. It is saved as a draft — nothing has moved yet.
- Open the receipt from the list, check it, and click Post receipt.
Receipts are numbered across the company, for example GRN/26-27/0041.
If the project has no site store and the company has no central store, the form says so. Only the Company Admin can open a store — see Stores.
Every receipt in the app is entered against an issued purchase order. Receiving material with no order behind it is not in the app yet.
Part deliveries
Receive what arrived today; the rest stays outstanding on the order. The next time you receive against it, Outstanding shows only the remainder. The order stays Issued until every line has fully arrived, then closes itself.
You cannot accept more than is outstanding. The app refuses with a message such as "… is outstanding on this order line … Accepting more than was ordered is a decision somebody has to take, not something a receipt does quietly." If the vendor delivered extra, accept only the ordered quantity and settle the excess with procurement.
Rejected quantity
What you enter as Rejected is kept on the receipt and never enters stock. It does not count as delivered, so it stays outstanding on the order. A line that was rejected in full is fine — the receipt is the record of the rejection, which settles a short-delivery argument weeks later.
What posting does
When you click Post receipt, in one step:
- the accepted quantity is added to the store, valued at the purchase order's rate;
- the store's average rate for that material is recalculated;
- the order's received quantity and the request's Received column move up;
- the order's committed cost is released, at the order's rate.
Posting is refused if the order has been cancelled or closed since the draft was saved.
A goods receipt puts material into stock — it is an asset, not yet a project cost. It becomes project cost only when it is issued to site. The exception is direct-charge material such as ready-mix concrete, which is poured off the lorry and costs the project on arrival. Marking a material as direct-charge is not in the app yet, so today every receipt goes into stock: issue ready-mix to site the same day so the cost lands when the concrete is poured.
How the average rate moves
The store values each material at a weighted average, which changes only when stock comes in.
Example: the site store holds 100 bags of cement at ₹380. You receive 200 bags at ₹400.
New average = (100 × ₹380 + 200 × ₹400) ÷ 300 = ₹1,18,000 ÷ 300 = ₹393.33 a bag.
Every bag issued after that goes to the project at ₹393.33, until the next receipt changes the average again.
How a receipt moves
| Status | What it means |
|---|---|
| Draft | Entered, not posted. Changes nothing |
| Posted | Stock, order, request and committed cost have all moved |
A posted receipt cannot be edited, deleted or reversed in the app. Check the quantities and the store before you click Post receipt. A draft cannot be edited or deleted either — if a draft is wrong, leave it unposted and enter a fresh receipt.
Who sees what
The Store Keeper who enters receipts does not see rates — the form never asks for one, because the receipt takes its rate from the order line. The receipt's Inventory value, and the Rate and Value of each line, show only to the Project Manager, Accountant and Company Admin.
The Receipts posted and Awaiting delivery figures at the top of the Procurement tab show how many receipts have been posted and how many issued orders have nothing received yet.
The Invoice & Challan Reader reads a photo or PDF of the vendor's invoice or delivery challan, matches it to the open order, flags quantity and rate differences, and drafts the receipt for you to check and post.
Related
- Purchase orders — an order must be issued before goods can be received against it.
- Stores — where received stock sits, and what it is worth.
- Stock movements — issuing the received material to site.