What is a Goods Received Note? Meaning, Importance & Implementation

In supply chain logistics, a hub and spoke model refers to a system where goods or services are transported through a central hub to various spoke locations. The hub acts as a central point for collection, sorting, and distribution, while the spokes represent the routes connecting the hub to different destinations. The German Supply Chain Act, also known as Lieferkettengesetz, is a landmark goods received note legislation enacted to promote corporate social responsibility and ensure ethical practices throughout global supply chains. FOB, or Free on Board, is a term used in international trade to indicate when ownership and liability for goods transfer from the seller to the buyer.

Corporate Policies

It allows for a direct comparison between what was ordered and what was delivered, forming part of the three-way matching process used in accounts payable workflows. These intelligent quality checking mechanisms provide an additional layer of assurance in the receiving process. Automation enables instant comparison between the purchase order, goods received note, and invoice. The system checks quantity, price, and item codes, processing payment only when all three align. This step forms the foundation of a secure, efficient digital GRN workflow.

Challenges with Traditional GRN Processes

♦  The system automatically creates a GRN when goods are received based on the approved Purchase Order (PO). Purchase Orders (PO) and a goods receipt note are both used in buying, but they do different things. A goods Receipt Note or GRN is used as a receipt by the seller and the customer to validate a successful transaction of the goods.

Step-by-Step Goods Receipt Note Process

In supply chain management, „backorder“ refers to a situation where a customer places an order for a product that is temporarily unavailable in the seller’s inventory. When an item is on backorder, it means the customer’s order cannot be fulfilled immediately due to insufficient stock levels. In today’s digitally-driven world, traditional paper-based GRNs are giving way to electronic data interchange (EDI) and warehouse management systems (WMS). These automated solutions streamline the GRN process, minimizing errors, improving data accuracy, and enhancing real-time inventory visibility.

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• A GRN typically includes the GRN number, supplier details, delivery date, purchase order reference, product description, quantity received, and remarks on discrepancies.
• These intelligent quality checking mechanisms provide an additional layer of assurance in the receiving process.
• Any visible damages, missing items, or mismatched SKUs are documented at this stage.
• Analytics for GRN-linked performanceMonitor delays, match rates, and supplier compliance with rich analytics.
• The good received note is essential in any organisation’s procurement process.

This ensures accountability and creates a clear record of who handled the goods at the point of receipt. Specifying the unit of measurement (e.g., pieces, kilograms, liters, meters) helps standardize how items are recorded and managed in the inventory system. It avoids confusion that could arise when different units are used by suppliers or within departments. Implementing effective goods received note process requires several key prerequisites. First and foremost, a clear, detailed purchase order must exist before goods are received.

Ensuring Accurate Record-Keeping

Payments are only processed for goods that have been received and verified. Goods received noted also being used within the unearned revenue internal company as well. The goods may be transferred from factory to various warehouses in different locations.

‍Backhauling is a transportation logistics practice where trucks carry a return load on their way back from delivering goods to their destination. Instead of returning empty, trucks utilize their empty space to transport goods from the destination back to the point of origin or another destination along the route. Choose your ERP system and integrate effortlessly with any cloud-based platform for smooth operations. Enhance your NetSuite Accounts Receivable process with Growfin to gain control, speed, and visibility. A goods received note usually has a commodity code and an inclusion indicator.

• Streamlining your GRN process will not only improve inventory accuracy but also contribute to smoother operations and better financial management.
• Timely GRN processing ensures that financial statements reflect actual inventory assets, and supply chain planning is based on accurate data—reducing the risk of stockouts or overstocking.
• In accounting, a goods receipt note is proof that purchased goods have been received.
• A copy of the goods dispatch note is often handed over to the shipper of the goods.
• A dangerous goods declaration (DGD) is a legal document required for the transportation of hazardous materials or dangerous goods by air, sea, road, or rail.

What is goods received note vs delivery note?

A GRN includes important information like an outline of goods delivered, the prices and quantities, the name of the vendor and more. A GRN is only applicable for tangible goods, and not intangible services provided by vendors. In the meantime, explore how other leading companies modernize their finance operations with Tipalti. Barbara is a financial writer for Tipalti and other successful B2B businesses, including SaaS and financial companies. She is a former CFO for fast-growing tech companies with Deloitte audit experience. Barbara has an MBA from The University of Texas and an active CPA license.

How does Moon Invoice help with Goods Received Notes?

• While a GRN is about what you received, a GDN is about what a supplier is sending out.
• Signatures validate the goods received, adding a layer of accountability and ensuring the document is officially recognized within the system.
• This information can then be shared with suppliers to help them improve their performance.
• TranZact is a team of IIT & IIM graduates who have developed a GST compliant, cloud-based, inventory management software for SME manufacturers.
• If you adopt best practices, such as digital documentation, timely inspections, and proper record-keeping, you will experience seamless operations more easily.

The GRN helps to keep track of the inventory and fastens the entry of goods to the warehouse. This basic financial term has great significance in the field of inventory management and auditing. It serves as official documentation that goods ordered by a business Retained Earnings on Balance Sheet have been received in their full and correct quantities.

This delay means the container misses its intended departure and must wait for the next available sailing, which can significantly impact lead times and delivery schedules. Container discharge is the process of unloading shipping containers from a vessel at a port, using cranes and other equipment, for onward transportation. In this scenario, the carrier takes charge of moving the container from the port of discharge to the final destination or vice versa, using their own transportation assets or subcontracted carriers. CIF, or Cost, Insurance, and Freight, is an international shipping agreement used in the transportation of goods. In freight shipping, CIF means that the seller takes responsibility for the cost of transporting goods to the buyer’s destination port. Break bulk cargo refers to goods that are individually packaged or bundled, rather than being transported in containers or in bulk.