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Process and save a GRN

Goal: complete a GRN’s line items and invoice, then post it. Where: Goods Received Notes → open a GRN → Process GRN.

The processing screen has four parts: a header strip (GRN #, status, supplier · warehouse · PO), the item table, the invoice details (with payment nested) and notes cards, and a sticky totals bar with the save actions. The GRN auto-saves as a draft every 30s.

The Process GRN screen: header with Save Draft and Save GRN, a batch/expiry validation banner, and the item table with a per-line Unit/Pack toggle and grouped Sale/Adv/Further tax columns.
The processing screen — header actions, validation banner, and the grouped-tax item table with a per-line Unit/Pack toggle.

Steps

  1. Set each line’s quantity mode — every row has a Unit / Pack toggle beside the product name. In Pack mode the number you type is packs and the unit total shows under Qty (e.g. = 400 units); switching a line’s mode keeps the number you typed and re-reads it in the new unit. Quantities must be whole units.
  2. Fill each line:
    • Qty and Bonus received.
    • Batch # and Expiry — required when the warehouse tracks batch/expiry. A line missing either shows a red border and a Batch required / Expiry required hint, and a banner tells you how many lines still need them.
    • Cost, Disc %, and the three taxes — Sale %, Adv %, Further % (grouped under Taxes; each shows its computed amount below in % mode). Retail, Margin (color-coded), and Line Total are computed for you.
    • Click a product name to open its detail; use the row × to remove a line.
  3. Advanced options (optional) — expand Advanced options above the table to Apply discount % or advance tax % to every line, or to hide the Bonus column.
  4. Add more lines — use the Add Line search at the foot of the table to find a product by name or SKU. See Add and edit a product line for every line field, pack-vs-unit mode, and entering a tax as a % or a fixed amount.
  5. Fill the invoice card — Invoice #, Invoice Date, Invoice Amount (auto-totals), Delivery Challan #, and the Invoice Type (Genuine / Proforma / Duplicate). Toggle Official receipt if it counts toward FBR tax reporting, set the Payment mode (with credit days / due date on credit) just below it, and drop the invoice file in the Invoice document zone. See Attach an invoice.
  6. Add notes — any receiving notes (short shipments, damaged cartons, temperature excursions) in the Notes card.
  7. Save:
    • Save Draft — keeps it editable; nothing posts yet.
    • Save GRN — finalises the receipt. The GRN moves to Completed, stock posts to inventory, and the purchase voucher posts to accounting. There is no separate approval step.
A red validation banner reading that N items need a batch number and expiry date before the GRN can be submitted, because the warehouse requires batch/expiry tracking.
Lines missing batch/expiry are flagged inline and summarised in a banner — Save GRN is blocked until they're filled.
The save confirmation dialog with two options: Save as Draft (nothing posts) and Save GRN (finalises, posts stock and the purchase voucher, no approval needed).
Saving — choose Save as Draft to keep editing, or Save GRN to finalise.

Notes

  • Save GRN runs strict validation — every line needs a product, a quantity, and (where required) batch + expiry. Save Draft is lenient and preserves partial data.
  • A completed GRN is locked. After Save GRN, the adjustment and pricing can no longer be edited — see GRN statuses.
  • What posts, and when is explained in What saving a GRN actually posts.