GRN statuses
Scope: the status a GRN carries, shown as a colored dot + label pill on the list and the processing screen.
The lifecycle
Draft → Pending → Completed └──▶ CancelledA GRN starts as a Draft (auto-saved while you work). Save GRN moves it to Pending — that is when items and inventory rows are created. Completed is the verification step: someone reviews the receipt (invoice attached, quantities checked) and clicks Approve & Complete.
Statuses
| Status | Pill | Meaning |
|---|---|---|
draft | slate | Created / in progress. Editable; auto-saves every 30s. Nothing has posted. |
pending | amber | Submitted via Save GRN. Stock and accounting have posted. Awaiting verification. |
completed | blue | Verified via Approve & Complete. Locked. |
cancelled | red | Cancelled; locked. |
What “Save GRN” posts
Submitting a GRN does two things at once (see What saving a GRN actually posts for the detail):
- Stock — each line creates an inventory batch (received + bonus quantity, batch, expiry, cost and retail price) in the receiving warehouse.
- Accounting — a Purchase Journal Voucher posts (debit Inventory + input taxes; credit Accounts Payable / Cash / Bank, depending on payment mode), when the Accounting module is enabled.
A PO-based GRN also rolls its purchase order to Partially Received, and to Completed once every ordered line is fully received.
Completed does not post stock again. It records who verified the GRN (approved_by /
approved_at) and locks pricing and adjustment.
Who can approve
- Approve & Complete, raise an objection, and resolve an objection use
grn.approve(Approve GRN in Tenant Role Management). Tenant owners, platform admins, and anyone withwarehouse.managealso keep these actions. - Viewing a GRN (
grn.view) is not enough. Pending GRNs stay visible, but the approve / objection buttons stay hidden withoutgrn.approve.
What is locked after completion
Once a GRN is Completed:
- The adjustment and line pricing can no longer be edited — the cost/retail prices are locked post-finalisation.
- The receipt is part of stock and the ledger, so it is treated as a closed record.
Heads-up. Received stock becomes available on Pending (Save GRN), before verification. Completed is the sign-off, not the stock post.