How to record what actually arrived (goods receipt notes)
What you ordered and what turns up aren’t always the same. A Goods Receipt Note (GRN) records, line by line, what actually arrived against a purchase — including partial and rejected quantities — so short shipments and wrong items are caught, not discovered weeks later. It’s the inbound twin of a delivery note.
Step by step
- Start a GRN against a purchaseWeb: Purchasing → Goods Receipts → New, pick the purchase; RushFlow shows each line with ordered / already-received / outstanding.
- Enter received quantitiesFor each line, enter the received quantity (and any rejected quantity and unit cost). Partial receipts are fine — do another GRN when the rest arrives.
- Confirm itA GRN is Confirmed when saved; only confirmed GRNs count toward received totals. Use Void to cancel one (the record is kept for audit).
Important: GRNs track, they don’t move stock
Recording a GRN gives you receiving visibility and feeds the three-way match, but it does not change inventory or the ledger by itself — your purchase marked received stays the authority for stock and books. This is deliberate, so a GRN can never double-count stock.
Frequently asked questions
Can I record partial deliveries against a purchase order?
Yes. A goods receipt note records received (and rejected) quantities per line; do multiple GRNs as stock arrives in batches.
Does confirming a GRN update my stock?
No — GRNs are a receiving-visibility layer. Stock and accounting stay driven by the purchase you mark received, so nothing is double-counted.
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