Warehouse Goods Received Note

What a good one includes

• A unique GRN tracking number and the date of receipt to ensure easy cross-referencing within your inventory management system.
• The supplier's name and the corresponding Purchase Order (PO) number to clearly link the delivery to its source transaction.
• A detailed itemized table listing product codes, descriptions, the quantity ordered, and the actual quantity received.
• A dedicated section to document any damaged goods, shortfalls, or quality discrepancies discovered during the physical inspection.
• The name, carrier details, and vehicle registration number of the delivery agent for logistical accountability.
• Authorized signatures from both the receiving clerk and the delivery driver to formally validate the transfer of custody.

Common mistakes to avoid

• Failing to note partial deliveries or damages immediately on the GRN, which can lead to your company paying for missing or broken stock.
• Skipping the physical count and relying solely on the supplier's delivery note, which defeats the purpose of verification.
• Delaying the completion of the GRN, which stalls accounting processes and delays payment approvals to suppliers.
• Leaving out the original Purchase Order number, making it incredibly difficult for the finance team to reconcile invoices.

Frequently asked questions