Goods received notes and back orders

Read goods received notes (GRNs), confirm a draft GRN so the stock is added, and follow back orders from suppliers.

Where: web · Who can use it: Anyone who can open the Stock page can read these two tabs. Confirming a goods received note needs a sales-level role, a manager role or the warehouse manager role.

Screens may differ slightly from what you see.

What it is for

When a supplier delivery arrives, a goods received note (GRN) records what came in. On the Stock page, the Goods Received tab lists those notes. The Back Orders tab lists products you have ordered from suppliers that have not all arrived yet.

Both tabs sit on the Stock page. For the rest of that page see Stock Management: overview, levels and adjustments.

Who can use it

• Reading: any signed-in user who can open the Stock page can read both tabs.
• Confirming a GRN: the server accepts this from a sales-level role (sales, senior sales), a manager, a director, an owner or the warehouse manager role. The Confirm button is shown on every draft row. If you are not allowed, you see "Failed to confirm GRN".
• Landed cost panel: only the owner sees the landed cost panel inside a GRN.

How to use it

Read a goods received note

1. Open Stock from the menu.
2. Press the Goods Received tab.
3. Read the table. The columns are GRN Ref, Supplier, PO Ref, Date Received, Invoice Ref, Location, Status and Actions.
4. Click a row to open it. Under Items Received you see each line with Product, SKU, Expected, Received, Damaged, Unit Cost and Notes. Any note on the GRN shows as GRN Notes.

The status badge is one of DRAFT, CONFIRMED or INVOICED.

Confirm a draft GRN

1. Find the GRN. Its status must be DRAFT.
2. Check the received and damaged numbers on each line first (open the row).
3. Press Confirm on that row.
4. The page shows "GRN confirmed and stock updated". The stock figures and the GRNs Pending card refresh.

Confirming adds the received stock. Check the numbers before you press it.

Follow a back order

1. Press the Back Orders tab.
2. Each back order shows its reference, a status badge, the supplier, and the dates Ordered and Expected. The status is one of PENDING, ORDERED, PARTIAL, RECEIVED or CANCELLED.
3. Click a back order to open it. Under Items you see each product with how many have been received out of how many were ordered, and a status for the line.
4. If stock is set aside for a job, an Allocations: list shows the job, the customer, the quantity and a status (for example dispatched or cancelled).
5. Any Notes on the back order appear at the bottom.

This tab is for reading.

Tips

• If the GRN list is empty, the page says "GRNs are created when supplier deliveries arrive. They will appear here once goods are received."
• The GRNs Pending card at the top of the Stock page counts notes waiting for confirmation.
• If a delivery was damaged, the Damaged column on the item line is where it shows.

Things to know

• The tab is for supplier deliveries. Goods that arrive in a box labelled for a customer job are received with the phone scanner. See Goods-In Scan on the phone.
• Owners can open a GRN that is linked to a supplier order and see a landed cost panel for freight, duty and similar charges. That panel is not described here.
• A product page also has a Goods-In tab that lists receipts for that one product. See Products.

Related articles

• Stock Management: overview, levels and adjustments
• Stock movements and traceability
• Goods-In Scan on the phone
• Products