Goods Received Note (GRN) Template
Record and verify supplier deliveries, received quantities, accepted stock, damages, shortages, batch details and warehouse receiving approvals.
What is a Goods Received Note?
A Goods Received Note, commonly called a GRN, is used to document goods physically received from a supplier and verify the delivery against purchasing and delivery documents.
Use the verified receipt to update the Purchase Tracker and identify any outstanding order quantities. If damaged stock requires an approved write-off, retain the GRN as evidence and use the Damage / Write-off Form. Recording damage does not itself authorize disposal or a stock adjustment.
Verify Quantities
Compare purchase order quantities with the quantities actually received.
Record Accepted Stock
Separate accepted inventory from rejected or damaged quantities.
Capture Traceability
Record batch, lot and expiry information where these controls are required.
Document Approval
Maintain Received By, Checked By and Approved By verification.
Complete receiving information
The template covers the key information normally required to document a warehouse receiving transaction.
Delivery Information
GRN number, supplier, receipt date, warehouse, PO number, delivery note and invoice references.
Item Information
Record SKU, description, UOM and storage location for each received item.
Quantity Verification
Compare PO quantity, received quantity, accepted quantity and rejected quantity.
Discrepancy Control
Identify shortages, excess deliveries, damaged quantities and receiving discrepancies.
Batch & Expiry
Capture batch or lot numbers and expiry dates where product traceability is required.
Receiving Sign-Off
Document who received, checked and approved the delivery.
Use the GRN during goods receiving
Receive the supplier delivery and supporting documents.
Check items and quantities against the purchase order.
Check condition, damage, batch and expiry information.
Record accepted and rejected quantities and complete sign-off.
Automatic discrepancy calculations
The Excel version performs several receiving calculations automatically.
Short / Excess Qty
Received Quantity − PO Quantity
Discrepancy Detection
Automatically identifies quantity differences or rejected/damaged stock.
Receiving Totals
Automatically totals ordered, received, accepted and rejected quantities.
Visual Warnings
Quantity differences and receiving discrepancies are highlighted for easier review.
Document delivery condition
The template includes receiving checks that can be completed before inventory is accepted.
Packaging Intact • Seal Intact • Quantity Verified
Visible Damage • Temperature Acceptable • Batch / Expiry Checked
Documents Matched • Quarantine Required
Choose your GRN format
Use the Excel workbook for digital receiving records or the printable PDF for manual warehouse receiving.
Continue your warehouse workflow
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Maintain SKU, supplier, location and inventory master information.
Stock Movement Register
Record inventory receipts, issues, transfers, returns and adjustments.
CBM Calculator
Calculate carton and shipment volume for warehouse and transport planning.
Goods Received Note — Frequently Asked Questions
What does GRN stand for?
GRN stands for Goods Received Note. It is a document used to record goods received from a supplier.
What is the difference between a PO and a GRN?
A purchase order records what the business ordered. A GRN records what was physically received and accepted against that order.
What should I record if the supplier delivers less than ordered?
Enter the purchase order quantity and the actual received quantity. The Excel template automatically calculates the short quantity and identifies a discrepancy.
Can damaged stock be recorded separately?
Yes. The template includes separate Accepted Qty and Rejected / Damaged Qty fields.
Can I record batch and expiry information?
Yes. Batch / Lot and Expiry Date fields are included for products requiring traceability.
Can I print the GRN?
Yes. A separate landscape A4 PDF version is provided for manual warehouse receiving and sign-off.