[{"data":1,"prerenderedAt":487},["ShallowReactive",2],{"document-goods-received-note-D13698":3},{"document":4,"label":23,"preview":11,"thumb":24,"thumb600":25,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":26,"breadcrumb":30,"related":36,"customDescModule":179,"customdescription":6,"mdFm":180,"mdProseHtml":486},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":15},"GOODS RECEIVED NOTE GRN NUMBER: [Unique GRN Number] DATE: [Date of Receipt] DELIVERY INFORMATION: DELIVERY NOTE NUMBER: DELIVERY DATE: CARRIER/DRIVER NAME: SUPPLIER INFORMATION: SUPPLIER NAME: SUPPLIER ADDRESS: SUPPLIER CONTACT INFORMATION: RECEIVED BY: Name: Receiving Department: RECEIVED ITEMS ITEM DESCRIPTION UNIT OF MEASURE QUANTITY ORDERED QUANTITY RECEIVED UNIT PRICE TOTAL PRICE [Item 1] [Item 2] [Item 3] TOTAL ITEMS TOTAL AMOUNT [$XX.XX] RECEIVED CONDITION: ____________________________________________________________________________________ COMMENTS:",null,"Goods Received Note","2",513,"doc","https://templates.business-in-a-box.com/imgs/1000px/goods-received-note-D13698.png","https://templates.business-in-a-box.com/imgs/250px/13698.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13698.xml",{"title":15,"description":6},"goods received note",[17,20],{"label":18,"url":19},"Production & Operations","/templates/production-operations/",{"label":21,"url":22},"Receiving","/templates/receiving/","Goods Received Note Template","https://templates.business-in-a-box.com/imgs/400px/13698.png","https://templates.business-in-a-box.com/imgs/600px/13698.png",[27,17,20],{"label":28,"url":29},"Templates","/templates/",[31,32,33],{"label":28,"url":29},{"label":18,"url":19},{"label":34,"url":35},"Receiving & Returns","/templates/receiving-and-returns/",[37,41,45,49,53,57,61,65,69,73,77,81,85,103,120,137,151,165],{"label":38,"url":39,"thumb":40,"extension":10},"Balloon Note","/template/balloon-note-D426","https://templates.business-in-a-box.com/imgs/250px/426.png",{"label":42,"url":43,"thumb":44,"extension":10},"Credit Note","/template/credit-note-D13639","https://templates.business-in-a-box.com/imgs/250px/13639.png",{"label":46,"url":47,"thumb":48,"extension":10},"Delivery Note","/template/delivery-note-D12712","https://templates.business-in-a-box.com/imgs/250px/12712.png",{"label":50,"url":51,"thumb":52,"extension":10},"Demand Note","/template/demand-note-D429","https://templates.business-in-a-box.com/imgs/250px/429.png",{"label":54,"url":55,"thumb":56,"extension":10},"Mortgage Note","/template/mortgage-note-D1182","https://templates.business-in-a-box.com/imgs/250px/1182.png",{"label":58,"url":59,"thumb":60,"extension":10},"Promissory Note","/template/promissory-note-D434","https://templates.business-in-a-box.com/imgs/250px/434.png",{"label":62,"url":63,"thumb":64,"extension":10},"Renewed Note","/template/renewed-note-D438","https://templates.business-in-a-box.com/imgs/250px/438.png",{"label":66,"url":67,"thumb":68,"extension":10},"Time Note","/template/time-note-D441","https://templates.business-in-a-box.com/imgs/250px/441.png",{"label":70,"url":71,"thumb":72,"extension":10},"Response to Invoice Received after Payment","/template/response-to-invoice-received-after-payment-D1340","https://templates.business-in-a-box.com/imgs/250px/1340.png",{"label":74,"url":75,"thumb":76,"extension":10},"Press Release Company Has Received Financing","/template/press-release-company-has-received-financing-D1400","https://templates.business-in-a-box.com/imgs/250px/1400.png",{"label":78,"url":79,"thumb":80,"extension":10},"Convertible Note Agreement","/template/convertible-note-agreement-D870","https://templates.business-in-a-box.com/imgs/250px/870.png",{"label":82,"url":83,"thumb":84,"extension":10},"Note Purchase Agreement","/template/note-purchase-agreement-D433","https://templates.business-in-a-box.com/imgs/250px/433.png",{"description":86,"descriptionCustom":6,"label":87,"pages":88,"size":89,"extension":10,"preview":90,"thumb":91,"svgFrame":92,"seoMetadata":93,"parents":94,"keywords":101,"url":102},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order","1",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[95,98],{"label":96,"url":97},"Sales & Marketing","sales-marketing",{"label":99,"url":100},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":104,"descriptionCustom":6,"label":105,"pages":88,"size":106,"extension":10,"preview":107,"thumb":108,"svgFrame":109,"seoMetadata":110,"parents":111,"keywords":118,"url":119},"Invoice Company: Complete Address: ______________________________________________________ Phone:_________________ Fax: ________________ Email: _____________________ INVOICE #: _____________ DATE: ________________ Bill to: Address: _______________________________________ City: __________________________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Commercial Sales Invoice",42,"https://templates.business-in-a-box.com/imgs/1000px/sales-invoice-D383.png","https://templates.business-in-a-box.com/imgs/250px/383.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#383.xml",{"title":6,"description":6},[112,115],{"label":113,"url":114},"Finance & Accounting","finance-accounting",{"label":116,"url":117},"Invoices & Receipts","invoice-receipt","sales invoice","/template/sales-invoice-D383",{"description":121,"descriptionCustom":6,"label":122,"pages":123,"size":9,"extension":10,"preview":124,"thumb":125,"svgFrame":126,"seoMetadata":127,"parents":129,"keywords":128,"url":136},"INVENTORY MANAGEMENT POLICY PURPOSE The purpose of this Inventory Management Policy is to establish guidelines and procedures for the efficient and effective management of inventory within [COMPANY NAME]. This Policy aims to ensure accurate tracking, proper storage, and optimal utilization of company resources. SCOPE This Policy applies to all employees, contractors, and personnel involved in any aspect of inventory management within [COMPANY NAME]. It encompasses all types of inventory, including raw materials, finished goods, supplies, and equipment. POLICY STATEMENTS Inventory Control Responsibility: Inventory control is a shared responsibility among all employees who handle or oversee inventory. Clear roles and responsibilities will be designated within departments to ensure effective management. Accurate Recording: Inventory transactions, including receipts, issues, transfers, and adjustments, must be accurately recorded in the company's designated inventory management system. Real-time or periodic physical counts may be conducted to reconcile records with physical inventory. Inventory Storage and Security Storage Guidelines: Inventory items will be stored in designated and organized storage areas that comply with safety and security regulations. Proper shelving, labeling, and storage conditions will be maintained. Access Control: Access to inventory storage areas will be restricted to authorized personnel only. Security measures, such as locks and access logs, will be in place to prevent theft, loss, or unauthorized access. Inventory Rotation and Usage First-In-First-Out (FIFO): Perishable items and materials with expiration dates will be managed on a FIFO basis to minimize waste and ensure product quality. Usage Authorization: Only authorized personnel should have access to inventory items, and usage should align with approved procedures and purposes. Inventory Replenishment and Procurement Reorder Points: Minimum and maximum inventory levels will be established for critical items","Inventory Management Policy","3","https://templates.business-in-a-box.com/imgs/1000px/inventory-management-policy-D13719.png","https://templates.business-in-a-box.com/imgs/250px/13719.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13719.xml",{"title":128,"description":6},"inventory management policy",[130,133],{"label":131,"url":132},"Human Resources","human-resources",{"label":134,"url":135},"Company Policies","company-policies","/template/inventory-management-policy-D13719",{"description":138,"descriptionCustom":6,"label":139,"pages":123,"size":9,"extension":10,"preview":140,"thumb":141,"svgFrame":142,"seoMetadata":143,"parents":145,"keywords":144,"url":150},"TRAINING EVALUATION FORM Training Title: _______________________ Date: _______________________ Instructor(s): _______________________ Please respond to the following statements with 'Yes', 'No', or 'Maybe': Content: The objectives of the training were clearly defined. Yes No Maybe The training content was relevant to my needs. Yes No Maybe The training material was organized and easy to follow. Yes No Maybe Instructor: The instructor was knowledgeable about the training topics. Yes No Maybe The instructor communicated clearly. Yes No Maybe The instructor encouraged participation and was responsive to questions. Yes No Maybe Presentation: The training aids (e.g., slides, handouts) were helpful. Yes No Maybe The examples used were relevant and illustrative. Yes No Maybe ","Training Evaluation Form","https://templates.business-in-a-box.com/imgs/1000px/training-evaluation-form-D13891.png","https://templates.business-in-a-box.com/imgs/250px/13891.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13891.xml",{"title":144,"description":6},"training evaluation form",[146,147],{"label":131,"url":132},{"label":148,"url":149},"Motivation & Appreciation","motivation-appreciation","/template/training-evaluation-form-D13891",{"description":152,"descriptionCustom":6,"label":153,"pages":88,"size":9,"extension":10,"preview":154,"thumb":155,"svgFrame":156,"seoMetadata":157,"parents":159,"keywords":158,"url":164},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: please let me know if your still considering us Dear [Contact name], It's been some time since we quoted you on a [Product/service] for your business. So I have one favor to ask.","Inquiry About Last Quotation","https://templates.business-in-a-box.com/imgs/1000px/inquiry-about-last-quotation-D1264.png","https://templates.business-in-a-box.com/imgs/250px/1264.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1264.xml",{"title":158,"description":6},"inquiry about last quotation",[160,161],{"label":96,"url":97},{"label":162,"url":163},"Sales Proposals","sales-proposals","/template/inquiry-about-last-quotation-D1264",{"description":166,"descriptionCustom":6,"label":166,"pages":88,"size":9,"extension":167,"preview":168,"thumb":169,"svgFrame":170,"seoMetadata":171,"parents":173,"keywords":172,"url":178},"Small Business Expense Report","xls","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":172,"description":6},"small business expense report",[174,177],{"label":175,"url":176},"Credit & Collection","credit-collection",{"label":175,"url":176},"/template/small-business-expense-report-D13396",false,{"seo":181,"reviewer":192,"legal_disclaimer":179,"quick_facts":196,"at_a_glance":198,"personas":202,"variants":227,"glossary":253,"fields":283,"how_to_fill":329,"common_mistakes":370,"faqs":387,"industries":412,"comparisons":429,"diy_vs_pro":443,"educational_modules":456,"related_template_ids_curated":459,"schema":471,"classification":473},{"meta_title":182,"meta_description":183,"primary_keyword":184,"secondary_keywords":185},"Goods Received Note Template (Free Word)","Free goods received note template to record supplier deliveries, verify quantities, and approve invoices. Download in Word, edit online, or export as PDF. Free Word and PDF download.","goods received note template",[15,186,187,188,189,190,191],"goods received note format","goods receipt note template word","delivery received note template","grn template free download","supplier delivery verification form","purchase receipt template",{"name":193,"credential":194,"reviewed_date":195},"Bruno Goulet","CEO, Business in a Box","2026-05-01",{"difficulty":197,"legal_review_recommended":179,"signature_required":179,"notarization_required":179},"easy",{"what_it_is":199,"when_you_need_it":200,"whats_inside":201},"A Goods Received Note (GRN) is an internal document completed by a warehouse, receiving, or procurement team member at the point a supplier delivery arrives. This free Word download lets you log delivery details, verify quantities against the purchase order, record condition, and generate a reference number — all before approving the supplier's invoice for payment.\n","Complete one every time a supplier delivers goods to your premises. It is the trigger document for three-way matching: purchase order, supplier invoice, and GRN must align before accounts payable releases payment.\n","GRN number and date, supplier and purchase order references, itemized goods received with quantities and condition notes, discrepancy fields, receiver signature block, and a remarks section for partial deliveries or damaged goods.\n",[203,207,211,215,219,223],{"title":204,"use_case":205,"icon_asset_id":206},"Warehouse and receiving staff","Logging every inbound delivery against the original purchase order","persona-warehouse-manager",{"title":208,"use_case":209,"icon_asset_id":210},"Procurement and purchasing managers","Maintaining a paper trail for three-way matching before invoice approval","persona-procurement-manager",{"title":212,"use_case":213,"icon_asset_id":214},"Small business owners","Tracking stock received from suppliers without a dedicated ERP system","persona-small-business-owner",{"title":216,"use_case":217,"icon_asset_id":218},"Accounts payable teams","Confirming goods were received in full and in good condition before releasing payment","persona-accounts-payable",{"title":220,"use_case":221,"icon_asset_id":222},"Retail store managers","Verifying stock deliveries from wholesalers match ordered quantities","persona-retail-manager",{"title":224,"use_case":225,"icon_asset_id":226},"Construction and project managers","Documenting materials delivered to site before signing off supplier invoices","persona-project-manager",[228,231,234,238,242,245,249],{"situation":229,"recommended_template":7,"slug":230},"Recording a full delivery that matches the purchase order exactly","goods-received-note-D13698",{"situation":232,"recommended_template":233,"slug":230},"Logging a partial shipment with outstanding items still to arrive","Partial Delivery Goods Received Note",{"situation":235,"recommended_template":236,"slug":237},"Returning damaged or incorrect goods to the supplier","Goods Return Note","notice-for-return-of-goods-D1058",{"situation":239,"recommended_template":240,"slug":241},"Accepting goods before the formal purchase order is issued","Delivery Receipt","receipt-D395",{"situation":243,"recommended_template":244,"slug":241},"Tracking raw materials arriving at a manufacturing facility","Material Receipt Report",{"situation":246,"recommended_template":247,"slug":248},"Verifying services delivered rather than physical goods","Service Completion Certificate","authorship-certificate-D757",{"situation":250,"recommended_template":251,"slug":252},"Issuing an internal stock adjustment after a discrepancy is confirmed","Stock Adjustment Form","rollover-agreement-values-shares-with-adjustment-clause-D910",[254,257,260,263,265,268,271,274,277,280],{"term":255,"definition":256},"Goods Received Note (GRN)","An internal document confirming that specified goods have been received from a supplier, used to trigger invoice approval.",{"term":258,"definition":259},"Three-Way Matching","The accounts payable process of comparing the purchase order, supplier invoice, and GRN to confirm all three align before releasing payment.",{"term":261,"definition":262},"Purchase Order (PO)","A buyer-issued document authorising the purchase of specific goods at agreed quantities and prices from a supplier.",{"term":46,"definition":264},"A supplier-issued document accompanying a shipment that lists the goods sent — compared against the GRN to confirm what was actually received.",{"term":266,"definition":267},"Discrepancy","Any difference between the quantity or condition of goods ordered and what was physically received, recorded on the GRN for follow-up.",{"term":269,"definition":270},"Stock Reconciliation","The process of matching physical inventory counts against recorded stock levels, often initiated when GRN discrepancies are found.",{"term":272,"definition":273},"Consignment Note","A transport document issued by the carrier listing goods in transit — used alongside the GRN to verify what left the supplier versus what arrived.",{"term":275,"definition":276},"Backorder","Items from a purchase order not included in the current delivery because the supplier has insufficient stock, noted on the GRN as outstanding.",{"term":278,"definition":279},"Inspection Status","A field on the GRN indicating whether goods passed, failed, or are pending quality inspection at the time of receipt.",{"term":281,"definition":282},"GRN Number","A unique sequential reference assigned to each goods received note, used to link the document to the corresponding PO and supplier invoice in accounting records.",[284,289,294,299,304,309,314,319,324],{"name":285,"plain_english":286,"sample_language":287,"common_mistake":288},"GRN number and date","A unique sequential reference for this receipt and the calendar date goods arrived.","GRN No.: GRN-2026-0084 | Date Received: 01 May 2026","Reusing or skipping GRN numbers. Gaps in the sequence make three-way matching unreliable and complicate stock audits.",{"name":290,"plain_english":291,"sample_language":292,"common_mistake":293},"Supplier name and contact details","The full legal name of the supplying company and a contact reference for queries about the delivery.","Supplier: [SUPPLIER LEGAL NAME] | Contact: [NAME], [EMAIL], [PHONE]","Using a salesperson's name instead of the supplier's legal entity name, making it impossible to match the GRN against the invoice in accounts payable.",{"name":295,"plain_english":296,"sample_language":297,"common_mistake":298},"Purchase order reference","The PO number the delivery is fulfilling, linking this GRN to the original authorised order.","PO Number: PO-2026-0031 | PO Date: 15 April 2026","Leaving the PO reference blank for urgent or verbal orders. Without it, accounts payable has no authorised order to match the invoice against, stalling payment.",{"name":300,"plain_english":301,"sample_language":302,"common_mistake":303},"Delivery note or invoice number","The reference number from the supplier's own delivery note or packing slip, used to cross-reference their records.","Supplier Delivery Note No.: DN-78542 | Supplier Invoice No. (if included): INV-9921","Ignoring the supplier's delivery note number entirely. If a discrepancy is raised later, having both reference numbers cuts resolution time significantly.",{"name":305,"plain_english":306,"sample_language":307,"common_mistake":308},"Itemised goods received","A line-by-line list of each product or material received, including item code, description, quantity ordered, and quantity actually received.","Item: [ITEM CODE] — [DESCRIPTION] | Qty Ordered: [X] | Qty Received: [X] | Unit: [EACH / KG / BOX]","Recording only the total carton count instead of individual item quantities. Shortages hidden inside correct carton counts go undetected until stock is picked for a customer order.",{"name":310,"plain_english":311,"sample_language":312,"common_mistake":313},"Condition and inspection status","Notes on the physical state of the goods on arrival — whether they are intact, damaged, or require further quality inspection.","Condition: [Acceptable / Damaged / Requires Inspection] | Notes: [DESCRIPTION OF DAMAGE OR CONCERN]","Marking all goods as acceptable without inspecting them to avoid holding up the receiving queue. Damage discovered later cannot be claimed against the supplier without a GRN notation at the time of delivery.",{"name":315,"plain_english":316,"sample_language":317,"common_mistake":318},"Discrepancy or shortage notes","A dedicated field to record any difference between what was ordered and what arrived, including short shipments, wrong items, or substitutions.","Discrepancy: [YES / NO] | Detail: [ITEM CODE] — Ordered [X], Received [Y]. Shortfall of [Z] units. Backorder expected: [DATE].","Writing discrepancy notes only in a free-text remarks box. A dedicated, structured field ensures the accounts payable team sees it before approving the invoice.",{"name":320,"plain_english":321,"sample_language":322,"common_mistake":323},"Received by and authorised by","The name and signature of the person who physically received the delivery, and the name of the manager who reviewed and approved the GRN.","Received By: [FULL NAME], [ROLE] | Signature: __________ | Date: [DATE] | Authorised By: [MANAGER NAME] | Date: [DATE]","Having the same person both receive and authorise the GRN. This eliminates the internal control that catching errors and preventing fraudulent receipts is designed to provide.",{"name":325,"plain_english":326,"sample_language":327,"common_mistake":328},"Remarks and follow-up actions","A free-text section for anything not captured in structured fields — delivery access issues, temperature on arrival for perishables, or agreed supplier follow-up dates.","Remarks: Delivery arrived at 16:45, after agreed 14:00 window. Cold-chain temp on arrival: [X]°C. Supplier to resend [ITEM] by [DATE]. Ref: email [DATE].","Leaving remarks blank when a partial delivery or non-standard condition exists. Remarks are the only field with enough flexibility to capture nuanced delivery issues that structured fields cannot accommodate.",[330,335,340,345,350,355,360,365],{"step":331,"title":332,"description":333,"tip":334},1,"Assign a GRN number and record the receipt date","Enter the next sequential GRN number from your register and today's date. These two fields anchor every subsequent match in accounts payable and stock control.","Maintain a shared GRN register — even a simple shared spreadsheet — so numbers are never duplicated across receiving staff or shifts.",{"step":336,"title":337,"description":338,"tip":339},2,"Enter supplier and purchase order details","Record the supplier's full legal name and the PO number this delivery fulfils. Pull the original PO and keep it beside you while completing the form.","If no PO exists, do not accept the delivery until one is raised or a supervisor authorises an exception in writing — receiving goods without a PO removes your ability to control what you owe.",{"step":341,"title":342,"description":343,"tip":344},3,"Cross-reference the supplier's delivery note","Record the supplier's own delivery note number from their packing slip. Check that the items listed on their note match what is physically in the delivery.","Staple or attach the supplier's delivery note to your completed GRN before filing — you will need it if a discrepancy claim arises.",{"step":346,"title":347,"description":348,"tip":349},4,"Count and record each line item individually","Work through the PO line by line. For each item, enter the quantity ordered and the quantity actually received. Do not rely on the supplier's delivery note count — count yourself.","For high-value items, have a second person witness the count and initial the relevant line on the GRN.",{"step":351,"title":352,"description":353,"tip":354},5,"Inspect goods and record condition","Check packaging integrity and, where practical, spot-check contents. Mark each line as Acceptable, Damaged, or Requires Inspection and add specific notes for anything other than Acceptable.","Photograph any damage before moving the goods. A timestamped photo is the strongest evidence in a supplier damage claim.",{"step":356,"title":357,"description":358,"tip":359},6,"Note discrepancies and missing items","For any line where quantity received differs from quantity ordered, complete the discrepancy field with specific item codes and quantities. Record the expected backorder date if the supplier confirmed one.","Notify the supplier of shortages the same day the GRN is completed — most supplier contracts have a short window (24–48 hours) for raising short-delivery claims.",{"step":361,"title":362,"description":363,"tip":364},7,"Sign off and route for authorisation","The receiving staff member signs the 'Received By' block, then passes the GRN to a supervisor or manager for the 'Authorised By' signature. These must be two different people.","Only release the completed GRN to accounts payable after both signatures are in place — an unauthorised GRN should never trigger invoice payment.",{"step":366,"title":367,"description":368,"tip":369},8,"File the GRN and update stock records","Send a copy to accounts payable for three-way matching, file the original in your GRN register, and update your inventory system with the received quantities.","Update stock records on the same day — delays cause inventory inaccuracies that compound quickly in high-volume operations.",[371,375,379,383],{"mistake":372,"why_it_matters":373,"fix":374},"Accepting goods without a matching purchase order","Without a PO reference, accounts payable has no authorised basis to approve the supplier's invoice, creating a payment dispute or an unbudgeted liability.","Require a PO number before accepting any delivery. If a supervisor authorises an exception, document it in the GRN remarks field with the supervisor's name and date.",{"mistake":376,"why_it_matters":377,"fix":378},"Relying on the supplier's delivery note count","Supplier packing errors and short shipments are common. Accepting the supplier's count without verifying means shortages are absorbed silently into your stock as discrepancies.","Count every line item independently and record your own count on the GRN, regardless of what the supplier's delivery note states.",{"mistake":380,"why_it_matters":381,"fix":382},"Marking all goods as acceptable without inspecting them","Damage discovered after the GRN is signed off cannot be reliably claimed against the carrier or supplier — the GRN is treated as evidence that goods arrived in good condition.","Inspect at least the outer packaging of every delivery and open a random sample of cartons for high-value or fragile items before signing off condition.",{"mistake":384,"why_it_matters":385,"fix":386},"Having the same person receive and authorise the GRN","Single-person sign-off removes the internal control designed to catch counting errors and prevents detection of fraudulent receipts — a known procurement fraud vector.","Enforce a two-person rule: one staff member receives and signs, a different supervisor or manager authorises. Document this as a standing policy in your procurement procedures.",[388,391,394,397,400,403,406,409],{"question":389,"answer":390},"What is a goods received note?","A goods received note (GRN) is an internal document completed when a supplier delivers goods to your premises. It records what arrived, in what quantities, and in what condition — creating a verified record that accounts payable uses to approve the supplier's invoice for payment. Without a GRN, there is no internal evidence that goods were actually received before money leaves the business.\n",{"question":392,"answer":393},"Why is a GRN important for accounts payable?","A GRN is one leg of the three-way match — the standard accounts payable control that compares the purchase order, the supplier invoice, and the GRN before releasing payment. If the GRN shows a short delivery, accounts payable can hold partial payment until the remainder arrives. Without a GRN, invoices are approved on trust rather than verified receipt.\n",{"question":395,"answer":396},"What is the difference between a goods received note and a delivery note?","A delivery note is issued by the supplier and accompanies the shipment — it lists what the supplier claims to have sent. A GRN is created by the buyer and records what was actually received. The two documents should match; discrepancies between them are exactly what the GRN process is designed to surface and document.\n",{"question":398,"answer":399},"Is a GRN legally required?","No statutory law requires businesses to use a GRN. However, it is standard practice in procurement and accounts payable because it creates an auditable record of receipt. Auditors, tax authorities, and lenders expect to see internal controls like three-way matching for any business with material inventory or supplier spend.\n",{"question":401,"answer":402},"What should I do if the delivery is short or damaged?","Record the exact discrepancy in the dedicated field on the GRN — item code, quantity ordered, quantity received, and condition. Notify the supplier in writing the same day, as most contracts specify a short claim window of 24–48 hours. Pass the GRN to accounts payable flagged for partial payment only, and follow up until the remaining goods arrive or a credit note is issued.\n",{"question":404,"answer":405},"Can a GRN be used for services rather than physical goods?","A GRN is designed for physical goods deliveries. For services, a service completion certificate or project sign-off form serves the equivalent purpose — confirming that the agreed work was performed before the service provider's invoice is approved. Using a GRN for services creates confusion in stock records and misrepresents the nature of the transaction.\n",{"question":407,"answer":408},"How long should GRN records be kept?","Retain GRNs for at least as long as your jurisdiction requires you to keep accounting records — typically 5–7 years in most countries. GRNs are supporting documents for invoice payments and may be requested during a tax audit or a supplier dispute. Store them alongside the corresponding PO and supplier invoice for easy retrieval.\n",{"question":410,"answer":411},"Do I need a separate GRN for each purchase order?","Yes, each delivery should have its own GRN referencing the relevant PO. A single supplier delivery may partially fulfil multiple POs, in which case each PO line should be identified separately on the GRN. Combining deliveries from different POs onto a single GRN makes three-way matching error-prone and complicates any subsequent discrepancy resolution.\n",[413,417,421,425],{"industry":414,"icon_asset_id":415,"specifics":416},"Retail and wholesale","industry-retail","High delivery frequency means sequential GRN numbering and same-day stock updates are essential to keep inventory records accurate.",{"industry":418,"icon_asset_id":419,"specifics":420},"Manufacturing","industry-manufacturing","Raw materials and components are received against specific production orders, making quantity accuracy on the GRN critical to preventing line stoppages.",{"industry":422,"icon_asset_id":423,"specifics":424},"Construction","industry-construction","Materials arrive at site in phases tied to project milestones; GRNs link deliveries to specific cost codes for accurate project cost control.",{"industry":426,"icon_asset_id":427,"specifics":428},"Healthcare and pharmaceuticals","industry-healthtech","Batch numbers, expiry dates, and cold-chain temperature on arrival must be recorded alongside standard quantity and condition fields to meet regulatory requirements.",[430,433,436,440],{"vs":87,"vs_template_id":431,"summary":432},"purchase-order-D1411","A purchase order is issued by the buyer before delivery to authorise and specify what should be supplied. A GRN is completed after delivery to confirm what was actually received. They are matched together — along with the supplier invoice — in the three-way matching process. You need both: the PO authorises the spend; the GRN confirms the receipt.",{"vs":46,"vs_template_id":434,"summary":435},"D{DELIVERY_NOTE_ID}","A delivery note is the supplier's document listing what they claim to have shipped. A GRN is the buyer's document recording what was physically received. Discrepancies between the two are the basis for shortage claims and partial payment holds. The GRN is the authoritative internal record; the delivery note is the supplier's representation.",{"vs":437,"vs_template_id":438,"summary":439},"Invoice","D{INVOICE_ID}","A supplier invoice is a payment request. A GRN is the internal verification that goods were received before that payment is approved. Releasing payment on an invoice without a matching GRN bypasses the primary control against paying for goods that were never delivered or were returned.",{"vs":251,"vs_template_id":441,"summary":442},"D{STOCK_ADJUSTMENT_ID}","A stock adjustment form corrects inventory records after an error is confirmed. A GRN is completed at the point of delivery to record what arrived. GRN discrepancies often trigger a stock adjustment, but the two documents serve different purposes — receipt recording versus inventory correction.",{"use_template":444,"template_plus_review":448,"custom_drafted":452},{"best_for":445,"cost":446,"time":447},"Small and medium businesses managing supplier deliveries without an ERP system","Free","3–5 minutes per delivery",{"best_for":449,"cost":450,"time":451},"Businesses integrating GRN workflows into a formal procurement policy or employee handbook","$100–$300 (operations consultant or accountant review)","Half a day",{"best_for":453,"cost":454,"time":455},"Enterprises with ERP integration requirements, regulated industries needing batch/serial number fields, or multi-site operations","$500–$2,000 (ERP configuration or custom form development)","1–4 weeks",[457,458],"three-way-matching-explained","procurement-controls-for-small-business",[431,460,461,462,463,464,465,466,467,468,469,470],"sales-invoice-D383","credit-note-D13639","inventory-management-policy-D13719","training-evaluation-form-D13891","inquiry-about-last-quotation-D1264","small-business-expense-report-D13396","accounts-payable-policy-D13242","packing-slip-D1115","bill-of-lading-D1047","vendor-agreement-D13292","inventory-control-sheet-D12683",{"emit_article":472,"emit_faq_page":472,"emit_how_to":472,"emit_defined_term":472,"emit_breadcrumb_list":472,"emit_software_application":179},true,{"primary_folder":474,"secondary_folder":475,"document_type":476,"industry":477,"business_stage":478,"tags":479,"confidence":485},"production-operations","receiving-and-returns","form","general","all-stages",[480,481,482,483,484],"procurement","inventory","logistics","goods-received-note","receiving",0.95,"\u003Ch2>What is a Goods Received Note?\u003C/h2>\n\u003Cp>A \u003Cstrong>Goods Received Note (GRN)\u003C/strong> is an internal document completed by a receiving team member at the moment a supplier delivers goods. It records exactly what arrived — item codes, quantities, and condition — and links the delivery to the original purchase order. The completed GRN is the buyer's verified evidence that goods were received before accounts payable approves the supplier's invoice, making it the critical document in the three-way matching process used to control procurement spend.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Releasing payment on a supplier invoice without a verified GRN means you are paying on trust, not evidence. Short deliveries, substituted items, and damaged goods go undetected and unrecovered when there is no receipt record to compare against the invoice. Missing GRNs also break the audit trail that tax authorities and external auditors expect to see for any business with meaningful inventory or supplier spend. This template gives you a structured, consistent record for every delivery — capturing the fields accounts payable and stock control need, with a two-signature authorisation block that prevents a single person from both receiving goods and approving payment.\u003C/p>\n",1781185985747]