Processing Goods Received

A goods received note (GRN) must be generated once ordered goods are received. An invoice cannot be generated until an applicable GRN has been produced.

It is essential that GRNs correctly reflect what goods have been received. We recommend ensuring that vigilant internal procedures are put in place so that goods received are accurately checked before the physical goods received note is passed to the Finance Team. If any items are missing or damaged, refer to Dealing with Missing or Damaged Items.

Creating a New Goods Received Note (GRN)

Once the goods have been checked against the supplier delivery/goods received note, you can then generate a goods received note (GRN) in IRIS Financials Purchasing.

  1. From the Home page, select the Goods Received icon.
  2. By default, a list of suppliers with authorised purchase orders is displayed in the Select your Supplier window.
  3. Either scroll through the list, or search for the required supplier via the Search Criteria field at the top of the window. You can enter any element of the supplier’s account code or name/title. The list is reduced based on the criteria entered.
    The Load Indices is selected by default to improve the search performance. It should be left selected. For maximum efficiency, suppliers are loaded 20 at a time. As you scroll through the list more suppliers are loaded. A slight delay might be noticeable on slower internet connections.
  4. Select the required supplier to select them. The select your detail lines window is displayed.
  5. Select the required items, then select Progress. You can create a GRN for items from multiple purchase orders for the same supplier, if required. The details from the authorised purchase order(s) are then progressed to the GRN as shown in the following graphic.
  6. Complete the required GRN information as follows:

    Delivery Address

    Check that the delivery address on the top right is correct. Select the Edit (blue pencil) icon to select a different address if the goods were delivered to a different location.

    Supplier Details

    The supplier details are shown on the top left of the GRN and cannot be edited. You can add other items from other authorised purchase orders for this supplier by selecting the Edit (blue pencil) icon.

    Document & Delivery Dates

    Defaults to the current date and can be amendedby selecting the applicable Edit (blue pencil) icon. For example, you may want to enter a copy of a physical GRN and use the dates on that document.

    Period

    Automatically populated based on the initial document date. This is the accounting period that the commitment is posted into and can be changed by selecting the Edit (blue pencil) icon.

    Reference

    This field contains any previous reference entered at the requisition or purchase order stage. Select the Edit (blue pencil) icon to amend or enter a required reference, such as the delivery note number (your system may be set up so that providing this reference is mandatory).

    Comments

    Enter any comments relating to the GRN, such as any items that are missing or damaged.

  7. With the exclusion of QTY, the item information is greyed out, displaying the information as posted in the purchase order. You can view additional information for each item by selecting the down arrow on the right-hand side.
  8. Select the Edit (blue pencil) icon to amend the quantity of any item received. The quantity should be reduced if items are missing or damaged because you have not received the full amount. For more information, refer to Dealing with Missing or Damaged Items.
  9. Once the items have been checked against the physical items received, select Post Received Note at the bottom of the document. Any errors are displayed and must be corrected before proceeding. A message is displayed in the top right corner indicating the GRN has been successfully posted and a GRN document number automatically created.
  10. The following graphic shows that all goods have been received.
  11. You may want to attach a scanned copy of the physical goods received note as an attachment. For more information, refer to Adding Attachments to Documents.