How to prepare a goods receipt note in Vatrix POS

One-line answer: A Goods Receipt Note (GRN) records
the stock you receive from a supplier, adds it to inventory and posts
the purchase value and VAT to the supplier’s account. Use it in the
Retail, Retail 2nd Edition, Weigh Scale, Restaurant and ERP editions
whenever goods arrive.

Before you start

• The supplier must exist in Master → Supplier Master
  (see How to Create Supplier Name or Code in Vatrix POS).
• The items must exist in Master → Item Master, or
  you can create them from inside the GRN with Create Item
  Code.
• Inventory Control must be on in Admin →
  Settings for stock to update.

Steps

1. Open Procurement → Goods Reciept Note. The GOODS
   RECEIPT NOTE screen opens with a new GRN NO, today’s
   Date and the Location.
2. Type or select the Supplier Code. The
   Supplier Name, Supplier TRN and
   Payment Term fill in from Supplier Master.
   
3. Enter the Supplier Inv No and Supplier Inv
   Date from the supplier’s paper invoice. This keeps your VAT
   records complete.
4. If you raised a Purchase Order first, enter the PO
   NO and click PULL to load its lines. Otherwise
   go to the next step.
5. In the item grid, scan or type the Item Code, then
   enter Qty and Price /Unit. Add
   Disc /Unit or Disc % if the supplier
   gave a discount. The Tax% and Amount
   calculate automatically. Press Enter to move to the next line.
   
6. Check Total Items, Total Qty,
   Gross Total, Tax Total and Net
   Total against the supplier invoice.
7. Click Save. The GRN is stored as a saved document
   but stock does not move yet.
8. Click Approve. Stock is added to the location and
   the supplier ledger is updated.
   
9. Click Print if you need a copy for your file.

Check it worked

Open Reports → Stock Report and check the item’s
Current Stock has increased by the GRN quantity.
Reports → Supplier Ledger should show the GRN net total
as a credit to the supplier.

Common problems

• Stock did not change → the GRN was saved but not
  approved. Open SAVED DOC, select it and click
  Approve.
• Net Total differs from the supplier invoice → check
  the Tax% per line and any discount. Use the VAT
  CALCULATOR tool on the screen to confirm.
• Item Code not found → click Create Item
  Code, add the item, then return to the GRN line.

Video

FAQ

Can I edit a GRN after approval? No. Approved
documents are locked. Use Procurement → Purchase Return
to reverse a wrong quantity.

Can I pay the supplier from the GRN screen? Yes.
Click Process PV to raise a Payment Voucher for the GRN
total.

Can I add expiry dates or serial numbers here? Yes.
The EXPIRY DATE and SERIAL NO columns
appear when those options are enabled in Admin →
Settings.

Need help?

WhatsApp +971 50 428 2953 · sales@vatrixerp.com · 9:30 am–9:30 pm