Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Goods Receipt Note (GRN) preparation options which sometimes also called as inward Packing Slip or inward Challan.
Before we begin, let us understand about the need of Goods Receipt Notes Entry and the relevance of this particular activity.
As the name suggests, GRN is a fundamental transactional check in purchase process which in most instances truly signifies the transfer of ownership and related risks from seller to the purchaser. Preparation of GRN closely follows the purchase order process to facilitate easy reconciliation of quantities delivered. One must however, be careful to not mistake partial delivery as completion of entire order and the facts surrounding each case must be carefully considered.
Through GRN module of AlignBooks, you can easily enter the goods received by you on the basis of packing slip or dispatch note and without waiting for Invoice to come.
GRN can be created under Purchase Module of AlignBooks.
The key functions of Goods Receipt Note Module are:
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Creation of a New Goods Receipt Note,
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Modification of an existing Goods Receipt Note;
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Deletion of an existing Goods Receipt Note.
Configuration:
AlignBooks provide you the facility to configure your GRN documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Let’s now understand how to create a New Goods Receipt Note in simple steps
You have three ways to prepare a Goods Receipt Note;
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Enter fresh data for the first time;
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Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
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If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.If your desired Location does not exist in the menu, you can create a New Location by clicking on  option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on  . The Location will be opened in Edit mode and you can edit it and save by click on  . You can delete it by click on  .
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 Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured “Document Classification - ON” in Configuration ->Company Setup->Purchase Setup->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab.
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 Vendor : Select a Vendor from the drop down menu for whom you are preparing the GRN. You can Add, Edit or Delete a Vendor by following the process described under Location Tab
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 Ware House : If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured “Warehouse “ON” in configuration ->Company Setup->Inventory->Basic”.Also, this field will not be available in GRN if you have configured “Stock posting on-Invoice” in configuration ->Company Setup->Purchase setup->Basic”.
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 Email : System will auto pull the email id from Vendor Master. If you wish to change the same for this document, you can do that here.
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 GRN Date : Enter the Goods Receipt Note date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function
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 Ref No. : Here you may enter the vendor’s document reference number or previousDocument number, if any. Say if you had given a written order to your Vendor, you can give the reference number of that order.
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 Ref_Date: Here you may enter the reference document’s date. You can also pick a date by just clicking on the calendar function.
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 Agent : System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured “Agentwise Billing - ON” in Configuration ->Company Setup->Purchases Setup.If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu
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 Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the Vendor master. You can make changes if you wish to.
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 Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to.
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 Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as “Disabled”
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 Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically.
So far we have entered the relevant details to clearly identify the Vendor and the Goods Receipt Note. We will now enter the specific Item or Product details to generate a Goods Receipt Note;
 : Click here to add a Row to the table.
 : Click here to delete a row from the table.
Item Code: Select an Item code from the drop down list. Click on to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.
Remark : If you wish to put any remark against an Item, enter here.
Item Balance : System will display the Stock in hand of this particular item.
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
The columns which will appear based on Configuration in Company Setup are:
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Column
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Will appear if
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Pack Unit
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Inventory -> Basic-> Separate Packing Unit – “ON”
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Pack Qty
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Inventory -> Basic-> Separate Packing Unit – “ON”
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Print Description
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Inventory -> Basic-> Separate Print Description – “ON”
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Item Serial No
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Inventory->Item Extended Property-> Item Serial no. Tracking– “ON”
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Batch No.
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Inventory->Item Extended Property->“Batch wise Inventory - “ON”
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User Defined Item
Attributes 1-5
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Inventory->Item Attributes-Required
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 Remark : Input here any remark pertaining to the document.
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 Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Dispatch Note received from Vendor. You can browse the location to attach the same. Click on “X” to remove the attachment
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 User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field
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 Logistic Details : System will ask for this information only if you have configured Logistic Details – “ON” in Configuration -> Company Setup-> Purchase Setup -> Basic->.
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Field Name
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Description
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Destination
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Enter the Destination Name
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Shipping Mode
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Select the Shipping mode from drop down list
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Shipping Company
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Select the Shipping Company from the drop down list
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Shipping Tracking No.
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Enter the Shipping Tracking number issued by Shipping Co.
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Shipping Date
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Enter the Shipping Date
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Shipping Charges
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Enter the Shipping Charges to be paid to Shipping Co.
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Vehicle / Vessel No.
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Enter the Vehicle / Vessel No. by which goods are moving.
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Charge Type
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Select from drop down whether shipment charges are paid /
Payable / To be Billed etc.
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Document Through
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Enter the how Shipment Documents are forwarded
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Port of Landing
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If it is an overseas consignment enter the Port of Landing.
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Port of Discharges
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If it is an overseas consignment enter the Port of Discharge.
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No. of Packets
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Enter total Number of packets dispatch under this Doc.
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Weight
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Enter the Total weight of the consignment.
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 Click on  to save the document prepared by you.
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 Click on  to print the document prepared by you. Click here “Print Utility”, to know more about this utility.
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 If you want to send a Email or SMS, Click on  beside Mail and click on Email or SMS.
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  : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
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 Import: Click on  to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
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 Schedule: If you want to create a schedule for this document, click on  . Click here “Schedule a Document”, to know more about this utility.
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 Click  to open an existing Goods receipt note. Click here “Open a Document”, to know more about this utility.
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 Click  to copy the values from an existing Goods receipt note. Click here “Copy from a Document”, to know more about this utility.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
Disclaimer
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