{"id":6628,"date":"2024-06-07T14:04:23","date_gmt":"2024-06-07T14:04:23","guid":{"rendered":"https:\/\/www.zaharasoftware.com\/?p=6628"},"modified":"2025-03-03T11:08:33","modified_gmt":"2025-03-03T11:08:33","slug":"goods-received-note","status":"publish","type":"post","link":"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/","title":{"rendered":"What is a Goods Received Note?"},"content":{"rendered":"<p>Every company will have a slightly different <a href=\"https:\/\/www.zaharasoftware.com\/invoice-processing\/invoice-processing-software\/\" target=\"_blank\" rel=\"noopener\">invoice processing<\/a> method, especially if they&#8217;re automating and using different systems. However, there&#8217;s one thing that every company must do, regardless of the organisation&#8217;s size or whether they&#8217;re using some fancy software, and that&#8217;s using a <a href=\"https:\/\/www.zaharasoftware.com\/guide\/grn-controls-settings\/\">Goods Received Note<\/a> (GRN). For a seemingly simple document, they play a pretty big role in the <a href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/what-is-accounts-payable\/\" target=\"_blank\" rel=\"noopener\">accounts payable<\/a> process. If you can nail your understanding of them, you&#8217;re going to save yourself a lot of hassle in the long run.\u00a0<\/p><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-light-blue ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#goods_received_note_meaning_the_basics\" >Goods Received Note Meaning: The Basics<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#simple_but_how_do_i_write_a_goods_received_note\" >Simple, but how do I write a Goods Received Note?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#when_does_the_goods_received_note_occur_in_invoice_processing\" >When does the Goods Received Note occur in invoice processing?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#ok_and_why_is_the_grn_so_important\" >Ok, and? Why is the GRN so important?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#goods_received_note_faq\" >Goods Received Note FAQ.<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#why_is_a_goods_received_note_important\" >Why is a Goods Received Note Important?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#who_sends_the_goods_received_note\" >Who sends the Goods Received Note?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#what_happens_after_the_goods_received_note\" >What happens after the Goods Received Note?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#how_to_grn_an_order\" >How to GRN an order?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#what_if_my_purchase_doesnt_have_a_grn\" >What if my purchase doesn&#8217;t have a GRN?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/#let_us_guide_you_through_zaharas_ap_automation\" >Let us guide you through Zahara&#8217;s AP Automation<\/a><\/li><\/ul><\/nav><\/div>\n\r\n<h2 id=\"h-what-is-a-goods-received-note\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"goods_received_note_meaning_the_basics\"><\/span>Goods Received Note Meaning: The Basics<span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<p>In essence, a Goods Received Note (GRN) is the official receipt of goods or services by customers to their suppliers. Suppliers and customers can keep and refer to this document as proof that the ordered goods were delivered. Usually sent along with an invoice, the GRN should always be kept and saved so each company&#8217;s finance team can refer back to it at any time.<\/p>\r\n<h3><span class=\"ez-toc-section\" id=\"simple_but_how_do_i_write_a_goods_received_note\"><\/span>Simple, but how do I write a Goods Received Note?<span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>There are no strict guidelines to follow as to the style of your GRN, but there are a few key things that must go on everyone:<\/p>\r\n<ul>\r\n\t<li>The name of the supplier and their supplier number<\/li>\r\n\t<li>The date and time of delivery<\/li>\r\n\t<li>A note stating which products were delivered<\/li>\r\n\t<li>The quantity of each product (eg. toilet plunger, 15)<\/li>\r\n\t<li>The name and signature of the procurement manager<\/li>\r\n\t<li>The name and signature of the supplier manager<\/li>\r\n<\/ul>\r\n<p>You may encounter a Goods Dispatched Note, and there&#8217;s no need to be confused about that. They act as proof from the supplier that the goods have been dispatched, and once those goods have been delivered, that same note can then be referred to as a Goods Received Note.\u00a0<\/p>\r\n<h3 id=\"h-where-does-a-goods-received-note-fall-in-the-procurement-process\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"when_does_the_goods_received_note_occur_in_invoice_processing\"><\/span>When does the Goods Received Note occur in invoice processing?<span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p><strong>Here&#8217;s how invoice processing usually goes:\u00a0<\/strong><\/p>\r\n<ol>\r\n\t<li>Decide what you need and identify your chosen supplier<\/li>\r\n\t<li>Create purchase order and send to your supplier<\/li>\r\n\t<li>Receive the invoice from the supplier<\/li>\r\n\t<li>Receive the goods\u00a0<\/li>\r\n\t<li>Confirm receipt of delivery<\/li>\r\n\t<li>3-way match using the purchase order, invoice, and GRN<\/li>\r\n<\/ol>\r\n<p>So the Goods Received Note comes in right at the end of the process, and serves as evidence that the purchase has been completed and goods have been received correctly.<\/p>\r\n<h3 id=\"h-why-the-goods-received-note-is-so-important\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"ok_and_why_is_the_grn_so_important\"><\/span>Ok, and? Why is the GRN so important?<span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>When you&#8217;re part of a bustling finance team, keeping track of every purchase at every step is incredibly important. That way if there is an issue you can identify it straight away and know what the cause is. Using GRNs as part of 3-way matching also means that finance teams can make payments with confidence. If you have both approval workflows and 3-way matching in your process, you can almost eliminate wasteful spending and mistakes.<\/p>\r\n<p>GRNs are also helpful in maintaining your supplier relationships, because when someone from both parties has signed it off there is no risk of misunderstanding and all your steps are on record.\u00a0<\/p>\r\n<h2 id=\"h-faqs\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"goods_received_note_faq\"><\/span>Goods Received Note FAQ.<span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n<h3><span class=\"ez-toc-section\" id=\"why_is_a_goods_received_note_important\"><\/span><strong>Why is a Goods Received Note Important?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>A GRN is important because it allows organisations to confirm their order was sent by the supplier. They can then mark it as received.<\/p>\r\n<h3><span class=\"ez-toc-section\" id=\"who_sends_the_goods_received_note\"><\/span><strong>Who sends the Goods Received Note?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>A goods received note is issued and sent by the supplier. The GRN is then kept and filed by the recipient\u2019s finance or AP team.<\/p>\r\n<h3><span class=\"ez-toc-section\" id=\"what_happens_after_the_goods_received_note\"><\/span><strong>What happens after the Goods Received Note?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>Once the GRN is issued, the recipient\u2019s AP team will use it to three-way match and confirm that all their data on the <a href=\"https:\/\/www.zaharasoftware.com\/blog\/are-you-right-for-purchase-orders\/\">purchase order<\/a>, invoice, and GRN is correct before they make the final payment.\u00a0<\/p>\r\n<h3><span class=\"ez-toc-section\" id=\"how_to_grn_an_order\"><\/span>How to GRN an order?<span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>We have excellent guides on key parts of the order process, when the goods or services have been received and how to GRN an order. This article explains how to GRN your purchase:<\/p>\r\n<p><a href=\"https:\/\/www.zaharasoftware.com\/guide\/grn-an-order\/\" target=\"_blank\" rel=\"noopener\">LEARN MORE HOW TO GRN AN ORDER<\/a><\/p>\r\n<h3><span class=\"ez-toc-section\" id=\"what_if_my_purchase_doesnt_have_a_grn\"><\/span>What if my purchase doesn&#8217;t have a GRN?<span class=\"ez-toc-section-end\"><\/span><\/h3>\r\n<p>We have a workflow step for invoice approvals that can check the GRN status. It will then pass onto the next step if the condition is true but will wait if the GRN status isn\u2019t acceptable. The workflow step will then send recurring reminder emails, and place an alert for the designated user when they login to Zahara. Read on to find out how to set this up.<\/p>\r\n<p><a href=\"https:\/\/www.zaharasoftware.com\/guide\/waiting-for-a-grn\/\" target=\"_blank\" rel=\"noopener\">LEARN MORE ABOUT WAITING FOR A GRN HERE<\/a><\/p>\r\n<style>\r\n\t.testbox {\r\n    border-radius: 11.725px;\r\n    background: linear-gradient(89deg, #FF5C00 0.96%, #FFB800 113.64%);\r\n    box-shadow: 2.198px 2.931px 7.548px 0px rgba(0, 0, 0, 0.10);\r\n    display: flex;\r\n    padding: 11px 14px;\r\n    color: #fff;\r\n    align-items: center;\r\n    justify-content: center;\r\n}\r\n\t.ft18 {\r\n\t\tfont-size:18px!important;\r\n\t\tfont-weight: 400!important;\r\n\t}\r\n<\/style>\r\n<div class=\"testbox ft18 mt60 mb60\"><h2 class=\"pl10 pr20 mt10 mr20 fw300 ft18 text-center text-white\"><span class=\"ez-toc-section\" id=\"let_us_guide_you_through_zaharas_ap_automation\"><\/span>Let us guide you through Zahara&#8217;s AP Automation<span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n  <a class=\"btn btn-solid-blue ft18\" href=\"https:\/\/www.zaharasoftware.com\/book-a-demo\/\" role=\"button\" title=\"Speak to an expert\" target=\"new\">30 min demo<\/a>\r\n<\/div>\r\n<p>For more information on <a href=\"https:\/\/www.zaharasoftware.com\/accounts-payable\/automating-accounts-payable\/\">automating your account payable<\/a> click on the link.<\/p>\r\n<p>&nbsp;<\/p>\r\n<p>&nbsp;<\/p>","protected":false},"excerpt":{"rendered":"<p>Every company will have a slightly different invoice processing method, especially if they&#8217;re automating and using different systems. However, there&#8217;s one thing that every company must do, regardless of the organisation&#8217;s size or whether they&#8217;re using some fancy software, and that&#8217;s using a Goods Received Note (GRN). For a seemingly simple document, they play a &hellip; <a href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;What is a Goods Received Note?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":10,"featured_media":6708,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"iawp_total_views":206,"footnotes":""},"categories":[62],"tags":[],"class_list":["post-6628","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-efficiency"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v27.0) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What is a Goods Received Note?<\/title>\n<meta name=\"description\" content=\"Need a whistle-stop tour of Goods Received Notes? We&#039;ve got all the basics covered, from what they are to why they matter.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.zaharasoftware.com\/business-efficiency\/goods-received-note\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is a Goods Received Note?\" \/>\n<meta property=\"og:description\" content=\"Need a whistle-stop tour of Goods Received Notes? 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