Create Goods Receiving Note - GRN

Create Goods Receiving Note - GRN

Software Plan:  Growth & Enterprise
Account Type: Seller Account, Aggregator, 3PL
Inventory Type:  Serialized & Non- Serialized

Feature Description

A Goods Receiving Note (GRN) is an internal document produced by the warehouse team after inspecting the goods once they have arrived at the warehouse. 

Creating GRNs in EasyEcom will enable your team to locate inventory easily at your warehouse and ensure that you only list products across sales channels that meet your quality standards. 

There are two ways of recording GRN in EasyEcom. You can either create GRN one by one or in bulk. 


Use Case

Scenario:
 You are an eCommerce seller who purchases stock in bulk from multiple suppliers. One of your suppliers ships 500 units of a new clothing line to your warehouse.
Process Using GRN in EasyEcom:
  1. When the goods arrive at your warehouse, your warehouse team inspects them for quantity and quality.
  2. After inspection, they use EasyEcom to create a Goods Receiving Note (GRN) for this shipment.
  3. The GRN records details such as:
    • The Purchase Order it belongs to
    • The quantity received
    • The condition of the goods
    • The exact bin/location where the goods are stored
  4. Once the GRN is created, the inventory is updated in EasyEcom automatically, making the products available for sale only if they pass the quality check.

Workflow

Step 1: Inventory > Purchase Orders > Search for Approved POs.


Step 2: Click on View Details to go to GRN page


Info
You can create a GRN against a Purchase Order that has been approved.

Step 3: Click on 'GRN'.

Info
Print SKU Barcodes under the Hamburger Menu is required basis USN Type only
Add Items to GRN Manually (one by one)


Step 1: Click on 'New GRN' & Enter the 'Supplier Invoice ID' and 'date.' In case you have not received an invoice from your supplier, select 'Invoice Later'. Click on 'Create GRN' once done.


Step 2: Click on Add item


You can now add items you have received. 

  • Enter the SKU code of the inventory received


  • Enter the quantity received

  • You can also enter the batch code and any other additional cost incurred in the purchase.

  • In case of Rejected inventory, system will ask for reason of rejection.

  • You can enter the bin/shelf location and quality check status while recording or GRN. In case you want to complete these steps in the future, click on the 'Later' option.

Info
To learn how to configure details required during GRN, click here
Click on the 'Save' button once all details are added.


If your team always completes shelving and quality checks at a later stage, you can remove shelving and quality check steps.
To do that, navigate to Settings > Other Settings and disable 'Ask QC on new GRN' and ;Ask shelving on new GRN' settings

Note: In case you want to record inventory received at item-level barcoding or want to record expiry dates of products and manage inventory using the First Expiry First Out model (FEFO), please upgrade to the Enterprise Plan.


Note: You can received partial quantities in multiple GRNs against a single Purchase Order by using New GRN button.

System notifies clearly on all GRNs with separate GRN IDs and status for better segregation.


Please note that the products received will be only listed across channels when you have completed the quality check and assigned a shelf to the inventory item. To complete the quality check and shelving later, please follow the below steps. 

Completing Quality Check (if not done during GRN)

Step 1: Navigate to Inventory > Quality Check



Step 2: Enter all details

On the Quality Check screen, enter all the details required.
PO Number, GRN ID, SKU, Batch (if applicable), Quantity, QC status.
  1. Select status as “Pass” if the received inventory meets your quality standards.
  2. Select the status as “Fail” if the received inventory doesn’t meet your quality standards. Reason is mandatory for Fail.

In case, all items in the GRN are required to be QC Passed, Enter GRN ID & Click on Bulk QC




Completing Putaway (Shelf Assigning) in the system (if not already done during GRN)
Step 1: Navigate to Inventory > Putaway > GRN



Step 2: Enter all details & Confirm
PO Number, GRN ID > SKU & Batch will be auto populated > Enter Qty & Bin Name (Bin suggestion will be available basis Bin-SKU Mappping)


All the inventory items that have passed quality checks and are assigned a shelf will be live across channels.

Recording GRNs in Bulk

Step 1: Click on 'New GRN By Sheet'



Step 2: Download Bulk File Template > Click on the 'Save Template' button.

 > 


Step 3: Fill in all necessary details
In this Excel file, fill in all mandatory details. 


Mandatory fields:

  1. SKU

  2. Quantity

  3. Shelf

  4. Cost of a single unit 

  5. QC Pass count

  6. QC Fail count


Step 4: Save the file in your system. Upload this file to EasyEcom
To upload this file, click on “Choose File,” select this bulk GRN file,

Enter the invoice ID and data, then click the “Create GRN” button. 


 > 

You have now successfully created a GRN in bulk. All the inventory items that have passed quality checks will be listed across sales channels.


GRN Page


This process is also explained in a video tutorial. 

Inwarding of Products with Shelf Life Validation

We've implemented a validation check during the GRN process. This ensures that only products with sufficient remaining shelf life are accepted, minimizing the risk of receiving near-expiry items. The system automatically calculates each product's remaining shelf life and compares it against a minimum threshold that has been set in the settings

To enable this feature,  Go to Settings > Other Settings > Show a warning when inwarding items below the following shelf life percentage (set the percentage)







To use the shelf life validation during GRN, it is essential that the manufacturing date is provided for each product. The system relies on this information to calculate the shelf life and perform the validation.

How it Works:

  1. Shelf Life Calculation: The system calculates the total shelf life of a product using the following formula:
    • Shelf Life = Expiry Date - Manufacturing Date

  2. Holding Life Calculation: The system then calculates the remaining holding life (the time between the GRN date and the expiry date):

    • Holding Life = Expiry Date - GRN Date

  3. Percentage Calculation: The system calculates the percentage of remaining shelf life:

    • Percentage = (Holding Life / Shelf Life) * 100

  4. Validation Check: If the calculated percentage is less than the set percentage, the system triggers a warning message.


The user will have two options:

  • Yes: Selecting "Yes" will override the validation and allow the GRN process to continue for that specific product.
  • No: Selecting "No" will halt the GRN process for that product.
GRN using Bulk Upload (sheet)

For GRNs uploaded via spreadsheet, a new column has been added: “Override the shelf life rule.”

  • "Yes" in the column: Entering "yes" in this column for a specific product will bypass the shelf life validation for that product.
  • Blank column: Leaving the column blank will enforce the standard validation rule for that product.
  • Important Note for Spreadsheet Uploads: If even one SKU in the sheet fails the validation (and the override is not used), the entire sheet will be blocked from GRN processing. This ensures that individual items with insufficient shelf life are addressed before the entire batch is accepted.
  1. GRN Approval Configuration
  2. HHT : Auto GRN (GRN without PO)
  3. How to Configure GRN Screen
  4. QR Code Scanning on GRN page

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