Direct GRN in Web (Bulk Inward Without Selecting a Specific PO)
Overview
The Direct GRN feature allows bulk inward of inventory through a sheet upload, without manually selecting a specific Purchase Order (PO) during the GRN process.
- Direct GRN is allowed only when an Approved Purchase Order exists for the SKU.
- Uploaded quantities are automatically allocated against existing Approved POs.
- Allocation follows FIFO logic (Oldest PO first).
- If uploaded quantity exceeds available PO balance:
- System inwards available quantity.
- Excess quantity is rejected with an error.
Use Case
Use Direct GRN when:
- Multiple Approved POs exist for the same SKU.
- Bulk inward is being performed via Excel upload.
- Manual PO selection needs to be skipped.
- FIFO-based allocation is operationally acceptable.
Avoid using Direct GRN when PO-level inward tracking must be manually controlled.
Navigation
Inventory → Purchase Orders → Direct GRN
Prerequisites
Direct GRN must be enabled for your account.
If the option is not visible, contact the EasyEcom support team.
Before using Direct GRN, ensure the following:
- A Purchase Order exists for the SKU.
- PO status is Approved.
- SKU already exists in the system.
- Valid Bin is available for inward.
- SKU configuration supports the data being uploaded:
- Serial-tracked → Serial Number mandatory
- Batch-tracked → Batch Code mandatory
- Expiry-managed → Expiry Date mandatory
If no Approved PO exists for the SKU, the upload will fail.
Step-by-Step Process
Step 1: Download Template
- Click Direct GRN
Download the Template File
Step 2: Fill the Template
Mandatory Columns (Required)
| Column Name | Description |
|---|---|
| SKU | Existing SKU code in system |
| Quantity | Inward quantity |
| Bin | Valid bin code where inventory will be stored |
| Cost | Unit cost |
All four fields are mandatory.
If Bin is not provided, inventory will remain in QC Passed status and must be putaway manually
Optional Columns
| Column Name | Description |
|---|---|
| Vendor SKU | Vendor-specific SKU reference |
| Serial Number | Required if SKU is serial-tracked |
| Batch Code | Required if SKU is batch-tracked |
| MRP | Applicable for MRP-based SKUs |
| Expiry Date | Required for expiry-managed SKUs |
Note: If SKU is serial/batch/expiry controlled, respective fields must be filled as per SKU configuration.
Step 3: Upload the File
- Upload the completed template.
Step 4: Check Import Status
- Click Import Status to track upload result.
- Status will show:
- Success
- Partial Success (Excess quantity error)
- Failed (Validation errors)
Allocation Logic
System allocates inward quantity as follows:
- Identifies all Approved POs for the SKU.
- Sorts POs by date (Oldest first).
- Allocates inward quantity against PO balance.
- Stops when:
- Uploaded quantity is fully allocated, OR
- All PO balances are consumed.
Allocation Examples
Example 1 – Exact Match
PO1 – 10 Qty
PO2 – 20 Qty
PO2 – 20 Qty
Upload Qty: 30
System will allocate:
- 10 against PO1
- 20 against PO2
No error.
Example 2 – Less Than Total
PO1 – 10 Qty
PO2 – 20 Qty
PO2 – 20 Qty
Upload Qty: 15
System will allocate:
- 10 against PO1
- 5 against PO2
No error.
Remaining PO2 balance: 15.
Inventory Impact
After successful upload:
- Inventory increases in the system.
- PO balance reduces automatically
Inventory status depends on whether Bin is provided:
- If Bin is filled in template → Inventory moves directly to Available.
- If Bin is not filled → Inventory remains in QC Passed status.
- It must be moved to a bin using Putaway.
- Until putaway, stock will not be available for allocation.
Inventory can be verified from:
Inventory → Manage Inventory
Error Scenarios
| Scenario | System Behavior |
|---|---|
| No Approved PO exists | Upload fails |
| Quantity exceeds PO balance | Partial inward + error |
| Invalid SKU | Upload fails |
| Invalid Bin | Upload fails |
| Missing mandatory columns | Upload fails |
Operational Notes
- FIFO allocation cannot be overridden.
- Excess quantities must be corrected and re-uploaded.
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