GRN Approval Configuration

Software Plan : Growth & Enterprise

Account Type : Seller Account & Aggregator 3PL

Inventory Type : Serialized & Non-Serialized

Feature description

The GRN Approval Configuration feature introduces an additional layer of control for sellers during the Goods Receipt Note (GRN) process. With this configuration enabled, sellers must first review the GRN and explicitly approve or reject it based on their requirements. Only after the GRN is approved will the system allow any inventory-related actions, such as adding the items to the inventory. This ensures that inventory is not updated in the system until the GRN has been validated and approved by the seller.

Use Case

Scenario:
An e-commerce seller receives a shipment and creates a GRN in the system. Depending on the business’s internal process, the seller might want to review and validate the GRN before allowing inventory movement.

Without GRN Approval Configuration Enabled:
After creating the GRN, the seller can directly proceed with the putaway process and add inventory to the system. The status of the GRN does not restrict further actions. This setup works well for sellers who do not require a strict validation workflow.

With GRN Approval Configuration Enabled:
Once the GRN is created, the seller must first approve or reject it. The system restricts putaway actions until the GRN is explicitly approved. This provides an additional control layer to ensure inventory is handled only after proper verification. Only when the GRN status is set to "Approved" can the seller perform the putaway and add the inventory into the system.

Benefit:
This feature is ideal for sellers who want a controlled inventory intake process, ensuring that only validated goods are added to the inventory.

Required Settings for this feature to work :

Settings to be done from backend

"grnApproval":1

This setting will allow the users to manually approve or reject the GRNs

Please contact the Easyecom Support Team to enable the grnApproval setting.

Workflow

Step 1: Create a Purchase Order.

To learn how to create a Purchase Order, please click here.

Step 2: Go to Inventory (main menu) > Purchase Orders

Step 3: Select the PO status as Approved and Submit.

Step 4: The PO details will be visible.

Scroll through the right and click "View Details".

Step 5: Click "GRN".

Step 6: Select "New GRN".

Step 7: Mention the Supplier Invoice ID and the Date of the GRN. Click "Create GRN".

Step 8: Click "Add item" and select the SKU which you wish to inward.

Step 9: Add the mandatory details.

When GRN Approval is enabled, the 'Bin Location' option becomes unavailable.

Step 10: Click "Save".

Step 11: The GRN status is on "Approval Pending". Click on the "Three Dot Menu" as shown in the image.

Step 12: You may Approve or Reject the GRN.

Step 13: If you approve the GRN, the status of the GRN will be changed to "Approved".

You may now complete the putaway process.

If you reject the GRN, the status of the GRN will be changed to "Rejected".

Step 14: To mark the "Approved" GRN as complete, click on the "Three Dot Menu".

Select "Complete GRN".

The status of the GRN is changed to "Completed".

Complete GRN option will not be available for the GRNs in "Rejected" status.

Putaway during GRN statuses

Putaway will only be allowed for Approved GRNs. If you try to complete the putaway while the GRN status is Approval Pending or Rejected, the system will generate an error.

Putaway in GRN status - Approval Pending