What Is a Goods Received Note (GRN)? Complete Guide
GRNs record what arrived at your warehouse against a PO. Essential for three-way matching and inventory control.
A goods received note (GRN) — also called a goods receipt note or receiving report — is the document that proves your warehouse accepted a delivery. It bridges procurement and accounts payable: without a GRN, finance has no independent confirmation that ordered goods actually arrived.
Why GRNs matter
GRNs protect your business in three ways. They document quantity discrepancies at the dock before invoices are paid. They support three-way matching between purchase orders, receipts, and vendor invoices. And they create an audit trail for inventory and compliance reviews.
GRN vs packing slip vs delivery note
- Packing slip — lists what the supplier packed and shipped (no prices)
- Delivery note — accompanies delivery; may be signed by the carrier or receiver
- GRN — internal record of what your team accepted, with ordered vs received quantities
Use our free packing slip generator for outbound shipments and the delivery note / GRN generator for receiving records.
Standard GRN fields
- GRN number and receipt date
- Supplier name and PO reference
- Received-by name and receiving location
- Carrier and delivery reference (optional)
- Line items: SKU, description, quantity ordered, quantity received
- Notes on damage, shortages, or overages
- Authorized signature
GRN workflow in practice
- Purchase order is issued to the supplier
- Shipment arrives; receiver checks contents against the PO
- GRN is completed — discrepancies are noted and highlighted
- GRN is filed or scanned into your document system
- Vendor invoice arrives; AP matches invoice to PO and GRN before payment
Handling quantity discrepancies
When quantity received differs from quantity ordered, flag it on the GRN immediately. Short shipments may trigger a partial payment hold; overages may require a PO amendment. Automated parsers can highlight mismatches when you digitize GRN PDFs.
Digitizing GRNs at scale
High-volume receiving teams scan GRN PDFs and extract supplier, PO reference, and line items with document parsing. Pair with the purchase order parser and invoice parser for full three-way matching.
Free GRN template
Create a print-ready goods received note in your browser with our free GRN generator. Choose a template, enter supplier and line items, highlight discrepancies, and download a PDF — no signup required.
Frequently asked questions
What is the difference between a GRN and a delivery note?+
A delivery note travels with the shipment from the supplier. A goods received note (GRN) is created by the receiver to confirm what was accepted at the warehouse, often comparing ordered vs received quantities.
Who signs a GRN?+
Typically a warehouse receiver or storekeeper signs the GRN after inspecting the shipment. The signed document becomes part of the audit trail for AP three-way matching.
Is a GRN required for three-way matching?+
Many AP teams require GRN data to verify that goods were received before paying a vendor invoice. The GRN links the PO, receipt, and invoice together.