Procurement Software | Goods Receipt Notes (GRN)
GRN on a phone. 10 seconds per line. Photo evidence at receipt.
Mobile-first goods receipt against the open PO. Partial receipts, quality holds, rejection workflows. Photo evidence captured at receipt. PWA works offline; syncs on reconnect. The warehouse team picks it up in under a day.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| PO retrieval | PO QR or PO number | Open lines with quantity remaining |
| Quantity capture | Per-line received quantity | PO line update + GRN draft |
| Photo evidence | Phone camera | Photo attached to GRN line |
| Quality hold | QC fail flag at line | Held quantity separate from accepted |
| Rejection workflow | Rejected quantity + reason | Vendor replacement task + GRN posting |
| Offline mode | Disconnected GRN entry | Sync on reconnect with timestamp |
-
PO retrieval
- Input
- PO QR or PO number
- Output
- Open lines with quantity remaining
-
Quantity capture
- Input
- Per-line received quantity
- Output
- PO line update + GRN draft
-
Photo evidence
- Input
- Phone camera
- Output
- Photo attached to GRN line
-
Quality hold
- Input
- QC fail flag at line
- Output
- Held quantity separate from accepted
-
Rejection workflow
- Input
- Rejected quantity + reason
- Output
- Vendor replacement task + GRN posting
-
Offline mode
- Input
- Disconnected GRN entry
- Output
- Sync on reconnect with timestamp
Compliance + integrations
GRN as the link in the 3-way chain.
The GRN is the receipt evidence. It links the PO and the bill. Photo evidence makes disputes resolvable. The audit trail captures every receipt.
Regulations we work within
-
Audit trail
Receipt, quantity, condition and photo evidence retained against the PO line.
-
Records retention
Receipt evidence held for the statutory period, retrievable from the bill.
Connects to
- Mobile PWA Browser-based, no app install
- Xero GRN sync to the books
- WhatsApp Business Vendor rejection notification
Goods Receipt Notes (GRN) FAQ
What buyers ask.
Does the GRN need a separate app install?
No. The mobile GRN runs in any browser. A PWA (progressive web app) is available for offline use; receipts sync on reconnect. Photo evidence captures from the phone camera. Most warehouse teams pick it up in under a day.
Partial receipts. How is the PO line tracked?
Each PO line tracks ordered, received and remaining. Multiple GRNs against the same PO line accumulate. The 3-way match looks at the cumulative received quantity.
Damaged goods. Hold vs reject?
Held items stay in your physical custody but separate from accepted stock (a "damaged" location). Rejected items get returned to the vendor. The decision is captured at GRN with photos and reason. Vendor performance score reflects.
Multi-warehouse receipts?
Yes. PO can be split across delivery locations. GRN captures the location at receipt. Inventory increments at the receiving location, not at a global pool.
More in Procurement Software
Related features
3-Way Matching
PO + GRN + Invoice matched at line level. 97% auto-match rate; variance triage built in.
See 3-Way MatchingPurchase Orders
Multi-line, multi-currency, multi-location POs with budget checks and approver routing.
See Purchase OrdersVendor Compliance at PO
UEN status, GST registration and dispute history checked at vendor onboarding and PO step.
See Vendor Compliance at PO
Receive your next PO on a phone.
Connect one entity, free. Open the warehouse user, scan a PO QR, capture quantity and photo. The GRN posts; the 3-way match register picks it up.