Receipts (GRN)

A Receipt (also called a GRN, goods received note) records goods arriving at a warehouse: what came, from whom, in which batches, with which expiry dates and in how many cartons. You save a receipt as a draft while you check the delivery; stock is created only when the receipt is received.

#Before you start

• Set up at least one Warehouse.
• For a warehouse with location management on, set up a receiving location on the Locations page first; received goods land there until they are put away.
• You need Stocks › View to print labels.
• Batch, expiry, minimum shelf life and units per carton come from each product's Warehouse controls.
• Permissions: Receipts › View to see the list and a profile, Receipts › Create to start a receipt, Receipts › Edit to change a draft, Receipts › Delete to delete a draft. Receipts › Accept short shelf life lets you give a reason for goods below their minimum shelf life.

#The Receipts list

Open Warehouse > Receipts. The list shows receipts dated in the last 90 days that you may view, newest first (at most 1,000; narrow the filters to see others). 3PL receipts are managed in 3PL and are not listed.

Use the filter (funnel) button to choose a Warehouse, a Status (Draft or Received), a date range and a Purchase order number. The purchase order number can carry its legal entity's prefix (PH-7) to find only that entity's order; a number without a prefix finds every order with that number, and a purchase order ID typed with Auto off is found as typed.

When your organization has business units, the filter also offers Business unit: All business units, your main business only, or a unit with its sub-units. Without a choice, the list starts with the unit chosen in the header, and the card title names it.

#Create a draft receipt

1. Select Create on the toolbar.
2. Choose the Warehouse. For a warehouse with location management on, choose its Receiving location (chosen for you when it has only one).
3. When your organization has business units, check the Business unit. It starts with the purchase order's unit, else the warehouse's owning unit, else the unit chosen in the header; choosing another purchase order or warehouse moves it until you choose a unit yourself.
4. Choose a Purchase order, or leave it empty and choose a Vendor.
5. Check the Date (it can't be in the future) and the Number (leave Auto number on, or enter your own). Add a Description if useful.
6. Add the lines (below), then select Save.

Saving keeps the receipt as a Draft: no stock is created yet. A receipt of a business unit that is, or sits under, a separate legal entity is numbered in that entity's own sequence and shows its prefix, for example PH-41; every other receipt continues your organization's numbers.

#Lines from a purchase order

Choosing a purchase order lists each of its product lines with Ordered, Received, In drafts and Outstanding, and adds one receipt line per line still outstanding, with the outstanding quantity filled in. Service lines on the purchase order aren't listed and can't be received. Select Add batch under a purchase order line to receive it in another batch. The purchase order list shows each order's number with its legal entity's prefix (PH-7). Typing PH-7 finds only that legal entity's order 7; typing 7 lists every order numbered 7, each with its prefix. The unit price comes from the purchase order. Received includes the lines of other receipts on the purchase order that are part-received. A receipt can't receive more than a purchase order line still expects; receive free goods on a separate receipt without a purchase order. The check runs again when you select Receive, line by line, so two receipts received at the same moment can't both take the same outstanding quantity.

#Lines without a purchase order

Search under Add line by product name, SKU, code or barcode (you can scan a product barcode into the search box). 3PL products are received in 3PL and can't be added.

#Line fields

Every line, and the stock it creates, takes the receipt's business unit. A product's business unit does not fill anything in.

Whether lines are entered by batch line or by carton follows the organization's Label level in Warehouse settings when the receipt is created.

#Shelf life

Each line with an expiry shows a badge: {n} days left, Below minimum: {r} of {m} days (the product's minimum shelf life at receipt), or Expired. A draft can still be saved. To receive a line below its minimum or already expired you need Receipts › Accept short shelf life and a reason, which you type under the line; without it the line says "You can't receive this line. Ask someone with the short shelf-life override."

#Receive a draft

1. Open the draft and select Receive on the toolbar.
2. Confirm "Receive {lines} lines ({rows} stock units) into {bin}?".

OCTO Ops checks every line again with the products' current controls, then creates the stock: one stock unit per line, or one per carton when the receipt uses carton labels (serial products get one per unit). In a warehouse with location management on, the stock lands in the receiving location and shows as Awaiting put-away until it is put away into a bin; elsewhere it has no bin, as before. The receipt becomes Received and records who received it and when.

Receiving is safe to retry: if two people select Receive at once, the second sees "Someone else is receiving this GRN. Try again in a moment.", and if receiving is interrupted, receiving again creates only the stock that is missing. While a draft is being received it can't be edited or deleted.

#A part-received draft

If receiving is interrupted (a lost connection, a closed tablet), some of the stock may already exist while the receipt is still a Draft. Select Receive again to finish it: only the missing stock is created, and lines that already have stock are not checked again.

Until it is finished, a part-received draft:

• can still be edited: you can choose another receiving location and change, add or remove the lines that have no stock yet;
• keeps its warehouse, purchase order, business unit, date and the lines that already have stock as they are; the edit form shows those lines marked "Received — can't be changed.";
• can't be deleted, because its stock already exists.

A line below its minimum shelf life, or already expired, is received only when the person receiving holds Receipts › Accept short shelf life and the line has a reason. The acceptance, who gave it and when are kept on the line and in the log.

#After receiving

A received receipt can't be edited or deleted. Correct mistakes by moving stock, returning it to the vendor or adjusting a count.

Select Print labels to print a label for every stock unit; see Stock labels.

#Edit a draft

Open the draft and select Edit (it doesn't appear while someone is receiving the draft). On a part-received draft only the receiving location and the lines not yet received can change. If someone else saved the draft after you opened it, saving shows "This GRN was changed by someone else. Reload it to see the changes."; reload and make your change again. You can move a draft to another business unit in the same legal entity. A unit that has since been deactivated stays selectable, marked (inactive).

#Delete a draft

Open the draft and select Delete. Received receipts, part-received drafts and drafts someone is receiving can't be deleted, and Delete doesn't appear for them.

#The receipt profile

The profile shows the receipt's details beside its Lines (product, batch, expiry, manufacture date, quantity and cartons, the shelf-life badge with any accepted reason, and how many of the line's stock units are put away) and, once received, its Stock units: each unit's label code, carton ("3 of 12"), quantity now, bin and status (Awaiting put-away, Put away, Damaged, Issued or In stock). With business units, the details show the Business unit, with its legal entity in brackets when that is another unit. A damaged unit that has since been repaired is not shown as Damaged. A unit is Awaiting put-away while it is still in a receiving location, or has no bin, in a warehouse with location management on; an awaiting unit has a Put away link to the scan screen when you hold Stocks › Edit and Scan › View all. When only part of a unit is put away, the unit here shows the quantity left in the receiving location; the part put away becomes a new stock unit with its own label and is not listed here. With business units, the purchase order number carries its legal entity's prefix (PH-7). Receipts created before this version, and 3PL receipts ("Managed in 3PL"), open read-only.

Edit, Receive and Delete appear on the toolbar for drafts you may change; none of them appears while someone is receiving the draft. The toolbar also shows the Create icon (to start another receipt) and a Print option, each only when you hold the matching permission.

#Print a receipt

Open the receipt's profile and select Print. This opens the receipt in a printable format. With business units, it shows the receipt's Business unit. A receipt prints no letterhead. With business units, the purchase order number carries its legal entity's prefix (PH-7).

#Errors you may see

#Current limitations

• Receipts created before this version open read-only.
• SAP Business One synchronisation for receipts is not available in this version.