Permission Required: Users with the Admin Profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United State
Overview
Volopay's procurement system allows you to track goods received against active Purchase Orders (POs) using Goods Receipt Notes (GRNs). This functionality ensures accurate reconciliation between orders, deliveries, and invoices, providing better control over the procurement process and reducing errors.
Step-by-Step Guide to Attaching a GRN
Step 1: Access Active Purchase Orders
Navigate to Procurement > Active to view all approved and active Purchase Orders in the system.
Step 2: Select the Purchase Order
Click on the specific PO for which you’ve received goods. Then, click on the Receive button, which will appear at the bottom-right corner of the PO slider.
Step 3: Add GRN Details
In the GRN section, fill in the following details:
GRN Date: The date the goods were received.
GRN Number: The unique identifier for this receipt.
Memo/Remarks: (Optional) Any additional notes or details related to the delivery.
Quantity Received: Enter the quantity of items received.
To streamline the process, you can attach the receipt or any relevant documents to the order. This helps ensure all the necessary paperwork is in one place, reducing confusion.
Step 4: Save the GRN
Once all details are filled in, click Create item receipt to complete the process.
The PO's receiving status will automatically update to Partially Received or Fully Received based on the quantity entered.
This step will push the PO to either a partially received or fully received status. From here, you can later go on to complete the PO by either creating the bill or selecting Complete in the slider.
Once marked as complete, the PO will be moved to the Completed page, ensuring that the correct information is accounted for and reducing the likelihood of errors.