A Goods Received Note is the document you raise when a supplier physically delivers goods. It's the inventory-side companion to the Purchase Order (which captures the intent to buy) and Purchase Invoice (which records the bill). Until a GRN exists, the ordered quantity sits in 'expected delivery' — it doesn't count as on-hand.

The three-way match

Best practice in accounting is the three-way match: Purchase Order quantity = GRN quantity = Purchase Invoice quantity. If any leg differs, investigate before paying — supplier billed too much, shipped too little, or you opened a partial delivery.

Creating a GRN in Vendly

1. Inventory → GRN → New GRN.
2. Pick the source Purchase Order (line items pre-fill). Or raise a stand-alone GRN if there's no PO.
3. Confirm the received quantity per line — defaults to the PO quantity, override for partial deliveries.
4. Pick the destination warehouse. The same GRN can split across warehouses (e.g. some to main store, some to a branch).
5. Save & Approve. Stock balances update immediately; the inventory journal posts (Dr Inventory / Cr GRN Clearing).

1

Open GRN

GRN

Partial deliveries

If the supplier sends only some of the line items, GRN the received quantity now and leave the line open. A subsequent GRN against the same PO records the rest — Vendly keeps the link so the PO eventually closes when fully received.

Returns to supplier

Damaged or wrong-spec stock goes back to the supplier as a Debit Note (the purchases-side mirror of a Credit Note). The Debit Note reduces stock at the source warehouse and creates a receivable from the supplier.