Items are received in your inventory in Supy by creating a goods received note (GRN) which can be considered like a digital copy of the supplier's invoice.
Creating a GRN (Goods-Received Note) for an Order
Open your Supy portal and navigate to the Procurement module. Click on 'Orders'.
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Select the order you want to receive and then click ‘Receive Order’.
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From here, you will be brought to the Accounting module to create a Goods-Received Note (GRN). A GRN is an official document used to prove/document what has been paid and what has been received.
In the creation of the GRN, there will be several sections:
Document Details
Linked Orders
Received Items
Activity Log
Other Details
Supplier Name, Branch Name, and GRN Creation will already be filled out, so start with the Document Details. Here, select the ‘Paid’ option if the order is paid for already. Select the ‘Pending Document’ option if you have yet to receive some items that you’ve ordered.
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Put in any pictures relevant to the order in ‘Supporting Media’. This is generally used for uploading the invoice.
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Next, select whether the GRN is an ‘Invoice’ or a ‘Delivery Note’. An invoice contains the price of the received item. A delivery note does not contain the prices of the items you are receiving.
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Below this, input a document number and a document date. A document number can be a random number and the document date is the date on which the goods were received in the retailer’s timezone.
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If you selected ‘Invoice’ as the document type, fill in the Invoice Amount including Tax and the Payment Due Date. The Payment Due Date is the due date for the payment of the order as per the retailer’s time-zone.
The Payment Due Date will not be applicable if you checked the ‘Paid’ option.
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Linked Orders will display all of the orders that are linked to this GRN.
Here, you should see the name of the order that you are creating a GRN for.
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Received Items is where you log all of the items you have ordered and received.
The items that you ordered will automatically appear in ‘Received Items’. For each item, fill out the ‘Document Quantity’ and the ‘Received Quantity’. The ‘Document Quantity’ is how many items the invoice lists as ordered and the ‘Received Quantity’ is how many items you actually received.
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If your Received Quantity differs from the Document Quantity, you will have the option to select ‘Credit’. This option is for when the supplier does not have that item and issues a Credit Note to compensate for the lack of item.
Similarly, if part of the order is different than your ordered amount, you can flag the order as a ‘Partial Receiving’ by checking that option.
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For a Delivery Note GRN, move onto the Activity Log at this step.
For an Invoice GRN, fill in the price of each item on your invoice in the ‘Invoice Price’ space.
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If there is any price difference, you will have the option to select ‘Credit’, ‘Update Price’, or ‘Discount’. Select ‘Credit’ if the change in price is due to a Credit Note, select ‘Discount’ if you received a discount, and select ‘Update Price’ if the expected price was wrong and you want to update the price accordingly.
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Finally, select a tax rate for each item.
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When finished, move onto the Activity Log.
Activity Log is the log of activities for that GRN. Once you save your GRN, that activity will appear in the Activity Log.
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Fill out any other relevant information in Other Details.
If you have any Remarks/Comments/Notes for the supplier, then fill that text field out.
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If you want your stock to be updated based on the goods received, select the ‘Update Stock’ option.
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If you selected ‘Delivery Note’, you can now ‘Save & Close Order’. If you want to save the GRN but not close the order, click ‘Save’. If you want to draft the GRN click ‘Draft’. If you selected ‘Invoice’, then keep following along.
If you have an invoice discount, fill the discount amount into the ‘Invoice Discount’ text-field. If there are other fees, fill out that text-box.
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Once finishing your selection, click ‘Save & Close Order’. If you want to save the GRN but not close the order, click ‘Save’, and if you want to draft the GRN for later, click ‘Draft’.
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‘Receiving without Order’ is a method of receiving items without placing an order. An example of this is getting goods from a supermarket.
To ‘Receive without Order’, navigate to the Procurement tab and click on ‘Orders’. This will display the list of all previously placed orders.
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Click the ‘Receive without Order’ button located on the top right hand corner of the screen.
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By doing this, you bring up a screen with two drop-down menus: one for selecting a branch, and the other for selecting a supplier. Select the branch you are receiving for and the supplier you are receiving from.
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When finished, click ‘Create GRN’.
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From here, follow the standard process of creating a GRN.
Start with the Document Details. If you have yet to receive some goods, select the ‘Pending Document’ option. If the items are already paid for, then select that option.
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Specify the document type (Delivery Note or Invoice). Invoices include prices, while Delivery Notes do not.
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In the ‘Supporting Media’ section, add in any relevant media that you have for the order.
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If you choose 'Invoice' as the document type, input the Invoice Amount including Tax and specify the Payment Due Date. This date marks the deadline for order payment, according to the retailer's time-zone.
The Payment Due Date is not relevant if you have selected the 'Paid' option.
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Next, move onto the ‘Received Items’ section.
Click the plus icon to add items.
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This will bring up a screen listing all items of a supplier. Select the quantity that you received for each item.
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After selecting the quantity for each item, click ‘Add Items’.
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Next, move onto ‘Other Details’, where you put any remarks/comments that you have.
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The total price will be automatically calculated based on the information you put into ‘Received Items’.
When finished, click ‘Save’. If you want to draft the GRN for later, select ‘Draft’.
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Your GRN should now be visible in the list of GRNs.
