Introduction/Purpose:

A Good Received entry (GR entry) is a document that records the receipt of goods into a company’s inventory or stock. In a procurement system, the GR entry is created when a supplier delivers goods or services to the buyer. The entry is used to verify that the delivered goods or services meet the specifications and quantity ordered and that they are in acceptable condition.

Dependency:

To record a Good Received in a procurement system, there are several dependent master or key elements that are required in the form. These elements include:

• Item/Material details: The form must include details of the items ordered quantity, Received Quantity, and Accepted Quantity, where Items are master and connected with the inventory system (if it’s an integrated solution)

In summary, these dependent master or key elements are necessary in the form to ensure that the Good Received is accurately recorded in the procurement system and can be properly tracked and referenced for future purposes.

Process Flow:

How To Navigate:

The navigation to record a Good Received in a procurement system typically involves the following steps:

• Click on the main navigation icon: The main navigation icon may be located in the top right corner of the screen. Clicking on this icon will open the navigation menu, which typically includes links to various sections of the procurement system.

• Click on the transaction section: The transaction section is located under the left section of the screen clicking on this section will display a list of transactions related to procuring.

• Find the Stock Update / Inventory section: The Stock Update / Inventory section is located in the list of transactions under the transaction section. Clicking on this section will display a list of transactions related to Stock Updates / Inventory.

• Click on the Good Received link: The Good Received link is located under the Stock Update / Inventory section, after clicking on this link you can navigate the Good Received listing, and from that you can easily upload new transactions into the system.

Listing:

The Good Received listing is an essential feature of a procurement system that allows users to view and manage all recorded Good Received. The key features of the Good Received listing include:

• Record Filter: The Good Received listing may include a filter option that allows users to filter the list of Good Received based on specific criteria, such as date range,Storage Location,Challan No, vendor name, and approval status.

• Transaction Search: The Good Received listing may include a search function that allows users to search for specific Good Received by transaction number, or other keywords.

• Rating Confirg: Configuring delivery time and percentage of on-time deliveries determines vendor ratings ranging from Excellent to Below Average.

• Export transaction: The Good Received listing may include an export transaction option that allows users to export the list of Good Received to a spreadsheet or other file format for further analysis or reporting.
  
• Extended features for each transaction: The Good Received listing includes extended features for each transaction such as print, view,Create Purchase Voucher, activity log, tracking history, and more.

• Listing view: The Good Received listing may display each Order in a card format view that includes key information such as Vendor name  Document Number, Delivery Location, Delivery Plan Number, Third Party Document Number, Vendors Rating,Order Information, approval authority name,and approval status of the transaction.

• Approval status: The Good Received listing displays the approval status of each Good Received, indicating whether it has been approved or not.

In summary, the Good Received listing is a crucial feature of a procurement system that provides users with an overview of all recorded Good Received and allows them to filter, search, export, and manage the Good Received efficiently. It also includes extended features for each transaction and displays key information such as vendor name, and approval status in a card format view.

Recording & Update:

For Good Received, There are two main methods for recording and updating transactions in a procurement system when goods are received:

Auto Good Received Document Generation: This method is used when the procurement system is integrated with the inventory module. Once the goods are received by the inventory department, the procurement system will automatically generate a Good Received Document to update the inventory records.

Manual Good Received Document Generation: If the procurement system is not integrated with the inventory module, the Good Received Document can be manually generated by selecting the corresponding purchase order in the procurement system.

Both methods ensure that the procurement system is updated with the latest information about the received goods, which allows for accurate tracking of inventory levels and timely payment to the supplier.

The Good Received entry into a procurement system is typically divided into three parts which is mentioned below.

Basic Information

The first part of the Good Received entry displays information related to the transaction, this will include below fields:

• Vendor / Supplier Name: The name of the vendor who supplied the goods.

• Warehouse:  The location where the goods are received and stored, which can be a physical warehouse or a virtual inventory location.

• Delivery Plan: The Good Received transaction is typically recorded against a predefined Delivery Plan.

• Good Received Date: The date on which the goods were received at the warehouse or inventory location.

• Challan No: A unique identification number assigned to the delivery by the vendor or logistics provider, which helps to track the shipment.

• Challan Date:  The date on which the Challan or delivery document was issued by the vendor or logistics provider.

• Add from Purchase Order: The reference to the Purchase Order from which the goods were ordered. This helps to ensure that the goods received match the purchase order and that the correct vendor and price information is recorded.

Material / Service Information

The second part of the Good Received entry displays information related to the items Good Received, this will include below fields : 

• Code: This Code is typically a reference of a Selected voucher from the accepted Purchase order.

• Item  Name:  This field is for the Name of the Product added to the Purchase Order.

• PO Qty:  This refers to the quantity of goods that were ordered in the Purchase Order.

• Balance QTY:  This is the remaining quantity of goods that have not yet been received as part of the Purchase Order.

• Received QTY:  This is the quantity of goods that have been physically received as part of the manual Good Received process.

• Accepted QTY: This is the quantity of goods that have been accepted after inspection and verification.

• Action:  In Manual Addition, Have Entered Batch wise Detail like Batch code, approved Qty and Fail(Rejected Qty)

By tracking these items in the procurement system, companies can ensure that the inventory levels are accurate and that any rejected goods are properly handled, helping to reduce errors and discrepancies and improve overall procurement efficiency.

Summary Information

The third part of the Good Received entry provides a summary of the transaction, and showing below information, and some additional information which is related with transaction.

• Remark: This field is used to put internal remarks or notes related to the Good Received.

• Description: This field allows the user to add any specific description related to the Good Received.

• Attachment: This field allows the user to upload any invoice copy or other documents related to the purchase.

• Summary: It will show the total Accepted Qty and Total Balance Qty as per the selected Purchase order 

The user can perform the following actions in this section:

• Save as Draft: This option allows the user to save the transaction information in draft mode and publish it later. This is helpful if the user wants to review the information before submitting it for approval.

• Submit: This option allows the user to publish the transaction information. If the system has an approval flow, the maker will submit the information, and it will be sent to the approval authority or checker for approval.

• Discard: This option allows the user to discard the transaction before saving it.

Key Notes Good Received:

• If Procurement System is Integrated with Inventory Module then The Good Received will get Generated Automatically in the Procurement system, Based on  “Stock In” by Inventory Department.

• Any Service-related PO will be not allowed to Select.