GRNs are created only from the Ebriza administration account (web browser) — Costs menu. The functionality is not available in the Ebriza POS app on tablet (Android/iPad).

To create a GRN, open the administration account on a device with a browser (laptop, PC, or browser on tablet) and follow the steps below.

To create a Receipt Entry Note and generate the NIR document, you need to have the supplier invoice entered in the Costs menu. If you haven't added the invoice, see the steps to add it here.

A GRN is not created from scratch: it is generated from a supplier invoice, so you need an invoice in the Costs menu before you can start. There are two ways to add it there:

Detailed steps for both options are available here: “Adding invoices to Costs”.

We will use the following invoice example:

You need the supplier invoice already added in the Costs menu. Without it, you cannot generate a NIR

1. ADD RECEPTION NOTE

From the Costs menu, open the invoice for which you need to create the NIR, from the 3 points:

STOCK CREATION STEPS:

A. Create a product / consumable / packaging:

a. Write the name of the stock in the Goods receipt column

b. Select one of the add options from the drop-down list:

c. The window will open where you can Save the stock, where you must define the unit of measure and unit quantity of the stock. The VAT rate will be automatically taken based on the VAT rate of the item on the invoice. It is mandatory that this is the same for both.

d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.

B. Create raw material:

a. Write the stock name in the “Raw material receipt” column.

b. Select the add option from the drop-down list:

c. The window will open where we can Save the stock, it must have the same unit of measurement as the goods in the previous column, and the VAT rate will also be taken over.

d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.

If you click NIR and get an error message instead of the reception screen: the invoice contains incorrectly filled lines, and a NIR can only be generated from a valid invoice. Open the invoice — the incorrect row is tinted red, and the field that needs to be fixed has a red border. Correct or delete the line, save, then click NIR again.

Above the item table, you will find the Receipt Date field — the date when the goods physically entered the inventory location. It is automatically filled in with the invoice issue date, but you can change it independently of the invoice.

It is especially useful for invoices imported from SPV, where the issue date is the legally issued date provided by the supplier and cannot be changed. If the invoice was issued on the 3rd of the month, but the goods arrive on the 10th, set the Receipt Date to the 10th and the stock entry will be recorded on the 10th.

Keep in mind:

The NIR downloaded in PDF format will contain all the data you entered during the receipt process. The document displays two distinct dates: Date — the supplier invoice issue date — and, immediately below it, Receipt Date — the date when the goods physically entered the location. For NIRs created before this field was introduced, Receipt Date will display the invoice date.

2. COMPLETE ENTRY:

The goods must be configured exactly as it is packaged.

If the currently used goods are not configured correctly and cannot be edited, the solution is to create new, correctly configured goods.

If these goods are already part of the recipe of a "Sell it as I buy it" type product, it will be necessary to update the recipe, replacing the old goods with the newly created one. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the new correctly configured goods. This can be done by resetting the stock for the old goods and bringing the quantity to the new goods, in order to maintain a correct record in the management.

2.1 Goods Receipt Column (goods/packaging/consumables)

In the results list, below the name of each item, you will see its unit of measurement and VAT rate, color-coded: green if it matches the VAT rate on the invoice, red if it does not. If you hover over an item row in the list, a green square with a pencil will appear on the left, which opens the item details directly from the NIR: you can correct the unit of measurement or VAT rate without leaving the receiving screen, and when you save, the item is automatically selected again on the line.

2.2 Raw material reception column

Note: If you need to modify the price, add a discount, or change other information, you must update the invoice first. After making the changes to the invoice, you can generate the GRN. Only manually entered invoices can be edited; invoices imported from S.P.V. are read-only.

For an invoice from S.P.V., copy it (three dots on the invoice row, then Copy invoice), make the changes on the copy, and generate the GRN on the copy — see the article “Adding invoices to Costs”, in the section “Correcting an invoice imported from S.P.V. — copy the invoice”.

A raw material's details do not have a VAT field: if the VAT rate needs to be corrected, it must be corrected on the goods line, and the raw material will inherit it from there.

2.3 Quantity Columns - are automatically taken from the invoice

a. If you receive the goods partially, you can set a smaller quantity. The remaining quantity can be managed later, depending on the needs.

b. If you want to receive a quantity greater than the quantity on the invoice, you must first correct the invoice and then generate the GRN again. If the invoice was imported from S.P.V., you cannot edit it — it is entirely read-only. In this case, copy it (three dots on the invoice row, then Copy invoice), correct the quantities on the copy, which is a Manual invoice, and generate the GRN on the copy. The full steps are available in the article “Adding invoices to Costs”, in the section “Correcting an invoice imported from S.P.V. — copy the invoice”.

2.4 Price Columns - the price will be automatically taken from the supplier invoice.

Note: If you need to change the price, add a discount, or change other information, you will first need to update the issued invoice. After making the necessary changes to the invoice, you can generate the NIR. Changes can only be applied to manually entered invoices.

2.5 Sale price column

The NIR table now includes a Sale price column, which shows the current sale price (including VAT) for each received product.

If the product already has a sale price configured in the Nomenclature, the column displays that price (gross, VAT included).

If the product does not yet have a sale price, an info button labelled "Set first sale price" appears in the column. Clicking it opens a small window where you can:

- enter the sale price (gross, including VAT);

- select the VAT rate for the product.

After saving, the price is immediately applied to the product — there is no need to navigate to the Nomenclature separately. All POS devices are automatically notified to update their price list.

The info button is visible only to users who have write permissions for products. If you do not see the button, ask your account administrator to check your permissions under Settings > Users.

The NIR header contains the Receipt date field. It represents the date and time when the goods physically entered the inventory. By default, it is equal to the invoice Issue date, but it can be changed. It cannot be earlier than the invoice issue date and cannot be set to a future date. The field includes the time, not just the date.

The Receipt date is not just a label on the document. The NIR retrieves the goods as they were defined at that specific date and time, not as they are defined now. Goods are stored by versions: any change made to a stock item — name, unit of measure, VAT rate — creates a new version, and the NIR uses the version that was valid at the document’s date and time. For the same reason, when you change the Receipt date, the list of goods on the NIR is reloaded based on the new date.

The practical consequence is that if you change a stock item’s VAT rate today, NIRs dated before that change will continue to display the old VAT rate. This is not an error — at the date of that document, the stock item actually had the old VAT rate. A VAT rate that is no longer used today remains valid and correct on documents issued while it was in effect, and the company can still have it defined under Account Settings → Company → VAT Groups.

When you change the Receipt date on an already saved NIR, a confirmation appears when saving: “The goods will be recorded in stock on the receipt date, not the invoice date, and all stock movements for this invoice will be moved to the new date. Continue?” This is expected — that is exactly what it does: it moves the invoice’s stock movements to the new date.

3.GENERATION OF NIR DOCUMENT:

After completing the inventory entry on the NIR, you can choose to save or print the NIR document.

The NIR can be downloaded at any time from the Costs menu, from the 3 points on the right of the invoice:

The NIR downloaded in PDF format will contain all the data you entered on the entry:

4.NIR EDITING:

1. To edit a NIR, access Costs - from the 3 points of the invoice based on which you added the entry, select Edit NIR:

2. In the window that opens, you can edit the stock quantities, and if you want to receive only part of the quantity, you can enter a lower value. If you want to add a larger quantity, you must correct the invoice — and the invoice can only be edited if it was entered manually. If it was imported from S.P.V., copy it and make the corrections on the copy; see the article “Adding invoices to Costs”, in the section “Correcting an invoice imported from S.P.V. — copy the invoice”.

Transport / delivery services on the invoice

In Ebriza you can only receive goods, raw materials, consumables and packaging - a transport service is not a stock type. You have two options:

If you want to track the transport: record it in the NIR as a Consumable, so you can generate the final NIR with that cost included.

In Ebriza, only four stock types can be received: goods, raw materials, consumables, and packaging. There is no “service” type and there is no “fixed asset” type, so neither transport services nor equipment (fridge, display cabinet, laptop, furniture, machinery) should be received as goods.

The rule applies per line, not per invoice. If the invoice contains at least one line that should enter inventory, create the NIR for the invoice as usual, and handle the lines you do not want in inventory within the same NIR, using one of the two options below. Do not skip the NIR just because the invoice also contains a fridge, and there is no need to split the invoice into two documents. A typical example is an invoice containing both milk and a fridge: the milk goes into inventory, while the fridge does not.

Only if the invoice contains no lines that should enter inventory — for example, only utilities, rent, a service, or only the equipment purchased on its own — is there nothing to receive, so you do not need an NIR.

Option A. You do not want the line in inventory (partial receipt): set the quantity to 0

Keep in mind: the NIR value will be lower than the invoice total by exactly the value of the line left at 0, while the invoice remains complete in Costs. You cannot set the quantity to 0 on all lines — an NIR must contain at least one received line.

Option B. You want the NIR value to match the invoice total: receive the line as a Consumable

Keep in mind: the line becomes a real stock item and remains in inventory until you remove it. You can deduct it using a consumption slip (Inventory → Stock → select the stock item → Consumption Slip). The same applies to equipment: a fridge received as a Consumable remains in inventory until you remove it using a consumption slip.

Choosing between the two options is an accounting decision, not an application limitation. If you are unsure which option is appropriate, ask your accountant: Option A keeps inventory clean, while Option B makes the NIR value match the invoice value.

The NIR does not allocate the transport cost across the unit price of the goods (landed cost). If you want the cost included in inventory, Option B is the only way. Returnable packaging, on the other hand, has its own stock type — receive it as Packaging, not as a consumable.

If you saved the NIR but the goods do not appear in inventory, it is almost always a data issue, not a display issue: the quantity was not actually recorded for the goods you are looking for. Go through the checks below in this order — the first two explain most cases.

Until you have completed the checks above, do not recreate the NIR, delete movements from History, or add the goods again. In most cases, nothing has gone wrong — a line on the document was simply left incomplete, and the issue can be fixed from Edit NIR, on the same invoice.

Q: Do I need to create an NIR for every supplier invoice, or only for invoices containing products that enter inventory?

A: Create an NIR for any invoice that contains at least one line that enters inventory. The decision is made per line, not per invoice: if the same invoice contains both milk and a fridge, create the NIR for the invoice, enter the milk normally, and choose one of the two options for the fridge — set the quantity to 0 (partial receipt; the line is crossed out and does not enter inventory), or receive it as a Consumable if you want the NIR value to match the invoice value. You do not need an NIR for invoices that contain no lines to be received (utilities, rent, services, or equipment purchased on its own). See the “Lines you do not want in inventory” section above for the steps.

Q: How do I change a stock set as a consumable into goods?

A: A stock's type cannot be changed from Consumable to Goods. For these cases:

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Q: Why does the purchase price change when I edit the quantity while receiving an invoice imported from SPV?

A: An invoice imported from S.P.V. cannot be edited at all — not the price, quantity, unit of measure, or date. Only manually entered invoices have editable fields. If the values really need to be changed, copy the invoice (three dots on its row, then Copy invoice), make the corrections on the copy, and generate the GRN on the copy, then delete the original S.P.V. invoice. The full steps are available in the article “Adding invoices to Costs”, in the section “Correcting an invoice imported from S.P.V. — copy the invoice”.

An SPV invoice price cannot be edited directly (only manually-added invoices can). If it truly must change, edit the invoice first, then regenerate the NIR.

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Q: How do I receive consumables (cups, cleaning products, fruit used only as-is) on the same NIR as goods, so the NIR value matches the invoice?

A: You don't need to create the product in the Catalogue first. Right on the NIR, on the item line, type the name in the goods-reception column and choose to create the stock as type Consumable. You deplete it later, when used, with a consumption note (Inventory → Stocks → select the stock → Consumption note).

For the NIR value to match the invoice, receive items as they appear on the invoice — don't merge several different items into a single "Consumables" stock, because units of measure and quantities differ and the values no longer match.

If the same item sometimes arrives in different quantities/UM (e.g. fruit: 1 KG one time, 300 G another) and you use it strictly as a consumable (not in recipes), create separate stocks for each variant (e.g. a 1 KG consumable and a 0.3 KG one) and pick the right stock at reception.

For goods you sell as-is (e.g. Coca-Cola), don't create duplicates — search for and select the existing stock already linked to the product in the Catalogue.

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Q: Why doesn't the retail selling price show on the NIR, and how do I add it?

R: For the selling price to appear on the NIR, the goods on the invoice must be associated, in a recipe, with a single product from the Product Catalog (Product Catalog → Products). If the product does not yet have a selling price, you can set it directly from the Selling Price column in the NIR (gross price, including VAT, plus the VAT category) — see section 2.5 above.

It does not matter how many selling prices the goods have had over time: if there are multiple prices, when printing the NIR, you can choose which one to use on the document.

Note: the SGR guarantee is not included in the final selling price shown.

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I: I created the merchandise / raw material directly on the NIR, completed the receipt, but the stock shows as 0. Why?

R: The receipt is recorded correctly - you can check the entry in Inventory Management -> History. The 0 you see comes from another movement: when any new stock item is created, Ebriza automatically records a Reset movement with a quantity of 0, using the exact time when the stock item was created. A Reset is an absolute movement - it sets the balance to its value - while the NIR entry is recorded using the receipt date from the invoice, not the time when you generated the NIR. When you create the stock item on the same day as the receipt, the creation entry becomes the latest movement chronologically and brings the balance back to 0.

What to do: do not delete the Reset movement; it is the automatic entry created when the stock item was created, and there is nothing to cancel. Do not recreate the NIR. Bring the quantity back to the actual value by performing a stock reset today (Inventory Management -> Stock -> select the stock item -> Reset Stock); since it is the latest movement chronologically, it sets the correct balance, while the average purchase cost (CMP) remains the one brought in by the NIR. If this happens with every newly created stock item or there are too many items to correct, contact us via chat with the NIR number, inventory location, and affected stock items.

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Q: I press Save on the NIR and it does not save. How do I see what is wrong?

A: Look at the table: rows filled in incorrectly are tinted light red, and the field to fix has a red border. The most common cause is an empty Goods Receipt column on a line you want in inventory — see section 2.1. If the line should not enter inventory at all (transport, services, equipment), set its quantity to 0 and leave the column empty, as explained under “Lines you do not want in inventory”. The VAT message — “The received stock item must have the same VAT rate as the item purchased on the invoice.” — is a separate situation, explained in the next question.

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Q: I changed the VAT rate of the stock item, but the NIR still shows the old rate and won't let me save. What should I do?

A: The NIR uses the VAT rate that the stock item had at the date and time of the document, not its current VAT rate — see section 2.6 above. If you changed the VAT rate after the document date, the NIR is correctly displaying the old rate. If the invoice uses the new VAT rate while the stock item still had the old rate at that time, saving is blocked with the message: “The received stock item must have the same VAT rate as the item purchased on the invoice.”

Do not change the VAT rate on the invoice line just to get past the message — that is a different situation (when the supplier actually invoiced you with a different VAT rate), and changing it here would make a correct document inaccurate. First, check the date and time when you changed the stock item's VAT rate and compare it with the document date. If you are not sure when the change was made, contact us via chat and we can check it for you.

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Q: The invoice was issued a few days before I received the goods. How can I prevent the stock from appearing before the goods actually arrived?

A: Use the Receipt Date field in the NIR window. Set it to the day when the goods actually arrived at the location, and the stock entry will be recorded on that date, not on the invoice date.

The invoice issue date is not changed — it remains the date provided by the supplier, which is especially important for invoices imported from SPV. You can select any date between the invoice date and today.

If you already have an NIR saved with the wrong date, open it from Costs → Edit NIR, change the Receipt Date, and save it; the stock movements will automatically be redated.

Q: My supplier is not VAT registered and invoices me at 0%, but my goods are set at 11% / 21%. How do I create the Goods Receipt (NIR)?

A: Nothing is configured incorrectly. The VAT rate in the Product Catalog is the correct one for your other suppliers, while 0% is the correct rate on this supplier’s invoice. Because the NIR requires the received goods to have the same VAT rate as the item on the invoice — hence the message “The received goods must have the same VAT as the item purchased on the invoice.” — you can edit the VAT rate of the goods directly from the NIR line, without leaving the screen.

After you have generated the NIR, restore the VAT rate. The edit does not apply only to this document: it changes the goods going forward. For the next invoice from a VAT-registered supplier, change it back to the normal rate (11% or 21%), using the green pencil on the line of that NIR. This is a routine operation between two invoices, not a sign that anything is broken. NIRs that have already been saved are not changed: each one retains the VAT rate the goods had on the date of that document — see section 2.6.

There is nothing to edit for the raw material. A raw material's details do not have a VAT field because, when the NIR is saved, it automatically takes the VAT rate (and unit of measurement) from the goods it is linked to. The entire procedure above is performed on the GOODS line, never on the raw material line.

Do not change the VAT rate on the invoice line (the VAT column under Costs) to get past the message: this changes the supplier's item, while the invoice must remain exactly as issued by the supplier, and if it was imported from S.P.V., it is read-only anyway. Also, do not enable the company setting “Not VAT registered”: this refers to your company’s VAT status, not the supplier’s, and it does not resolve a 0% invoice received from a single supplier.

[tags: entry, reception entry note, NIR, invoice, management, stocks, selling price on NIR, stock shows 0 after NIR, new item does not enter stock, reset after reception]