Once you've sent your Purchase Order, the next step is to receive the goods! This can easily be done in Lightyear which allows for 2 way or 3 way matching.
Goods Received Notices (GRN)
GRN stands for Goods Received Note. It is a reference used to identify the receipt of goods associated with a purchase order and invoice. When recording a GRN in Lightyear, you can use your own receiving reference, such as a consignment number or delivery reference, as long as it clearly identifies the goods receipt.
Simply head over to the Ordered tab and select your Purchase Order.
Check the products/services have been provided and click Received when ready to confirm.
For companies that do not use the GRN step, you can skip this process and proceed directly to matching PO lines with bill lines.
Once you click on Received, a pop up window will appear to show you your line items.
Enter the GRN number and you can Complete single lines or Complete All lines on an order. You may of course receive multiple deliveries for a single Purchase Order, therefore you can add notes and also edit quantities for a single line to reflect your actual delivery of partial goods received.
This also means you can create additional GRNs by clicking on + New GRN accordingly. You will notice the delivery truck icon indicates that the line amounts have been received; green for a complete match, yellow for a partial match and red for quantities over received.
Once you're happy that everything is matched correctly, you can then click Complete to complete this order and move the PO to the final stage: Completed tab.
For workflows that bypass the GRN step, you can proceed directly to matching PO lines with bill lines and manually complete the PO or allow it to auto-complete once all lines are matched and closed.
🤓 Tip: If there is no delivery note, you can manually create GRNs by processing purchase orders directly in the system or if you want to create GRNs in bulk, you can do so via a CSV import. See, create PO and GRN via CSV.