How to Create a GRN (Goods Received Note) from a Purchase Order
When goods arrive, record them with a GRN (goods received note) – also called a goods receipt note or material receipt. In Catalystk you create a GRN from a purchase order in seconds: the supplier and items fill in, you add the supplier's invoice and DC number, check the received quantity, batch number and expiry, and save – your stock is updated automatically. Partial receipts are tracked in purchase order pending details, and you can print the GRN as PDF, free – a clear GRN format for every delivery.
- From PO
- Partial receipt
- Batch & expiry
- Stock updated
- GRN PDF
Before you start: the purchase order must be saved. Have the supplier's invoice or delivery challan in hand.
Open New GRN and load the purchase order
Pick the PO and Catalystk fills in what was ordered.
- 1
Click New GRN
Go to Purchase → Goods Received Notes and click New GRN.
- 2
Search the Purchase Order No.
In Search Options, type the number in Purchase Order No. and select it. The supplier and items fill in at the ordered quantity.
Add the supplier's invoice and DC number
Match the GRN to the supplier's paperwork.
- 3
Fill in the GRN details
Enter the Supplier's Invoice Number and date, and the Supplier's DC Number and date from the delivery challan.
Check the received quantity and batch, then save
Record exactly what arrived.
- 4
Check each line
Change the Quantity to what actually arrived (a partial receipt is fine), add any Free Qty., and enter the Batch No and Exp Date where needed.
- 5
Click Save
Click Save. Stock is increased by the received and free quantity. Use Preview or Print for a GRN PDF, and Inspect if your company does quality inspection.
Track pending purchase order items
See what is still to come from each supplier.
- 6
Open Pending Details
In Purchase → Purchase Orders, open the Pending Details tab.
- 7
Chase the balance
Each item shows Ordered, Received and Pending – create another GRN when the rest arrives.
Ordered vs received vs pending – an example
How Catalystk tracks a purchase order delivered in two parts.
| Ordered | Received | Pending | |
|---|---|---|---|
| After the PO | 10 | 0 | 10 |
| After GRN 1 (6 arrive) | 10 | 6 | 4 |
| After GRN 2 (4 arrive) | 10 | 10 | 0 |
Catalystk does not let you receive more than was ordered.
Tips for goods receipt
- Always enter the supplier's invoice and DC number – it makes matching bills easy.
- Record batch numbers and expiry dates for items that need them.
- Receive only what actually arrived; Pending Details tracks the rest.
- Next, enter the supplier's bill as a purchase invoice from this GRN.
Frequently asked questions
What is a GRN?
A goods received note (GRN) records the goods you received from a supplier, against a purchase order.
Can I create a GRN from a purchase order?
Yes. In a new GRN, search the Purchase Order No. – the supplier and items fill in.
Can I receive only part of the order?
Yes. Lower the quantity. The rest stays pending on the purchase order.
Does a GRN update stock?
Yes. Saving the GRN increases stock by the received and free quantity.
Can I record batch numbers and expiry dates?
Yes. Each item has Batch No and Exp Date fields.
Can I download the GRN as a PDF?
Yes. Use Preview or Print on the GRN to get a PDF.
Is it free?
Yes. GRNs are part of Catalystk's free plan – nothing to download or install.
What's next: record the bill – create a purchase invoice from the GRN.
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