Scenario:
The vendor delivers materials as per the issued Purchase Order (PO), and the company must formally acknowledge the receipt.
Action:
The user creates a Goods Receipt Note (GRN) in the ERP by referencing the relevant PO and entering the actual quantity received.
Outcome:
The ERP system updates inventory stock and logs the transaction with reference to the PO, enabling traceability.
Scenario:
The materials received must be verified against what was ordered in terms of item, quantity, unit and tolerance (if added).
Action:
The system derives item details from the selected PO and allows the user to confirm whether the received materials match the ordered specifications.
Outcome:
ERP prevents mismatches and ensures accurate inward posting. It also flags discrepancies if there are shortages, excesses, or wrong deliveries.
Scenario:
For vendor invoice processing and payment, the materials must be received and validated.
Action:
The GRN is generated and linked with the PO and vendor bill. This supports three-way matching during invoice verification.
Outcome:
ERP enables accurate vendor payment processes by confirming that the bill matches the PO and actual material receipt.
Scenario:
The company needs to track which vendor supplied which items and when, for accountability and audit purposes.
Action:
Each GRN is tagged with the supplier and PO number during entry.
Outcome:
The ERP provides supplier-wise inward reports and history, supporting procurement analytics and dispute resolution.
Scenario:
Materials received may require inspection before being added to usable inventory.
Action:
If configured, the GRN sends the materials to a quality inspection stage. Only after approval is the stock marked as available.
Outcome:
ERP ensures that only approved materials are accepted into inventory, supporting quality assurance policies.
Scenario:
A formal record of goods received is needed for internal reference and to share with the vendor if required.
Action:
After GRN submission, the system allows printing or exporting the receipt document.
Outcome:
ERP produces a standard GRN document with item, quantity, PO reference, and receipt date for records and audit.
Scenario:
The receipt of goods must impact both inventory and finance (e.g., GR/IR account or pending bill entry).
Action:
Once the GRN is submitted, the system updates inventory stock and prepares for downstream financial transactions.
Outcome:
ERP ensures synchronised stock availability and readiness for supplier invoice posting and payment processing.