How-toSYSPROPurchase Orders / Goods Received Note / Accounts Payable

How to Do a GRN (Goods Received Note) in SYSPRO

Question
how to grn on syspro

Also searched as

  • syspro goods received note
  • syspro receive purchase order
  • syspro grn matching
  • syspro grn suspense

Short answer

In SYSPRO you receive goods against a purchase order in the Purchase Orders module, which creates a goods received note (GRN), puts stock into the warehouse and posts the value to a GRN suspense account. When the supplier invoice arrives, Accounts Payable matches it to the GRN, which clears the suspense and records any price difference.

Applies to: SYSPRO 7 and 8 with Purchase Orders, Inventory Control and Accounts Payable; GRN matching depends on your company setup options.

How to receive goods and create a GRN

  1. 1Confirm the purchase order is released and approved, and that the lines you are receiving are still open.
  2. 2Open the Purchase Orders receipt function and select the purchase order or supplier delivery.
  3. 3Enter the quantity received against each line, the warehouse and bin, and lot or serial numbers if the item is traceable.
  4. 4Check unit of measure and price; the receipt uses the order price unless your setup allows changes.
  5. 5Post the receipt. SYSPRO creates the GRN number, increases stock and records the liability in the GRN suspense account.
  6. 6When the supplier invoice arrives, use GRN matching in Accounts Payable to match the invoice to the GRN, review price variance and post.

What the GRN does in the ledger

The receipt is the moment SYSPRO recognises the stock and the obligation to pay. Inventory is debited at the order cost, and the offset goes to the GRN suspense account rather than directly to payables, because the supplier has not yet invoiced.

When the invoice is matched, the suspense is relieved and payables are credited. If the invoice price differs from the order price, the difference goes to a purchase price variance or adjusts cost, depending on the costing method. Reviewing the suspense account regularly shows goods received but not invoiced.

Over-receipts, partials and returns

Partial deliveries are normal: receive what arrived and leave the rest open. Over-receipts are controlled by tolerance settings; if a delivery exceeds the order, either amend the order with approval or return the excess.

For returns to a supplier, use the purchase order return facility rather than a stock adjustment, so the GRN, the suspense and the supplier balance are all adjusted consistently. A manual stock adjustment hides the problem and leaves suspense unreconciled.

Common GRN errors

A receipt that will not post usually means a missing warehouse, a bin or lot requirement, a closed GL period, or a stock code that is not active. Read the message, then check the stock code, warehouse and period before retrying.

If an invoice will not match, check that the GRN has not already been matched, the supplier and currency agree, and the quantity invoiced does not exceed the quantity received and unmatched.

-- Read-only starting point for GRNs not yet matched (confirm table and column names first)
SELECT TABLE_NAME
FROM INFORMATION_SCHEMA.TABLES
WHERE TABLE_NAME LIKE 'Grn%';

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Common pitfalls

  • !Receiving against the wrong warehouse, which creates a transfer problem later.
  • !Using stock adjustments to fix over-receipts instead of proper returns.
  • !Never reviewing the GRN suspense account, so unmatched receipts accumulate.
  • !Receiving into a closed GL period.
  • !Ignoring lot or serial requirements until the receipt fails.

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Frequently asked questions

What is a GRN in SYSPRO?

A goods received note is the record created when you receive goods against a purchase order. It increases stock, records the value in a GRN suspense account and is later matched to the supplier invoice in Accounts Payable.

How do I match an invoice to a GRN?

Use the GRN matching function in Accounts Payable, select the supplier and the GRNs the invoice covers, check quantity and price, and post. Differences from the order price are recorded as variance or cost adjustment per your setup.

What is the GRN suspense account?

It is the GL account that holds the value of goods received but not yet invoiced. It should clear as invoices are matched, so a rising balance means unmatched receipts that need follow-up.

Why will my receipt not post?

Common causes are a closed GL period, an inactive stock code, a missing warehouse or bin, or lot and serial requirements. Read the error message and check those before retrying.

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