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Confirm GRN

Receive goods against a purchase order or transfer and post them to stock.

A Goods Received Note (GRN) is how stock enters a location. When a delivery arrives you count what actually came, confirm it, and the system posts it to your on-hand balance — costed with the weighted moving average (WMA). You confirm receipts wherever goods land: at the warehouse, or at an outlet.

New to the terms here (PR, PO, transfer, WMA)? See the Glossary.

Where you receive

  • At the warehouse — vendor deliveries against a purchase order, and finished goods arriving from the kitchen (these come through the kitchen dispatch flow, not the vendor GRN screen — see below).
  • At an outlet — transfers sent from the warehouse (your Ready to Receive list), and any vendor PO delivered straight to your outlet.

Receive on the outlet phone

  1. Open Requests & Receiving and switch to the Ready to Receive tab. Incoming goods are grouped into Vendor deliveries (POs shipped direct to your outlet) and Arriving Today (transfers from the warehouse).
  2. Tap the delivery that arrived.
  3. Check the quantities line by line. Each line defaults to the full sent (or ordered) amount — under How much arrived?, change the number on any line where less or more came. The difference is flagged (Short / Over) and you can add a note explaining it for your manager.
  4. On a vendor PO you can also correct the unit price on a line if the invoice shows a different rate, and set expiry dates (next section).
  5. Tap Receive & close (transfers) or Confirm receipt (vendor POs), then confirm.

Warning: confirming posts live stock and cost — it can’t be silently undone. Check the quantities before you confirm, and record differences on the line rather than guessing a total.

Expiry dates while receiving

For items with a shelf life, each receive line carries an Exp chip: the expiry is filled in automatically as received today + the item’s shelf life and tagged auto. Tap the chip to correct it if the printed date on the packet differs (there are quick −1 day / +1 day buttons).

If an item has no shelf life set yet, the line asks once: Set shelf life (pick the days — every future receipt then defaults from it), Not perishable, or skip and receive now — the line simply posts without an expiry. Setting a date never blocks receiving.

Once posted, the delivery becomes a tracked lot with its expiry date, which feeds use-first guidance and expiry alerts. See Expiry tracking.

If less arrived than was sent

Receiving fewer than were dispatched records an in-transit variance — it shows up for owners and managers under Variances with your note attached. On a vendor PO, a shortage can also raise a short supply against the vendor, so the missing goods (or a credit) get chased rather than forgotten. See Transfers and short supplies.

Receive from the console (managers)

Owners and managers can also receive from the GRN entry in the console sidebar:

  1. Open GRN. The Into warehouse view lists vendor GRNs under To receive; the At the shops view tracks dispatch GRNs at each shop.
  2. Click Receive & close on a delivery — the receive drawer opens with the PO’s vendor, ETA and ordered value at the top.
  3. Count what physically arrived: adjust Received on each line, correct the unit price if the invoice differs, use Ordered to reset a line, or mark a line Not received. Each line badges itself Matches, Short, Over or Not received as you go.
  4. If any quantity or price differs from the PO, a Reason for variance is required before you can close.
  5. Click Close GRN. Stock and cost post to the warehouse, and flagged lines surface under Variances.

A PO received in parts stays under Partially received — receive the remainder the same way when it turns up. And when a shop confirms a delivery on the phone, its GRN appears under At the shops for the manager to Approve & close, which posts the stock at that shop.

Receiving from the kitchen

Outlets do not receive directly from the central kitchen — everything comes through the warehouse. The chain is:

  1. The kitchen finishes a batch and dispatches it to the warehouse.
  2. The dispatch appears in the console GRN screen under Incoming from kitchen. The warehouse taps Receive (or Adjust quantities first, if less arrived than the kitchen sent).
  3. On that confirmation, the system automatically creates a draft warehouse → outlet transfer to the outlet that originally requested the goods — it appears under To dispatch.
  4. The warehouse clicks Dispatch, and the outlet receives it like any other transfer — which fulfils the outlet’s original request.

Note: this means an outlet never has a “from kitchen” step. Kitchen goods simply appear in the outlet’s Ready to Receive list once the warehouse has forwarded them.

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