Goods Received Note (GRN) Template and Process Guide

A goods received note (GRN) records exactly what arrived from a supplier, so you can check it against your purchase order and only pay for what you actually received. This GRN template and process guide gives you a copyable layout with every field, a step-by-step receiving process, a worked example with illustrative numbers, and the mistakes that let stock and invoices drift apart. Copy the tables below and adapt the header to your business.

What a goods received note is and why it matters

A GRN is an internal document raised by the receiving team when a delivery arrives. It captures what was delivered, in what quantity and in what condition, and it is the receiving evidence in the three-way match — purchase order (what you ordered), GRN (what arrived) and supplier invoice (what you are billed). Without a GRN, a warehouse relies on memory or the supplier’s own delivery order, which is not an independent check. A good GRN protects you from paying for short shipments, damaged goods or items you never ordered, and it is the moment your inventory records should update.

Fields every GRN needs

• Header: your company name, UEN and receiving location or warehouse.
• Document title and GRN number: a clear “Goods Received Note” label and a unique running number.
• Dates and references: date received, supplier name, purchase order number and supplier delivery order (DO) number.
• Line items: item number, SKU or product code, description, quantity ordered, quantity delivered, quantity accepted, quantity rejected and unit of measure.
• Condition and discrepancy notes: damage, short or over delivery, wrong items, expiry or batch numbers where relevant.
• Sign-off: received-by (storeman), checked-by and any supplier driver acknowledgement, each with name, signature and date.

The copyable GRN template

Copy this two-part layout. The first block is the header and references; the second is the line-item grid with the accepted and rejected columns that make the GRN a real check.

Field	Enter your details
Company / UEN	[Your Company Pte Ltd] · UEN [201XXXXXXX]
Receiving location	[Warehouse / store name]
Document title	GOODS RECEIVED NOTE
GRN number	GRN-2026-[0001]
Date received	[DD/MM/YYYY]
Supplier	[Supplier name]
PO number / Supplier DO number	[PO ref] / [DO ref]

No.	SKU / code	Description	Qty ordered	Qty delivered	Qty accepted	Qty rejected	UoM
1	[SKU]	[Item description]	[qty]	[qty]	[qty]	[qty]	[each/box]
2	[SKU]	[Item description]	[qty]	[qty]	[qty]	[qty]	[each/box]
3	[SKU]	[Item description]	[qty]	[qty]	[qty]	[qty]	[each/box]
Discrepancy / condition notes: [damage, short/over delivery, wrong item, batch/expiry]

Received by (storeman)	Checked by	Supplier driver
Name: ______ Signature: ______ Date: ______	Name: ______ Signature: ______ Date: ______	Name: ______ Signature: ______ Date: ______

The goods receiving process, step by step

1. Retrieve the PO. Before unloading, pull up the matching purchase order so you know what to expect.
2. Check the delivery against the supplier DO. Confirm the delivery belongs to you and matches the driver’s paperwork.
3. Count and inspect. Physically count each line and inspect for damage, wrong items, and — for perishables or regulated goods — batch and expiry.
4. Record accepted and rejected quantities. Enter what you accept and what you reject on the GRN, with a reason for any rejection.
5. Note discrepancies. Short shipments, over-deliveries and damage go in the notes so finance and the supplier can act.
6. Sign off. The storeman and checker sign; the driver acknowledges rejected goods being returned.
7. Update inventory and file. Post the accepted quantities to stock and file the GRN with its PO and, later, the invoice.

Worked example

These figures are illustrative. Acme Supplies delivers against PO-2026-0087. GRN-2026-0203 is raised on 17/02/2026. Line 1, SKU BEV-COLA-320-06, ordered 200, delivered 200, accepted 198, rejected 2 (dented cans). Line 2, SKU SNK-CHIP-100, ordered 300, delivered 288, accepted 288, rejected 0 — a 12-unit short shipment noted in the discrepancy box. Inventory is updated by 198 and 288 units respectively, not by the ordered figures. When Acme’s invoice arrives billing for 200 and 300, the three-way match flags both differences, and finance requests a credit note before paying. Because the GRN captured accepted quantities, the business pays only for good stock it actually holds.

GRN, delivery order and invoice: how they differ

Document	Raised by	Purpose
Purchase order	Buyer	Requests specific goods at agreed prices
Delivery order	Supplier	Accompanies the goods as proof of dispatch and delivery
Goods received note	Buyer (receiving)	Independent record of what was received and accepted
Tax invoice	Supplier	Requests payment and accounts for GST

Common mistakes to avoid

• Recording delivered instead of accepted. If you post the delivered quantity, damaged or rejected units inflate your stock.
• No GRN number. Without a running number you cannot trace the receipt or match it later.
• Skipping the physical count. Signing off on the driver’s word defeats the purpose of an independent check.
• Not recording discrepancies. Unlogged short shipments mean you pay for goods you never received.
• Delaying the stock update. If inventory is posted days later, availability shown to customers is wrong in the meantime.
• Filing the GRN separately. Keep it with its PO and invoice so any query is resolved from one place.

How WhiteBox helps

WhiteBox turns receiving into a scan-and-check step: staff receive against the open purchase order, record accepted and rejected quantities, and stock updates in real time from the same source of truth as your orders and reports. Discrepancies are flagged for the three-way match, so short shipments and damage are caught before invoices are paid. For businesses that would rather outsource receiving and storage, WhiteBox also runs its own Singapore warehouse. See pricing or get in touch.

Frequently asked questions

What is a GRN? A goods received note is an internal document the receiving team raises when a delivery arrives, recording what was received, in what quantity and condition. It is the receiving evidence in the three-way match.

What is the difference between a GRN and a delivery order? A delivery order is issued by the supplier and travels with the goods; a GRN is your own independent record of what you actually received and accepted, which may differ from the DO.

Should a GRN show quantity accepted separately from quantity delivered? Yes. Splitting delivered, accepted and rejected quantities is what lets you post accurate stock and pay only for good goods.

When should inventory be updated from a GRN? As soon as the receipt is checked and signed off, so the stock available to your sales channels reflects what you actually hold.

How does a GRN help with supplier disputes? Because it records accepted quantities and discrepancies at the point of receipt, it gives finance the evidence to request a credit note before paying the supplier’s invoice.

Related reading: Retail Operations Guide (pillar), Purchase Order Template for Singapore, Stock Card and Bin Card Templates, Delivery Order Template for Singapore.