Goods Receipt (GRN) with UOM conversion

The Goods Receipt Note records stock arriving from a supplier, usually against a purchase order. This is where UOM conversion happens — receive in the purchase unit, store in the base stock unit.

When to use

Use a GRN every time goods arrive from a supplier. It is also created as a draft automatically when a purchase order is approved, so the warehouse only needs to complete it.

Before you start

Permissions: inventory:write to create/edit a draft, inventory:receive to confirm, inventory:approve to void a confirmed GRN. Open /inventory/grn.
Toggles: inventory.uom_enabled and inventory.uom_auto_convert (both default on) control unit conversion; inventory.lot_tracking, inventory.serial_tracking and inventory.expiry_date_tracking require lot, serial or expiry on receipt.

Create the GRN

Go to Inventory → GRN → New Receipt and select the purchase order to receive against.

Confirm quantities and units

Enter received quantities in the purchase unit; XBuddy converts to the base unit using the item’s conversion factor and updates on-hand.

Post

Confirming the GRN increases stock, values it (per the costing method), and posts stock valuation to Accounting. It also feeds three-way matching.

Capture lots and serials

For tracked items enter the lot number, expiry date or serial list on the line before confirming.

Print labels and inspect

Print goods-receipt labels from the GRN, or start a quality inspection from the GRN detail.

Void if needed

A draft can be deleted or edited only while it is a draft. A confirmed GRN can be voided by someone with inventory:approve; the stock and entries are reversed.

Inventory — Goods Receipt with UOM conversion

Statuses

Status	Meaning	Who moves it
Draft	Created by hand or from an approved PO; editable; no stock effect.	Warehouse (`inventory:write`).
Confirmed	Stock increased, cost layers and entries created.	Receiver (`inventory:receive`).
Voided	Receipt reversed in full.	Approver (`inventory:approve`).

Tips & common mistakes

Receive in the purchase unit and let the system convert; do not convert by hand.
Confirm only what physically arrived; use another GRN for the rest of a partial delivery.
Landed costs allocated to a GRN change item cost — attach them before you pay the supplier bill.
Use three-way matching to compare the GRN with the PO and supplier bill before payment.

Reorder & stock requests Stock transfers & adjustments