Goods Received Note Template (Free Template)
Use this goods received note (GRN) template to record exactly what arrives from a supplier, check it against the delivery note and your order, and catch short or damaged deliveries before you pay.
| Date | Supplier | PO number | Item | Qty ordered | Qty received | Condition | Received by |
|---|---|---|---|---|---|---|---|
| 13/06/2026 | Bidco | PO-1042 | Cooking oil 1L | 48 | 48 | Good | Jane |
| 13/06/2026 | Bidco | PO-1042 | Soap bar | 100 | 96 | 4 damaged | Jane |
| ... | ... | ... | ... | ... | ... | ... | ... |
Example rows shown. Download the CSV for a blank version to fill in, or open it in Excel or Google Sheets.
How to use the goods received note template
- 1Fill in the delivery detailsRecord the date, supplier and the purchase order number the delivery relates to.
- 2Check item by itemFor each item, enter what you ordered and what actually arrived, and note the condition.
- 3Flag shortfalls and damageAny gap between ordered and received, or any damage, is something to raise with the supplier before you pay.
- 4Sign and fileThe person receiving signs, and you keep the GRN with the invoice so payments only go out for goods actually received.
- +Never pay a supplier invoice without matching it to a GRN.
- +Check condition at delivery, not later, so damage claims hold.
- +Keep GRNs filed by supplier to spot repeat short deliveries.
Frequently asked questions
A goods received note, or GRN, records exactly what you received from a supplier, checked against the delivery note and your order. It protects you from paying for stock that never arrived or arrived damaged.
The delivery note is the supplier's claim of what they sent. The GRN is your record of what you actually received and counted, which is what you should match the invoice against before paying.
Record the shortfall on the GRN and raise it with the supplier before you pay. A documented GRN is your evidence for a credit or replacement.
The person who physically received and checked the goods. Their signature makes the record accountable and is useful if a discrepancy is questioned later.
Veira records stock received against purchase orders, so your GRN, your stock levels and what you owe each supplier all update together, and you never pay for goods you did not receive.
Veira records sales, stock and payments automatically, so this runs itself. From KES 2,999 a month, with a free terminal.