# Pharmacy Procurement — GRN and Goods Receipt

## Overview

A **Goods Received Note (GRN)** records the physical receipt of items ordered via a Purchase Order. The GRN process in the HMIS pharmacy module supports:

- Standard GRN (against a PO)
- GRN with costing (invoice matching)
- GRN with multi-step approval
- Wholesale GRN (for redistribution from another facility)
- Direct purchase (receipt without a prior PO)

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## Standard GRN

**Navigation:** Pharmacy → Procurement → GRN

**Steps:**
1. Select the supplier.
2. Select the related Purchase Order from the list.
3. The system pre-fills ordered items — verify quantities actually received.
4. Enter **batch numbers**, **expiry dates**, and **unit costs** for each line.
5. Click **Save** to record the receipt.

Stock levels update immediately upon GRN save.

---

## GRN with Costing (Invoice Matching)

The GRN costing step links the supplier's invoice to the receipt, enabling invoice matching.

**Navigation:** Pharmacy → Procurement → GRN with Costing

**Steps:**
1. Complete the standard GRN fields.
2. Enter the **supplier invoice number** and **invoice date**.
3. Verify the invoice total against line-item totals.
4. Click **Save & Approve** or save for separate approval.

**Finalization:** Pharmacy → Procurement → GRN List to Finalize

Once finalized, the GRN is locked and supplier payment can be processed.

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## GRN with Approval Workflow

Some deployments require GRNs to be approved before finalization.

**Workflow:**
```
Create GRN → Submit for Approval → Approve → Finalize
```

**Approve queue:** Pharmacy → Procurement → GRN List to Approve  
**Finalize queue:** Pharmacy → Procurement → GRN List to Finalize

---

## Wholesale GRN

Used when receiving goods transferred from another hospital or warehouse facility rather than directly from a supplier.

**Navigation:** Pharmacy → Procurement → GRN (Wholesale)

The workflow is similar to a standard GRN, but the source is marked as a sister institution rather than an external supplier.

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## Direct Purchase (No Prior PO)

When goods are received without a formal PO (emergency purchases, small procurements):

**Navigation:** Pharmacy → Procurement → Direct Purchase

1. Select the supplier.
2. Add items with quantities, batch numbers, expiry dates, and unit costs.
3. Save.

Direct purchases are recorded as a separate bill type and are fully reportable.

---

## Reprinting a GRN

**Navigation:** Pharmacy → Procurement → Reprint GRN

Search by GRN number or date range, then select the GRN to reprint.

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## Cancelling a GRN

A GRN that has not been costed/finalized can be cancelled.

**Navigation:** Pharmacy → Procurement → Cancel GRN

> GRNs that have supplier payments applied cannot be cancelled without first reversing the payment.

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## Batch Numbers and Expiry Dates

Every GRN line item **must** have a batch number and expiry date. The system uses this data for:
- FEFO (First Expiry, First Out) dispensing
- Near-expiry alerts
- Batch traceability

See [Pharmacy Batch Management and Expiry Tracking](Pharmacy-Batch-Management-and-Expiry-Tracking) for full details.

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## Stock Impact

| Action | Stock Effect |
|--------|-------------|
| Save GRN | Increases department/pharmacy stock |
| Cancel GRN | Reverses the stock increase |
| GRN Return | Reduces stock for returned items |

---

## Related Articles

- [Pharmacy Procurement — Purchase Orders](Pharmacy-Procurement-Purchase-Orders)
- [Pharmacy Procurement — GRN Returns](Pharmacy-Procurement-GRN-Returns)
- [Pharmacy Procurement — Supplier Payments](Pharmacy-Procurement-Supplier-Payments)
- [Pharmacy Batch Management and Expiry Tracking](Pharmacy-Batch-Management-and-Expiry-Tracking)
- [Supply Chain and Procurement Overview](Supply-Chain-and-Procurement-Overview)