Skip to content

Stores Purchase Orders and GRN

Jump to bottom Edit New page
Dr M H B Ariyaratne edited this page May 22, 2026 · 1 revision

Stores — Purchase Orders and GRN

Overview

The Stores module supports a standard procurement workflow: Purchase Order Request → Purchase Order → GRN → Direct Purchase for receiving goods into store inventory.

Purchase Order Request

A purchase order request is a formal internal request for procurement, submitted before the PO is raised.

Navigation: Stores → Transactions → Purchase Order Request

Steps:

  1. Select the requesting store department.
  2. Add items with required quantities.
  3. Click Save to submit the request.

Known Issue #6045 — A dedicated Save button is needed on the Store Purchase Order Request page (pending fix).

Creating a Purchase Order

Navigation: Stores → Transactions → Purchase Order

Steps:

  1. Select the supplier (dealer/Credit Company).
  2. Select the store department.
  3. Add items with ordered quantities and expected unit prices.
  4. Click Save to generate the PO.

The system assigns a PO number automatically.

Known Issue #5742 — PO cancellation has a reported bug in the Store module (pending fix).

Goods Received Note (GRN)

A GRN records the physical receipt of goods ordered via a purchase order.

Navigation: Stores → Transactions → GRN

Steps:

  1. Select the supplier.
  2. Select the related Purchase Order.
  3. Verify received quantities against the PO.
  4. Enter batch numbers and expiry dates (required for perishable items).
  5. Enter unit costs.
  6. Click Save to complete the receipt.

Stock levels update immediately.

Note: The Stores GRN does not currently include a formal invoice-matching/costing step (unlike Pharmacy GRN with Costing). Invoice reconciliation is handled manually or via the accounts module.

Direct Purchase (No PO)

For emergency or small purchases without a prior PO:

Navigation: Stores → Transactions → Direct Purchase (Store)

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

Known Issue #5659 — The direct purchase page has a reported functionality issue (under investigation).

Cancelling a GRN

Navigation: Stores → Transactions → Cancel GRN

A GRN can be cancelled if no stock has been issued from it. Cancellation reverses all stock increases from that receipt.

Purchase Returns

Items received can be returned to the supplier.

Navigation: Stores → Transactions → Purchase Return (Store)

  1. Search for the original GRN.
  2. Select items to return and enter quantities.
  3. Save.

Reports

Standard procurement reports include:

  • GRN detail by date range
  • GRN payment detail
  • Supplier-wise GRN summary
  • Purchase order list

Navigation: Stores → Reports → (select report type)

Related Articles

සිංහල English

Add a custom sidebar

Clone this wiki locally