GRN Analysis Report
GRN Analysis Report - User Guide
1. Introduction đĻ
The GRN (Goods Received Note) Analysis Report is a vital operational and financial audit tool. It tracks the physical entry of materials into the plant, their quality inspection results, and the subsequent billing status.
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Purpose of this Report:
- Material Audit: Reconcile physically received quantities against supplier challans and purchase indents.
- Accounting Control: Identify “Goods Received but Not Billed” (GRNI) to manage accruals.
- Quality Monitoring: Track rejection rates and inspection throughput.
- Vendor Benchmarking: Objective scoring of vendors based on lead times and delivery accuracy.
This module is used daily by Store In-charges, Quality Inspectors, and Accounts Payable teams.
2. Report Types & Analysis Use Cases đ
A. Pending GRN Report
- Purpose: Identifies materials that have been received at the warehouse but have not yet been linked to a Purchase Bill.
- Best For: Month-end Accruals. It helps the Finance team identify liabilities for goods received but not yet invoiced by the vendor.
- Key Field: Consider Bill Date Upto (Filter to exclude bills created after a specific cutoff date).
B. GRN Register Report
- Purpose: A complete chronological log of all material receipts within the organization.
- Best For: Total Inward Logistics Audit.
- Key Data: GRN Number, Challan Details, Store Location, specific Item/Brand, and connectivity to the original Indent.
C. QA (Quality Assurance) Report
- Purpose: Focuses on the quality status of incoming materials.
- Analysis: Tracks the throughput of the inspection team and the rejection rate of various products.
- Key Data: QA Report No, Accepted vs. Rejected Qty, TC (Test Certificate) Status, and Inspector Remarks.
D. Vendor Performance Report
- Purpose: Scores vendors based on historical data to assist in future procurement decisions.
- Key Metrics:
- Quantity Rating: Accepted Qty vs. Challan Qty (Quality score).
- Delivery (Qty): Supplier Challan Qty vs. the original Indent Qty.
- Delivery (Date): Measures “On-Time” delivery against the Required-by date from the Indent.
- Delay Days: Quantitative measure of vendor lead-time variance.
3. Data Visibility & Insights đ
| Data Category | Key Fields Visible |
|---|---|
| Material Entry | GRN No, Challan No, Challan Date, Unit Code, and Store Name. |
| Quality Audit | QA OK (Yes/No), Rejected Qty, TC Status (Yes/No), and Inspector Name. |
| Fulfillment | Original Indent No, Indent Date, Pending Qty (for Billing), and Ordered Qty. |
| Ratings | Qty Rating, Delivery Rating, and Delay in Days. |
4. Source Transactions đ
The GRN engine synthesizes data from:
- Goods Received Note: The primary entry for physical stocks (
Grn). - Purchase Indent: Used to compare ordered vs. received quantities (
Indent). - Purchase Bill: Used to “knock off” received quantities and identify pending items (
Bill). - Quality Inspection: Internal records of accepted/rejected stock (
GrnQA fields).
5. Using Global Filters đ ī¸
- Unit: Consolidate receipts from “All Units” or focus on a specific factory location.
- Report By: Narrow analysis by Vendor (Party), Party Group, Item Group, or Item Name.
- Consider Bill Date Upto: Crucial for reconciling your Accounts Payable ledger with physical stock entries.
6. Best Practices / Tips đĄ
- Close the Loop: Use the Pending GRN Report weekly to ensure that vendors are submitting bills promptly for all items received at the gate.
- Monitor Quality Trends: In the QA Report, if a specific item has a high rejection rate across multiple vendors, it may indicate a design or specification issue rather than a vendor issue.
- Objective Vendor Selection: Use the Vendor Performance Report during contract renewals. Vendors with high “Delay Days” or low “Qty Ratings” should be flagged for improvement or replaced.
- Store Accuracy: Ensure the Store Name is correctly selected in the register to maintain accurate sub-inventory tracking.