The goods received note is the moment procurement's paperwork meets physical reality — it records what actually arrived against what was ordered, whether it passed inspection, and what needs following up. Without a disciplined GRN, invoices get paid for goods that were short-shipped or damaged, and disputes with suppliers become one person's word against another's. This free Excel template captures each receipt line, compares it to the purchase order quantity, calculates any variance and records the inspection outcome, giving you the evidence three-way matching depends on.
Why the GRN protects your payments
A GRN is the receiving-end control that stops you paying for goods you never got. By logging received quantities against the purchase order at the point of delivery, it surfaces short-shipments, over-deliveries and damage while the delivery driver is still there — not weeks later when the invoice lands.
It is also the third leg of three-way matching. Finance can only safely release payment when the purchase order, the invoice and the GRN agree; the note is the receiving evidence that closes that loop.
Completing a goods received note
Fill in the GRN as each delivery is checked in:
- Record the GRN number, the matching PO reference, the supplier and the date.
- Enter the received quantity beside the ordered quantity for each line.
- Let the variance column flag any shortfall or over-delivery automatically.
- Inspect the goods and mark each line accepted, rejected or accepted with reservation.
- Note batch numbers and any damage, then have the receiver and checker sign off.
Good receiving discipline
Check quantities and condition before signing the delivery note, not after — a signature confirms receipt in good order. Raise rejected or short lines with the supplier immediately and reference the GRN number so the resolution is traceable. File the GRN with its purchase order and the eventual invoice so matching is a quick reconciliation rather than a hunt for paperwork.
Download the Goods Received Note (GRN) Template
Free, editable Excel (.xlsx). Complete the form above and your download starts instantly.
Common questions
What is a goods received note template?
A goods received note (GRN) template is a form for recording what a supplier actually delivered against a purchase order, including quantities received, inspection results and any variances or damage.
How does a GRN support three-way matching?
Three-way matching compares the purchase order, the invoice and the GRN before payment. The GRN is the receiving evidence that confirms the goods arrived as ordered, so finance can release payment with confidence.
What format is the GRN template in?
A Microsoft Excel (.xlsx) file with a variance formula and no locked cells. It also opens in Google Sheets and LibreOffice Calc.
Is this goods received note template free?
Yes. Enter your work email above and the editable Excel file downloads automatically, free of charge.
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