Creating a Purchase / GRN Manually

Step 1: Access the Purchase Entry Form

1. In the left navigation menu, open Purchase Module and select Purchase/ GRN List (or click Add Purchase/ GRN directly).

2. Click the blue "+ Add Purchase" button situated above the purchase records table.

Step 2: Enter Header & Supplier Details

Complete the required fields indicated with an asterisk (*):

• Warehouse*: Select the target warehouse location receiving the inventory.

• Supplier*: Choose the registered vendor from the dropdown.

• Purchase Status*: Set the fulfillment state (e.g., Received, Pending, or Ordered).

• Invoice Number & Date: Enter the supplier's invoice reference number and billing date.

• Currency* & Exchange Rate*: Confirm the operational currency (e.g., Rs) and currency conversion rate.

• Purchase Type: Categorize the items (e.g., Raw Materials or Standard).

• Attach Document: Use Choose File to attach digital scans or PDFs of the supplier's physical bill.

Step 3: Add Items to the Order Table

1. Go to the Select Product field and scan the barcode or type the product name/code to add items.

2. Under the Order Table*, adjust individual item parameters:

   • Quantity & Free Qty: Enter billed units and any complimentary vendor units.

   • Batch No & Expired Date: Specify batch codes and expiration dates if tracking perishable goods.

   • Net Unit Cost & Discount: Verify the unit purchase cost and line-item discount.

3. Configure summary fields at the bottom:

   • Order Tax, Discount, Shipping Cost, and Payment Terms.

4. Enter internal delivery remarks in the Note area and click "Submit" to complete the GRN.

Method 02: Bulk Purchase / GRN Import via CSV

Step 1: Open Bulk Purchase / GRN

1. Go to Purchase Module > Bulk Purchase/ GRN from the sidebar (or click "Import Purchase" from the main Purchase List).

2. Specify the purchase header parameters:

   • Warehouse*: Destination facility.

   • Supplier*: Vendor supplying the batch.

   • Purchase Status: Defaulted to Received.

   • Attach Document: Supporting supplier invoice file.

Step 2: Download the Template and Prepare Data

1. Click the blue "Download Sample File" button to download sample_purchase_products.csv.

2. Open the file and fill in your line items following the mandatory column sequence:

   • Column Structure: product_code, quantity, purchase_unit_code, cost, discount_per_unit, tax_name

   • Ensure product_code matches items already created in the ERP.

   • Ensure purchase_unit_code exactly matches existing system units (e.g., Pc(s), KG, BOX).

   • Enter pure numeric values for quantity, cost, and discount_per_unit without currency symbols or commas.

3. Save the document in standard .csv format.

Step 3: Validate and Import

1. Click Choose File under Upload CSV File * and select your prepared CSV spreadsheet.

2. Click the dark blue "validate" button to perform automated schema and value checks.

3. Fill in any overarching Order Tax, Discount, Shipping Cost, or Note details.

4. Click the blue "Import Bulk Purchase" button to process all line items and generate the GRN.