GRN Quality Check

Accept and Reject Quantities

When receiving goods, you may find that some items are damaged, defective, or do not meet specifications. PayInvoice Next allows you to record both accepted and rejected quantities on the GRN.

How to Record Quality Results

1. On the GRN, find the item in the Items table.
2. The Received Quantity shows what was delivered.
3. Enter the Rejected Quantity — the number of units that failed inspection.
4. The Accepted Quantity is calculated automatically: Received - Rejected.

WARNING

Only the accepted quantity updates stock. Rejected items do not enter your inventory.

What Happens to Rejected Items

Rejected items remain with the warehouse for:

• Return to supplier (coordinate with procurement)
• Replacement request to supplier
• Write-off (if agreed with finance)

The Purchase Invoice should only be created for the accepted quantity, not the rejected quantity. If you create PI from this GRN, only accepted quantities carry over.

Related Pages

• Create a GRN — Full GRN creation guide
• GRN FAQ & Troubleshooting — Quality-related issues