Goods Receipt Operator — GRN (NIR)

Department: Warehouse & Logistics
Level: Operational
Primary objective: Physically receive goods from suppliers, record the GRN (Goods Receipt Note / NIR) in the system and update stock in real time

What this role does

The Goods Receipt Operator is the first link in the physical warehouse chain. They receive goods delivered by suppliers, verify against the Purchase Order, record the GRN (Nota de Intrare-Recepție / NIR) in CRMconnect — with or without a barcode scanner — and flag any discrepancy before goods enter active stock.

Modules used daily

Barcode scanner — how to use it

CRMconnect supports a barcode scanner in the GRN module. Connect the scanner (USB HID or Bluetooth) — the platform automatically recognises it as an input device.

Receiving with scanner:

1. Open the created GRN (or create a new one)
2. Focus the barcode field in the item line
3. Scan the barcode label on the package/product
4. Platform automatically looks up the SKU in Commodities and fills in the line
5. Enter the received quantity → confirm the line
6. Repeat for each item in the delivery

Scanner advantages over manual entry:

• Eliminates SKU errors (wrong item booked into stock)
• Speeds up receipt by ~60% vs. typing
• Creates a complete audit trail: operator + timestamp + SKU + quantity

Without a scanner: you can search for the item by code or name in the item field in the GRN. Operation is identical, just slower.

Daily routine

When a transport arrives

1. Receive documents from the driver: supplier delivery note/CMR + invoice (if sent physically)
2. Open Purchase Orders → find the associated PO (by number or supplier)
3. Visually verify that the supplier and items on the invoice/delivery note match the PO
4. Create new GRN → associate the corresponding PO

Physical receipt and recording

5. Count/weigh each received item
6. Fill in the GRN line by line (with scanner or manually):
   • Item (SKU)
   • Received quantity
   • Destination warehouse
   • Batch / serial number (if product is batch-tracked)
7. If there is a discrepancy vs. the PO → handle per case (see workflows)
8. Finalise the GRN → stock updates automatically in Commodities

At end of shift

9. Check in Commodities that stock levels reflect today's receipts
10. Hand physical documents (signed GRN, supplier delivery note) to AP Accountant

Key workflows

Workflow 1 — Complete conforming receipt

Supplier delivers exactly what's in the PO
→ Create GRN → associate PO
→ Scan/enter each item and quantity
→ All lines match PO ✓
→ Finalise GRN
→ Stock increments automatically in Commodities
→ PO moves to "Received" status
→ Notify AP Accountant: GRN finalised, can validate supplier invoice

Workflow 2 — Partial delivery

Supplier delivers 60 of 100 ordered units
→ Create GRN → associate PO
→ Enter ACTUALLY received quantities (60 units)
→ Finalise partial GRN
→ Stock updates with 60 units
→ PO remains open for remaining 40 units
→ Notify Acquisitions: partial delivery, rest awaited
→ AP Accountant will validate invoice only for received quantity

Workflow 3 — Damaged or non-conforming goods

At counting: 5 damaged units in a delivery of 100 units
→ Create GRN for the 95 conforming units → finalise
→ For 5 damaged units: don't put them in active stock
→ Warehouse → Adjustments & Losses → Add
   → Item, quantity: 5 units, reason: "Damaged at receipt"
   → Attach photos if needed for claims
→ Notify Acquisitions to issue Debit Note to supplier
→ Or: Warehouse → Purchase Returns → create physical return

Workflow 4 — Unknown item in system (new SKU)

Supplier delivers a product that doesn't exist in Commodities
→ Cannot finalise GRN without valid SKU
→ Notify Warehouse Manager or Acquisitions
→ Manager creates item in Commodities with correct data
→ Return to GRN → add line with new SKU → finalise

Complete traceability of a GRN

Every finalised GRN creates an auditable record in Warehouse History:

GRN #[number] ←→ PO #[number] ←→ Supplier ←→ Vendor Invoice
       ↓
Commodities: SKU + Quantity + Warehouse + Date entered + Operator
       ↓
Warehouse History: entry visible with all details

If someone asks "where did stock X in warehouse Y come from?" — find the answer in Warehouse → History filtered by SKU and date.

Key metrics

Practical tips

Scan before signing the supplier's delivery note. Don't sign the transport document before you've physically counted and checked the goods. The signature means you've confirmed conforming receipt.

One GRN = one delivery, not one supplier. If the same supplier delivers twice in the same day with different vehicles → two separate GRNs, each with its own documents.

Photograph damaged goods on the spot. Supplier claims are much easier to win with visual evidence attached in the system at the time of receipt.

Batch and serial numbers matter if products are tracked. Don't skip batch/serial fields for products that require them — complete traceability depends on them.