Goods Received Note & Quality Check Log (Excel)
When a truck arrives, three numbers matter: what the supplier's challan or invoice says, what you actually counted, and what passed inspection. This workbook records all three for every item received, works out shortage, excess and rejected quantity, flags lines that need a debit note or replacement, prints a proper goods received note for any GRN number, and sums up each supplier's acceptance rate.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| GRN no. | Date | Supplier | PO no. | Challan / invoice no. | Item | Unit | Rate (INR) | Qty as per challan | Qty received (counted) | Qty accepted | Rejection reason | Inspected by | Rejected | Shortage | Excess | QC result |
| GRN-0470 | Oct-26 | Precision Bearings Co. | PO-102 | INV/2231 | Ball bearing 6205-2RS | Nos | 145 | 250 | 250 | 244 | Below specification | R. Singh | 6 | 0 | 0 | Partly accepted |
| GRN-0470 | Oct-26 | Precision Bearings Co. | PO-102 | INV/2231 | Taper roller bearing 30206 | Nos | 410 | 100 | 96 | 96 | R. Singh | 0 | 4 | 0 | Accepted | |
| GRN-0482 | Oct-26 | Shree Packaging Industries | PO-103 | DC-778 | 5-ply corrugated box 600x400x400 | Nos | 46 | 1,000 | 1,000 | 1,000 | M. Kaur | 0 | 0 | 0 | Accepted | |
| GRN-0485 | Oct-26 | Bharat Steel Traders | PO-104 | BST/0912 | GI sheet 1.2 mm | kg | 88 | 120 | 124 | 124 | M. Kaur | 0 | 0 | 4 | Accepted | |
| GRN-0486 | Oct-26 | Kumar Fasteners | PO-105 | KF-3391 | Hex bolt M12x50 (box of 100) | Box | 620 | 40 | 40 | 0 | Wrong item | R. Singh | 40 | 0 | 0 | Rejected |
| GRN-0487 | Nov-26 | Bharat Steel Traders | PO-104 | BST/0930 | MS angle 50x50x6 | kg | 70 | 800 | 800 | 0 | 0 | Pending QC |
What's inside
- GRN Log: GRN number, date, supplier, PO number, challan or invoice number, item, unit, rate, quantity as per challan, quantity received and quantity accepted
- Rejected, shortage and excess quantities, QC result (Accepted, Partly accepted, Rejected, Pending QC), accepted value and an "Action" flag for debit notes
- Rejection reason list: damaged in transit, wrong item, below specification, expired or short shelf life, wrong quantity packed, poor packing, other
- GRN Print sheet: pick a GRN number and get an A4 goods received note with up to 12 lines, totals and signature boxes for stores, quality and approval
- QC Summary: received, accepted and rejected quantity, acceptance percent, shortage and open actions for each supplier, low acceptance in red
How to use it
- List your suppliers on the Suppliers sheet and type your company name and currency on the Settings sheet.
- When goods arrive, give the delivery a GRN number and add one row per item on the GRN Log: date, supplier, PO number, challan number, item, unit, rate and the quantity written on the challan.
- Count the goods and type the quantity received. Shortage or excess appears at once.
- After inspection, type the quantity accepted. If anything is rejected, pick the reason and type who inspected it. Leave accepted empty while the lot is still under test: it shows "Pending QC".
- Open GRN Print, pick the GRN number and print two copies: one for stores and one for accounts with the supplier's bill.
- Rows marked "Debit note / replacement" need action: send the supplier a debit note or ask for a replacement, and note the reference in your accounts.
- Review the QC Summary every month and discuss suppliers below the target acceptance percent.
Tips
- Count before you sign the transporter's copy. Write "received subject to count and inspection" if you cannot count at once.
- Use the same GRN number on every line of one delivery so the print sheet picks them all up.
- Accepted quantity is what goes into stock. Post only that into your stock register or the Multi-Location Inventory workbook.
- Change the target acceptance percent on the Settings sheet (98 percent to start with) to match your quality policy.
Questions and answers
What is a GRN?
A goods received note is the store's record that material has arrived: from whom, against which PO and challan, how much was received and how much was accepted. Accounts use it to check the supplier's bill before payment.
What is the difference between shortage and rejection?
Shortage is material that never arrived (challan quantity minus counted quantity). Rejection is material that arrived but failed inspection (counted minus accepted). Both reduce what you should pay for.
Can one GRN have many items?
Yes. Add one row per item with the same GRN number. The print sheet shows up to 12 lines of one GRN.
Is the acceptance percent by quantity or value?
By quantity: accepted quantity divided by received quantity. Accepted value is shown separately on the log.