Convert goods received notes to Excel
A GRN is only useful if you can compare it with the order and the invoice. That comparison is painful while the note lives in a filing cabinet or a folder of scans.
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The three-way match problem
Purchase orders sit in one system, invoices arrive by email and goods received notes come in on paper from the yard or the back door. Checking that all three agree means someone reading line by line, which is slow enough that most teams only spot-check.
- Shortages and substitutions go unnoticed until stock runs out
- Over-deliveries get paid for because nobody re-counted
- Month-end accruals rely on guesswork rather than received quantities
- Disputes with suppliers come down to who can find the paperwork
How the conversion works
Photograph or scan the note, upload it, and choose 'Delivery docket' as the document type — GRNs and delivery notes share the same structure. Each line is extracted with its code, description, quantity and price, and written to a Data sheet with a Summary sheet naming the supplier, note number and date.
- Printed and scanned notes both work, including phone photos
- Quantities and prices arrive as numbers, ready to total
- No per-supplier template to build or maintain
- The finished file is emailed to you when it is ready
Matching against orders and invoices
With the note in a spreadsheet, matching becomes a formula rather than a task. Line up received quantities against the purchase order to find shortages, then against the invoice to confirm you are only paying for what arrived. Anything that does not reconcile stands out immediately.
A searchable record of what arrived
Every conversion stays in your dashboard, so a season of deliveries becomes a dataset you can filter by supplier, product or date. That record settles credit-note conversations quickly and gives your accountant real received quantities at year end.
Frequently asked questions
- What is a goods received note used for?
- A GRN records what actually arrived against what was ordered. It is the middle document in a three-way match: purchase order, goods received note, supplier invoice. If the GRN only exists on paper, that match has to be done by eye.
- Does it work with handwritten quantity changes?
- Usually, yes. Short amendments written on a printed note — a crossed-out quantity, a shortage marked in the margin — are read alongside the printed line, provided the handwriting is legible in the scan.
- What columns come out?
- Product code, description, quantity ordered, quantity received, unit, unit price and line total where the note shows them, plus supplier, GRN number and date on a Summary sheet.
- Can I match the output against a purchase order?
- Yes. Because product code and quantity land in their own columns as numbers, a lookup against your PO export shows shortages, over-deliveries and substitutions in seconds.
- How many notes can I convert at once?
- Upload them one at a time; each conversion is emailed back as its own Excel file and stored in your dashboard. Plans start at 50 documents a month, and higher volumes are quoted on request.
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