Inward, GRN and Quality: Follow a Partial Receipt to Usable Stock
Work through a partial goods receipt, held and rejected quantities, and the supplier action. Download our editable receipt and quality worksheet.
Record what arrives, what quality accepts and what remains unresolved. Optiwise connects the purchase order, inward receipt, goods receipt note and configured inspection before stock is used. GRN means goods receipt note; its stock effect follows your chosen receipt and quality setup.
Download the partial-receipt and quality worksheet. The amber cells contain illustrative inputs you can replace. This is a preparation worksheet, separate from the transactions you authorise in Optiwise.
Keep arrival and acceptance separate
Stores records the supplier, purchase order, item, actual quantity, unit, delivery reference and relevant lot or barcode. Our receipt flow can start with inward or use direct GRN/inventory entry. Items can have mandatory or optional inspection. Mandatory inspection can block stocking until the requirement is satisfied; optional inspection does not impose the same block.
Quality opens the linked request and records the configured results. Keep accepted, held and rejected material physically identifiable. Use the quality workflow guide for the form, affected quantity and release decision.
Read one delivery as several different balances
| Quantity | Pieces | Next action |
|---|---|---|
| Not delivered | 20 | Buyer confirms the remaining supply |
| Accepted | 60 | Post or release through the configured receipt flow |
| Held | 15 | Quality completes the missing decision |
| Rejected | 5 | Buyer resolves return, replacement or credit |
All 80 arrived pieces have a disposition in this example. The usable shortfall against a 100-piece requirement is 40, not 20. Held stock may later be accepted; rejected stock needs its own agreed outcome. Confirm those decisions before raising a replacement purchase, or the factory could order the same gap twice.
Finish the supplier and invoice work
The purchase-order timeline retains inward, receipt, inspection, invoice, return and debit/credit-note context. Accounts can inspect that evidence when the supplier bills a different quantity. Our purchase-invoice example follows that mismatch through to the responsible commercial decision.
ERPNext’s receipt guide also separates partial deliveries and rejected stock. Its controls describe ERPNext; our configured receipt steps determine how your Optiwise records progress. Bring a partial delivery and its inspection requirement to a factory walkthrough.
Does a partial receipt close the whole order?
Resolve the remaining supply deliberately. Physical arrival, usable quantity and the final supplier agreement are different parts of the order.
Does the worksheet release held material?
No. It calculates the balances. Quality and stores must finish the configured inspection and stock actions in Optiwise.
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