Goods receiving in two steps: check in, then post
1flux goods received note software lets stores check deliveries in with the delivery note and photos, while a separate report posts stock and the journal.
In short
1flux goods received note software separates what arrived from what you accept into stock. Stores record a goods received note (GRN) with the supplier's delivery note, photos and an outcome; a GRN never touches stock or the books. A separate goods receipt report (GRR) tags one or more purchase orders, needs a reason for every short, over or rejected quantity, and posts stock and the journal in one step.
View as text
- A storekeeper records a goods received note: supplier Tidewell Pipe Supplies LLC, purchase orders PO-2026-0012 and PO-2026-0015, and the supplier’s delivery note number.
- They attach a photo of the delivery note and choose the outcome Checked & approved.
- The note is saved as Checked & approved. Nothing posts to stock or the ledger.
- The receiving team creates goods receipt report GRR-2026-0074 from the note. One line arrived short by 2, so it needs a variance reason: Balance to follow.
- Post GRR brings the stock into the Jebel Ali warehouse and posts one journal: Dr Inventory, Cr Goods received not invoiced.
The problem
“Stores and accounts never agree on what actually arrived.”
“One delivery note lists three LPO numbers, and nobody knows which orders to update.”
“Damaged cartons are signed for at the gate and found weeks later.”
“The receipt posts the moment someone clicks save, mistakes included.”
Why does receiving need two steps?
1flux splits receiving because the person counting boxes at the gate shouldn't also decide what goes into stock and the ledger.
Nothing posts
GRN (check-in)
- Done by: stores.
- Records: supplier, orders, delivery note, vehicle, driver, photos, counted and damaged quantities, an outcome.
- Approval: notes checked with comments need an approver.
- Stock and books: no effect.
- Permission: Record goods received notes.
Posts stock and the journal
GRR (receipt report)
- Done by: receiving or inventory control.
- Records: accepted and rejected quantities against the tagged orders, reasons, disposition, posting date.
- Approval: reversal needs an accountant.
- Stock and books: stock in and the journal posted together.
- Permission: Create and post goods receipt reports.
The result: stores record the delivery as it was, the back office accepts it against the order with reasons, and nothing reaches stock or the books until both have happened.
How does 1flux goods received note software check a delivery in?
A storekeeper opens Receive goods from the order or from Receiving, and works down one form:
- Supplier and orders. Supplier first, then any of that supplier’s issued orders that aren’t fully received. Several orders can be chosen, and their open lines appear together. A delivery can also be saved with no order.
- Unexpected items. Add an unexpected item records goods that aren’t on the order. They’re noted, not stocked.
- Delivery note. The supplier document type (Delivery note, Invoice or Other document), its number (required) and date, the receiving warehouse, PO numbers on the delivery note, vehicle number and driver name.
- Attachments. The delivery-note scan or photos, several files at once, from a computer or straight from a phone. 1flux works in any phone or tablet browser, with nothing to install.
- Outcome. Checked & approved needs an attachment. Checked with comments needs comments. 1flux warns about short, over, damaged or unexpected lines against what’s still open, but never picks the outcome for you.
- Save as draft or Save.
Notes move through Draft, Checked & approved, Checked with comments, Approved with comments, GRR posted and Void. The printed “Goods received note” shows ordered, received and damaged quantities with units, the outcome and the approval. It never shows prices.
Approve deliveries checked with comments
1flux routes every commented check-in to an approver before it can be costed into stock. Only people with Approve goods received notes checked with comments see the buttons:
- Approve, with an optional note. The note becomes Approved with comments and carries a Has comments flag onwards.
- Send back, with a reason. The note returns to draft for stores.
- Void, with a reason.
In-app notifications do the hand-offs. A commented note notifies everyone who can approve it; a clean note tells the GRR team it’s ready for a goods receipt report. A GRR can’t be started on a note still waiting for approval.
Blind receiving, if you want it
Blind receiving is a company setting in 1flux. Under GRN quantities, choose:
- Filled with the open order quantity (the default);
- Blank, order quantities shown;
- Blank, order quantities hidden, where ordered and open quantities disappear from the form and the printed GRN.
In the blank modes, a line left empty isn’t received. Storekeepers count what’s really there, not what the order says.
Post the goods receipt report
The GRR is where 1flux accepts goods against orders and writes stock and the books. It starts from a Checked & approved or Approved with comments note.
- Tag the orders. Choose one or more of the supplier’s open purchase orders. PO numbers typed on the GRN that match are offered as one-click suggestions. Tag a local purchase request instead and 1flux tags the order it was converted into.
- Explain every variance. Each line shows ordered, accepted to date, open and counted. Enter Received and Rejected; a Variance reason is required whenever received differs from open (“Short 2”, “Over 1”), and a Rejection reason whenever anything is rejected.
- No silent over-receipts. Accepted can’t exceed what’s open: reject the excess, or ask the buyer to revise the order.
- Decide what happens to rejects: Return to supplier, Scrap or Hold for supplier decision.
- Post GRR. One journal for all tagged orders: Dr Inventory, Cr goods received not invoiced (GRNI), at each order’s price, converted at the posting date’s exchange rate. Stock enters through cost layers, order progress updates and fully received orders close.
The activity on the report, the note and every order reads like a sentence: “Received 8 of 10 (short 2: balance to follow)”. An accountant can reverse a posted GRR with a reason, restoring stock, the journal and every order’s progress.
Keep rejected goods in view
Every rejected line lands in 1flux’s Rejected goods register, with item, supplier, report, reason, quantity and status: Return to supplier, Scrap or On hold. Rejected quantities stay open on the purchase order until they’re replaced or short-closed.
See the receiving day at a glance
The Receiving overview opens on what needs action: notes waiting for approval, checked notes with no report (Create reports), reports at provisional cost (Review costs), rejected lines on hold and orders due today (Receive goods).
- Tiles: Received today, Awaiting a report, Rejected this month and Time to report, the median time from a note’s arrival to its posted GRR.
- Charts: Receipts per day, Variance by supplier and Check-in outcomes.
View as text
- The operations manager opens the Receiving overview.
- First, a goods received note checked with comments waiting for approval, and 3 checked notes with no goods receipt report yet (Create reports).
- Then a report still at provisional cost (Review costs) and rejected lines on hold.
- Then 2 purchase orders due today (Receive goods).
- Create reports opens exactly the checked notes that are waiting for a goods receipt report.
How does goods receiving work in 1flux?
Five steps from the truck at the gate to the supplier's invoice.
Check in
Stores record the GRN with the delivery note and photos.
Approve exceptions
An approver approves or sends back any note checked with comments.
Report
The GRR team tags the orders, enters received and rejected quantities with reasons, and picks a disposition.
Post
Post GRR writes stock and the journal; rejects go to their register.
Invoice
Accounts build the purchase invoice from the posted GRR.
Connected to the rest of 1flux
Receiving is one step of purchasing in 1flux, and it hands off in both directions.
- Purchase ordersOrders → GRN
- Goods receivingPosted GRR → stock and journal
- InventoryPosted GRR → purchase invoice
- Suppliers and invoices
- Purchase orders: every line shows accepted, rejected and pending quantities from posted GRRs. See purchase orders and LPOs.
- Inventory: only a posted GRR moves stock, valued by your entity’s costing method. See 1flux Inventory.
- Accounting: the GRR posts through the same gateway as every other document, and GRNI older than 30 days shows on the Accounting overview. See automated posting and GRNI explained.
- Purchase invoices: built from posted GRRs, so you invoice what was accepted. See suppliers and purchase invoices.
Who uses goods receiving in 1flux?
Stores at the gate, the back office that accepts goods into stock, and finance.
Storekeepers
A clear check-in, no prices and no paperwork chase.
Inventory controllers
Accept goods into stock and own the variances.
Finance teams
Receipts that post their own journals, with every difference explained.
When does a delivery reach stock in 1flux?
1flux moves stock and posts the journal when the goods receipt report is posted. The goods received note before it is a check-in: it records the supplier, orders, delivery note, photos and an outcome, with no stock or ledger effect. The back office then accepts the quantities against the purchase orders, with a reason for any variance, and posts the GRR.
Can one delivery cover several purchase orders?
Yes. A GRN can include several of the supplier's open purchase orders, and stores can type the PO numbers printed on the supplier's delivery note. On the goods receipt report, matching PO numbers are offered as one-click suggestions. One GRR then posts a single journal for all the tagged orders and updates each order's progress.
What is blind receiving in 1flux?
1flux offers blind receiving: a setting where storekeepers count a delivery without seeing the ordered quantities. In 1flux, choose “Blank, order quantities hidden” under GRN quantities. Ordered and open quantities then disappear from the check-in form and the printed GRN, and any line left empty isn't received. Two other modes show order quantities.
What happens to rejected goods?
1flux never puts rejected quantities into stock. On the goods receipt report, each rejection needs a reason, and the report chooses a disposition: Return to supplier, Scrap or Hold for supplier decision. The lines appear in the Rejected goods register, with item, supplier, report, reason and quantity, and stay open on the purchase order until they're replaced or short-closed.
Can stores check deliveries in from a phone?
Yes. 1flux works in any phone or tablet browser, with nothing to install. A storekeeper can open Receive goods at the gate, choose the supplier and orders, enter counted and damaged quantities and attach photos of the delivery note and the goods straight from the phone, then save the GRN as Checked & approved or Checked with comments.
Who can reverse a posted goods receipt report?
1flux lets an accountant with posting rights reverse a posted GRR, with a reason. The reversal restores the stock, mirrors the journal, puts every tagged order's progress back and returns the GRN to its previous status, so stores, purchasing and the ledger stay in step with what was actually accepted.
Purchasing
Requisitions, quotes, LPOs, two-step receiving and receipt-based invoices in one flow.
Purchase orders (LPO)
Priced or unpriced orders, VAT per line, revisions with reasons and a report of what's due.
Supplier management
Supplier records, documents and performance, with invoices built from what was received.
Inventory
One catalogue, live stock per warehouse and company, and every stock posting in the ledger.
Goods received not invoiced (GRNI), explained
The journals from goods receipt to supplier invoice, why the balance creeps up and a month-end routine that keeps it clean.
Book a demo
Make stores and accounts agree on what arrived
See a delivery checked in, approved, reported and posted in a live demo.
Last updated