A clean, ready-to-use Goods Receipt Note template — header block, the fourteen columns a store team actually needs, automatic totals, and a sign-off row. One sample line is filled in so you can see how it works. No email, no sign-up: just download and use it.
Works in Microsoft Excel, Google Sheets and LibreOffice Calc. Edit it freely, add your logo, and make it yours.
A Goods Receipt Note (GRN) is the document your store or warehouse raises the moment goods arrive from a supplier. It records what physically came in against the purchase order, how much was accepted, how much was rejected and why, the batch or lot number, and where each item was stored. It is signed by the person who received the goods, the person who inspected them, and the person who approved them.
That single sheet does a lot of quiet work. It is the proof that stock came in, so the accounts team can match it to the supplier invoice before paying. It is the record inspection relies on when a batch is questioned later. And it is the first entry in the audit trail that lets you trace a faulty part back to the exact delivery it came from. Get the GRN right and the rest of your stock records stay honest; skip it, and every downstream number becomes a guess.
This template gives you a correct, professional GRN format without building one from scratch — useful for small manufacturers, traders, distributors and warehouse stores that are still on spreadsheets.
Fourteen line-item columns, plus a header block above them and a sign-off row below. Here is what each column is for.
| Column | What goes in it |
|---|---|
| GRN No | Your running goods-receipt number, unique per receipt (e.g. GRN/2026/00147). |
| Date | The date the goods were received. |
| Supplier | The vendor or supplier the goods came from. |
| PO No | The purchase order this receipt is against, so it can be reconciled. |
| S.No | Line serial number, one per item on the receipt. |
| Item | Your item code or part number. |
| Description | Plain-language name of the item. |
| PO Qty | The quantity ordered on the PO, for a pending-quantity check. |
| Received Qty | The quantity that actually arrived in this delivery. |
| Accepted | How much passed inspection and goes into stock. |
| Rejected | How much was rejected (damage, short, wrong spec). |
| Batch/Lot | The supplier batch or lot number, for traceability and expiry. |
| Location/Bin | Where the accepted stock was put away (rack, bin or store). |
| Remarks | Any note — reason for rejection, partial delivery, condition. |
Above the item lines, a header block captures your company or warehouse, the GRN number and date, the supplier, the PO number, the supplier invoice or challan number, the receiving store or dock, and the inspector. Below the lines, a totals row adds up PO, received, accepted and rejected quantities automatically, and a sign-off row leaves space for the store person, the QC inspector and the approver to sign. The one highlighted row is a clearly marked sample — delete it before you start.
Five minutes per delivery, and you have a clean receipt record.
Enter your company or warehouse, the GRN number and date, the supplier, the PO number, the supplier invoice or challan number, and the receiving store or dock.
For every item, fill S.No, Item code, Description, PO Qty and Received Qty, then split the received quantity into Accepted and Rejected.
Add the Batch or Lot number and the Location or Bin where each accepted item is stored, plus any Remarks such as a reason for rejection.
Make sure Accepted plus Rejected equals Received Qty on every line. The template totals PO, received, accepted and rejected quantities for you.
Have the store person, the QC inspector and the approver sign the sign-off row, then file or post the GRN.
This template is genuinely useful at low volumes. But a shared Excel file has real limits — and when you hit them, that is the signal to move to software.
Free, plain-English resources and the pages buyers usually visit next.
See how Fast WMS receives against a PO with barcode scanning, checks pending quantity, and posts straight to Tally or your ERP — no spreadsheet, no double entry.
