Once you've sent your Purchase Order, the next step is to receive the goods! This can easily be done in Lightyear which allows for 2 way or 3 way matching.
Goods Received Notices (GRN)
A Goods Received Note (GRN) is a reference used to identify the receipt of goods associated with a purchase order and invoice. When recording a GRN in Lightyear, you can use your own receiving reference, such as a consignment number or delivery reference, as long as it clearly identifies the goods receipt.
Go to the Ordered tab and select your Purchase Order.
Check that the products or services have been provided.
Click Received when ready to confirm.
đ¤ Tip: If there is no delivery note, you can manually create GRNs by processing purchase orders directly in the system, or if you want to create GRNs in bulk, you can do so via a CSV import. See Create PO and GRN via CSV.
Receive complete GRNs
Once you click Received on a Purchase Order, a pop-up window will appear to show its line items.
Enter the GRN number, then Complete single lines or Complete All lines on the order.
Receive partial GRNs
You may also receive multiple deliveries for a single Purchase Order, in which case you can add notes and edit quantities per line to reflect a partial delivery of goods received. For instance, if only part of a shipment arrives, you can enter the received quantities and keep the remaining items pending. This ensures precise tracking at the line level.
This also means you can create additional GRNs by clicking on + New GRN. The delivery truck icon indicates that the line amounts have been received:
Green = complete match
Yellow = partial match
Red = over-received
This is particularly useful for staggered deliveries, where goods are received in multiple shipments over time, providing a clear record of all received items.
Once you're happy that everything is matched correctly, click Complete to complete this order and move the PO to the final stage: Completed tab.
Skip receiving a GRN
For workflows that bypass the GRN step, you can proceed directly to matching PO lines with bill lines and manually complete the PO or allow it to auto-complete once all lines are matched and closed.