Record what arrived from a supplier against the purchase order and challan: ordered, received, accepted and rejected, with the value of what you accepted. Free, no sign-up.
A goods receipt note (GRN), also called a material receipt note, is the store’s record that material has arrived from a supplier. It notes what came in against which purchase order and challan, how much was received, and how much was accepted after inspection.
Accounts pays the supplier’s bill only for what the GRN accepted: the GRN is the middle leg of the three-way match between purchase order, receipt and invoice.
Count and weigh at the gate, before unloading is signed off. A shortage noted on the transporter’s copy of the challan is a claim; one found a week later is a loss.
Send rejected material back with a delivery challan and either ask the supplier for a credit note or raise your own debit note, so the bill is paid on the accepted quantity only.
You can claim input tax credit only on goods you have actually received (section 16 of the CGST Act), so the GRN is also your evidence of receipt.
In Rebota you receive material against an approved purchase order, within the over-delivery tolerance set on it. Items that need inspection go into a quarantine store; the inspection moves the accepted quantity into usable stock, keeps the rejected part blocked and raises a draft debit note to the supplier at the PO rate, and the supplier’s bill is matched to the order and the accepted quantity before it is paid.
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