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Sir with respect to purchase system, when the Company receives goods from the suppliers in the warehouse. Should the personnel match the Goods received note(GRN) with the purchase order or should the delivery note be matched with the purchase order ??
When goods are ordered a copy of the purchase order (PO) will be sent to the warehouse (in a computerised system the warehouse would be able to look up that the goods have been ordered rather than look at a physical piece of paper). A delivery note is a document that accompanies the goods – it is therefore raised by the supplier.
The GRN is RAISED by the warehouse when the goods are received – it must record the exact details of goods accepted (product and quantity). The company may have a policy to accept goods only when this matches the PO – so if 100 items are ordered and only 90 are delivered, maybe the whole consignment is turned away – or maybe “short” deliveries are accepted – in which case the person accepting the goods must “flag” the shortfall. So if the supplier invoices for 100, having delivered only 90, the company pays only for 90 (requesting, if necessary, a credit note for the 10 shortfall).
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