Free goods received note template
A GRN that catches problems the moment a delivery lands: ordered against delivered against accepted, rejected quantities calculated automatically, and a reason captured before the pallet leaves the dock. Built by a packaging-trade operator.
Free · No email required · Works in Google Sheets (File → Import)
What’s in the template
Ordered, delivered, accepted — side by side
One line per SKU with all three quantities. Rejected calculates itself the moment accepted is filled in, no separate step.
A reason on every rejection
A dropdown right there on the receiving line: damaged in transit, wrong item, short-shipped, quality fail, or other. Captured while the pallet is still on the dock.
A discrepancy log on sheet 2
Every rejected line pulled through automatically, with supplier-notified, credit-note reference and resolved columns. The piece most templates skip — closing the loop, not just logging the problem.
Print-ready, UK-formatted
A4 portrait, DD/MM dates. Works in Excel and Google Sheets.
Three rules for receiving that holds up
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Sign at the dock, not the desk
Book what is actually in front of you before it moves to the shelf. A GRN filled in from memory an hour later is just guessing with extra steps.
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Reject in writing, every time
A phone call about damaged stock leaves no trail. A dropdown reason and a credit note reference do — and they are what your supplier needs to actually credit you.
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Match it back to the PO
Quantities that quietly drift between the purchase order, the GRN and the invoice are exactly where over-billing and phantom stock hide.
Grab the template and sign at the dock · Pairs with the free UK PO template · Or the free stocktake template
GRN questions, answered
What is a goods received note (GRN)?
A goods received note is the buyer’s own record of what actually arrived: quantities ordered, delivered and accepted, with anything rejected and why. Raised on receipt, by the person opening the delivery.
What is the difference between a GRN and a delivery note?
The delivery note is the supplier’s paperwork, claiming what they sent. The GRN is your own count of what actually turned up and passed inspection — the two often disagree, and the GRN is the one you can trust.
Do I still need a GRN if I already raise purchase orders?
Yes — a PO says what should arrive; a GRN records what did. Short-shipments, damage and substitutions only ever show up at receiving, and matching invoices against the GRN (not the PO) is how you catch being billed for stock you never got.
Does the template work in Google Sheets?
Yes. In Google Sheets use File, then Import, then Upload. The rejected-quantity formula, the highlight on rejected lines and the discrepancy log all carry over.
When the template stops closing the loop
A spreadsheet GRN works until two people are receiving into it at once, or a rejected line never makes it back to the supplier because nobody chased it. That is the exact gap Straptory closes: receiving, discrepancies and live stock in one tool, priced per person, never per SKU.