A goods received note (GRN) records what actually arrived at your site or store, and in what condition. It is the proof that the goods on the vendor's delivery order were really received. For the background, read what a goods received note is.
This page gives you a free, plain GRN template for Malaysian contractors and small and medium businesses. Print it or fill it in on a computer. No sign-up is needed.
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A GRN is about quantities and condition, not prices, so this template does not have unit prices or SST. Prices stay on the purchase order and the invoice.
When to use a goods received note
Fill in a GRN each time a delivery arrives:
- when a vendor delivers materials to site or to the store;
- when only part of an order arrives;
- when something is damaged, short or the wrong item.
The GRN is checked against two other documents: the purchase order, which says what you ordered, and the delivery order (DO), which says what the vendor says it sent. Matching all three before paying is called three-way matching.
What is in the template
- Company details - your name, address, contact and SST registration number, if any.
- Document details - GRN number, date received, project or site and supplier.
- References - the PO reference and the delivery order (DO) number.
- Received by and approved by - who took the delivery and who signed it off.
- Line items - number, description, unit, quantity ordered, quantity received, quantity accepted, condition and remarks.
- Discrepancies - space to note shortages, damage or wrong items.
- Signature lines - received by, delivered by (supplier or driver) and verified by.
Tips for using it well
- Check the delivery against the DO and the PO at the gate, before the lorry leaves.
- Count and inspect before signing. Note any shortage or damage on the GRN and on the DO.
- Record accepted quantity separately from received quantity, so rejected goods are clear.
- Take a photo of the signed DO and keep it with the GRN.
Do this in Bilaro instead
On paper, a GRN can be lost, signed late or never matched to the PO. In Bilaro, goods received are recorded against the purchase order with a photo of the delivery order. The system then checks the order, the delivery and the invoice against each other (three-way match), so a short delivery is caught before payment. Everything stays on one audit trail.
Bilaro also creates export files for SQL Account and AutoCount, and you can start on the Free plan, no card needed.
Is this goods received note template really free?
Yes. Download it, edit it and print it as often as you like. There is no sign-up and no charge.
What is the difference between a GRN and a delivery order?
The vendor issues the delivery order to say what it sent. Your team issues the GRN to say what actually arrived and was accepted. The two should agree; where they do not, the GRN records the difference.
Who should sign the goods received note?
The person who received and checked the goods, such as the storekeeper or site supervisor. Many companies also ask for the driver's signature and a second person to verify.
Why does the GRN have no prices?
A GRN only confirms quantity and condition. Prices belong on the purchase order and the invoice. Keeping prices off the GRN lets store staff complete it without seeing commercial details.
Put your procurement on the record.
Bilaro links requisitions, approvals, purchase orders, and your vendor register in one audit-ready system, built for Malaysian construction and O&G teams. Free plan for 2 users, no card needed.