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Goods received note template
A goods received note (GRN) is the record a receiving team writes when a delivery arrives: what was counted at the dock, what was rejected, and what was accepted against each line of the purchase order. It says what actually arrived, which is not always what the delivery note says or what the invoice charges for. This template has a one-page note to fill in by hand, with ten lines, a delivery condition check, a rejected items box and signatures, and an Excel register that works out what is accepted, what is still to come on each PO line, whether a line is complete, partial or over, and whether an invoice matches what was accepted. It is a working form: check what your finance team, customers and auditors expect you to keep.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Fields for GRN number, date, supplier, PO and delivery note, tick boxes for the delivery condition, a table of ten lines with ordered, on delivery note, counted, rejected and accepted columns, a box for rejected items and signature lines.GRN headerDelivery condition checksTen linesCounted, rejected, acceptedStill to come by PO lineInvoice checkSignatures and copies
When to use it
When to use a goods received note
- When a delivery arrives and the count, not the paperwork, should decide what you accept and pay for.
- When a purchase order is delivered in parts and nobody can say what is still to come.
- Before an invoice is paid, so accounts payable can match it to what was accepted.
- When damaged, wrong or out-of-date items need a record for a claim on the supplier or carrier.
- Where a system already records receipts at the door, use it as the paper back-up, or as the form for a small site without one.
How to fill it in
- 1
Fill in the header
GRN number, date, time, supplier, PO number, delivery note number, carrier and who received it. Number the notes in sequence so a missing one is easy to see. - 2
Check the delivery before you unload
Packaging, seals, labels, and the delivery note against the PO. If something is damaged, write it on the carrier's paperwork before the driver leaves. - 3
Count each line
Write what you counted, not what the delivery note says. Count in the unit the PO uses: if the PO says boxes of 100, count boxes. - 4
Reject what is wrong
Damaged, wrong part, out of date, short of the specification. Write the quantity and the reason, and keep rejected stock apart and tagged so it does not go to the line. - 5
Work out accepted and still to come
Accepted is counted minus rejected. On the register, accepted to date and still to come fill in for each PO line, so a delivery in two parts shows what is left. - 6
Sign, copy and enter it the same day
The receiver and the driver sign. Send copies to purchasing, accounts payable and stores, and to quality if the lot is held for inspection. Enter it in the register before the shift ends.
Which document says what
The four documents around a delivery
A delivery produces four documents that should agree and often do not. The goods received note is the one only you can write, and it is the one to pay against.
| Document | Written by | What it says | What to use it for |
|---|---|---|---|
| Purchase order | You, to the supplier | What you asked for: item, quantity, price and delivery date. | The quantity ordered on each line. |
| Delivery note or packing slip | The supplier, in the box or on the pallet | What the supplier says it sent. | Something to count against. It is a claim, not a count. |
| Goods received note | You, at the dock | What arrived, in what condition, and what you accepted. | The record of what was received and accepted. |
| Invoice | The supplier, usually after shipping | What the supplier wants to be paid for. | Checking against what was accepted before it is paid. |
Purchase order
- Written by
- You, to the supplier
- What it says
- What you asked for: item, quantity, price and delivery date.
- What to use it for
- The quantity ordered on each line.
Delivery note or packing slip
- Written by
- The supplier, in the box or on the pallet
- What it says
- What the supplier says it sent.
- What to use it for
- Something to count against. It is a claim, not a count.
Goods received note
- Written by
- You, at the dock
- What it says
- What arrived, in what condition, and what you accepted.
- What to use it for
- The record of what was received and accepted.
Invoice
- Written by
- The supplier, usually after shipping
- What it says
- What the supplier wants to be paid for.
- What to use it for
- Checking against what was accepted before it is paid.
A filled-in example
Illustrative, not a benchmarkAn example (illustrative): two deliveries against PO-4412 from a made-up fasteners supplier, on 2 and 5 November 2026.
- GRN-0231 has five lines. The brackets were ordered at 500 and the delivery note says 500, but the count is 480. Accepted 480, 20 still to come: Partial.
- Two boxes of bolts were crushed and wet. Counted 20, rejected 2, accepted 18, so 2 are still to come: Partial. The reason is written on the note.
- The washers and the label rolls match the PO: Complete.
- The covers were counted at 110 against 100 ordered: Over. The extra 10 go on the hold shelf until the buyer says keep or return.
- GRN-0236 brings the missing 20 brackets and 2 boxes of bolts. Accepted to date reaches 500 and 20, so both lines are Complete and nothing is still to come.
- Across the 7 receipt lines, 4 are Complete, 2 Partial and 1 Over: 4 ÷ 7 = 57.1% complete. Invoices INV-7731 (500 brackets) and INV-7732 (20 boxes of bolts) match what was accepted. Had INV-7732 arrived before the second delivery it would have shown 20 invoiced against 18 accepted, and the register would have said hold.
The shortage and the damage were on record the day they were found, the over-delivery was held for a decision, and each invoice could be checked against what was accepted.
Common mistakes
Copying the delivery note quantity
A note that repeats the supplier's number is not a count. Write what you counted, and let the difference show.
Signing before counting
A clean signature on the carrier's paperwork makes a later shortage or damage claim hard to win.
Mixing rejected stock with good stock
Rejected items need their own place and a tag. Otherwise they reach the line and the rejection means nothing.
Entering the note days later
By then the count is from memory and the invoice may already have been paid against the delivery note.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
LeanSuite runs part-specific receiving inspections on a tablet with required photos at the dock, number questions have limits and a failed check can raise a tag, and when an inspector flags a defect the batch is quarantined and a SCAR with photos goes to Quality and Procurement.
See it in a 45-minute demoIn the lean glossary
Free tools
Guides
- Receiving log: carrier, BOL, damage, QC hold and dock-to-stock time
- Incoming inspection checklist
- Supplier scorecard: PPM, on-time delivery and response
- Nonconformance report (NCR) form
- Non-Conformance Reports: Managing Quality Deviations in Manufacturing
- Why Defects Reach Customers Despite Quality Control
FAQ
Goods received note template: common questions
A goods received note (GRN) is the document a receiving team writes when a delivery arrives. It records what was counted, what was rejected and what was accepted against each line of the purchase order, and it is signed by the receiver.
The GRN number, date and time, supplier, PO number, delivery note number, carrier, and for each line the item, unit, quantity ordered, quantity on the delivery note, quantity counted, quantity rejected with the reason, quantity accepted and where it was put. It also needs the receiver's signature.
The supplier writes the delivery note and it says what the supplier believes it sent. You write the goods received note and it says what you counted and accepted. When they disagree, the goods received note is your record.
A check that the purchase order, the goods received note and the supplier's invoice agree before the invoice is paid: the same item, a quantity on the invoice that does not exceed what was accepted, and a price that matches the order.
There is no single answer. It depends on your finance team's record rules, your customers' requirements and your auditors, so ask them. Many sites keep the note with the purchase order and the invoice.
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- Standard work combination tableOne operator's manual, machine, walk and wait time on a time chart against takt, with machine cycles and a process capacity sheet.
- Lead time worksheetProduction lead time from the inventory waiting at each step, value-added time and process cycle efficiency, plus an order traced from order to delivery.
- Waste walk checklist (TIMWOODS)32 things to look for across the eight wastes, with where and how much, and a findings log with dot votes, owners and dates.
- Maintenance KPI trackerMTBF, MTTR, availability and PM compliance per asset and month, plant figures from the totals, planned maintenance % and backlog in weeks.
- Daily huddle agendaA 15-minute start-of-shift stand-up in six timed blocks, with yesterday's SQCDP results, today's plan, actions and escalations.
- DMAIC project charter templateThe Define-phase charter on one page: problem and goal, metrics, scope, team and phase dates, with savings and a tollgate checklist.
- Water spider route plan (mizusumashi)A water spider's fixed route: stops with arrival times, what is delivered and collected, route time against the cycle, cart load and a trip log.
- Cost deployment matrixWCM cost deployment on paper and in Excel: loss quantities by process, causal and resultant losses, the cost of each loss, a Pareto and the projects that recover them.
- Equipment criticality analysisAssets scored 1 to 5 on six criteria with your own weights, ranked and sorted into classes A, B and C with a safety override and a suggested maintenance strategy.
- Bottleneck analysis worksheetEffective capacity per station from cycle time, parallel units, availability and yield, the bottleneck, takt and utilization, a queue cross-check and the five focusing steps.
- Fault tree analysis templateA drawing area with the FTA symbols, an event table with probabilities and minimal cut sets, and the gates worked out bottom-up in Excel.
- 5G investigation sheetConfirm the facts before naming a cause: 5W1H, the five G's with 20 prompts, the gap against the principle and the standard, and the countermeasures.
- Yokoten tracker (horizontal deployment)Copy a proven improvement line by line: the source result, each candidate's own before and after, its share of the source's improvement and the standard updated.
- Coaching kata template (improvement kata storyboard)The learner's storyboard (target condition, current condition, obstacles, PDCA cycles) and a fold-over card with the coach's five questions.
- SMART goals templateWrite a goal, test it against the five SMART letters, then track progress toward the target against the time used.
- Lean readiness assessment templateTwenty statements in four factors, scored 1 to 5 by several people on their own, with averages, the spread between them and the actions.
- Nemawashi template (stakeholder plan)Plan the one-to-one conversations before a decision: who to talk to in what order, their concerns, what changed and where they stand.
- Breakdown analysis reportOne equipment breakdown from the stop to the 90-day check, plus a breakdown log with repeat flags, MTBF and MTTR by asset and a Pareto of causes.
- Heijunka box planner (production leveling)Weekly demand turned into containers a day, takt, pitch and slots, a leveled sequence of products and the heijunka box, with a check that the changeovers fit.
- Future state value stream map worksheetThe eight future-state questions worked through in order: takt, pitch, flow, supermarkets, the pacemaker and the mix, with an EPEI check and current against future lead time.
- Value stream plan (VSM action plan)The future-state map cut into loops, each with an objective and a measurable goal, and its kaizen bursts turned into owned, dated projects on a 12-month timeline.
- Kaizen project plan (Gantt chart)One improvement project as a Gantt chart: tasks by phase with owners, predecessors and working days, a 16-week grid, milestones and a status from planned against actual % done.
- Escalation matrix templateWho is called for each type of issue and after how long, with severity rules, contacts and an escalation log.
- Visual management audit checklist29 checks of whether anyone can tell normal from abnormal at a glance, scored by group, with a trend and actions.
- Employee recognition program templateDesign a recognition program on one page, then run it: points per action, prizes, budget, a points ledger, a monthly leaderboard and a fairness check by team and shift.
- Lean transformation roadmapA plant-wide lean program on one sheet: six phases with exit criteria, six workstreams by quarter over 24 months, the model line, metrics with baseline and target, cadence and risks.
- Obeya room plannerPlan the walls, owners, cadence, agenda and rules of an obeya, then run the weekly review of KPIs, problems, actions and milestones.
- Paper forms inventory (paperless manufacturing worksheet)Every paper form, checklist and log in one list: hours a month, who acts on it, how long the paper waits, and which forms to move first.
- Continuous improvement software evaluation scorecardCompare CI software vendors: a must-have gate, eight weighted criteria scored 1 to 5, points out of 100 and a rank, with a demo script and reference questions.
- Lean principles assessment templateThe five lean principles as 25 things you can see on one value stream, answered yes, partly or no on a walk, with a score per principle, the next step and a trend over walks.
- Employee engagement survey templateA short anonymous pulse survey for shop floor staff: 14 statements in six drivers, two open questions, results by driver and team, and the actions.
- Hansei reflection sheet (lessons learned)A written look back at one finished project, event or launch: goals against results in numbers, causes rather than blame, lessons to keep or change, and where else they apply.
- Safety cross calendarA month drawn as the green cross, colored each day by the most serious safety event, with totals and days since the last injury.
- Daily kaizen routine boardA team's 10 to 15 minute daily routine at the board: one problem from each person, small fixes with one owner, counted every week.
- Weekly maintenance schedule templateNext week's maintenance jobs, scheduled only when ready, loaded against each craft's hours by day, with schedule compliance and break-ins at week end.
- Operational excellence assessment templateThe ten principles of operational excellence as 30 behaviors and practices you can see, scored 1 to 5 by several people, with the spread, the three lowest principles and an action plan.
- Scrum meeting agenda templateTimed agendas for the five scrum meetings, a sprint planning sheet, a retrospective sheet, and an Excel sprint backlog with a burndown.
- Toyota Production System (TPS) house templateThe TPS house for one plant or value stream: roof, two pillars and foundation, with what you do today, the evidence, a status and the next step for each element.
- EPEI and batch size calculatorHow often each part can come round on a shared machine (EPEI) and how big each batch must be, from demand, cycle times and changeovers, now and after SMED.
- People, process, technology (PPT) assessmentCheck one change before go-live: 18 people, process and technology statements scored 1 to 4 by the people who will use it, the lowest element and the actions.
- Process capacity sheet templateEach machine in a part's routing with manual, auto and tool change time, its capacity per shift, and the step that limits the cell against demand.
- Team charter templateA one-page charter for a standing team: purpose, scope, roles, the KPIs it owns, which decisions it makes itself, norms and cadence.
- Chaku-chaku line plannerPlan a load-load cell: time each machine, load and walk, check that every machine is ready when the operator comes back, compare the cell cycle with takt and size the crew.
- Standard operating procedure (SOP) templateA full SOP in the hierarchical step format, from purpose and scope to the steps, records, revision history and approvals, with review checks and an SOP register.
- Process improvement method selectorEight questions about one problem, an example rule that suggests a method and a matrix of nine methods: when each fits, the usual team and time, and the template to start with.
- Safety pillar 90-day model area planThirteen weeks from the incident pyramid to safety standards on one model area, a KPI board, the day-90 gate and expansion waves.
- Autonomous maintenance 90-day model area planAM steps 0 to 3 on one model machine in 13 weeks, a KPI board, the day-90 gate and expansion waves for months 4 to 12.
- Professional maintenance (PM) 90-day model area planThirteen weeks from breakdown analysis to a running PM calendar on one model machine, a KPI board, the day-90 gate and expansion waves.
- Environment and energy pillar 90-day model area planThirteen weeks from waste and energy maps to area standards on one model area, a KPI board, the day-90 gate and expansion waves.
- Focused improvement 90-day model area planThirteen weeks from the loss Pareto to standardized fixes on one model line, a KPI board, the day-90 gate and expansion waves.
- People development pillar 90-day model area planThirteen weeks from the skills matrix to trained cover on critical tasks in one model area, a KPI board, the day-90 gate and expansion waves.
- Early equipment management 90-day model area planThirteen weeks from lessons on current machines to a tracked start-up on one model equipment project, a KPI board, the day-90 gate and expansion waves.
- Cost deployment pillar 90-day model area planThirteen weeks from the loss map to costed, ranked projects in one model area, a KPI board, the day-90 gate and expansion waves.
- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- RCM worksheet (failure mode and task selection)Failure modes classed as hidden, safety, operational or non-operational, then a task chosen for each: condition-based, discard, failure-finding, redesign or run to failure.
- Training matrix template with expiry datesPeople by required trainings with expiry dates, OK, due, expired and missing flags, compliance by person and area, cover per training and a renewal list.
- Downtime reason codes template26 starter codes mapped to the six big losses, a log with drop-downs, a Pareto by code and by loss, and a code card for the line.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- Forklift operator training and evaluation recordPer-operator training and evaluation record, a register with three-year due dates and refresher triggers, and a weighted practical evaluation scoresheet.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Overhead crane inspection checklist: frequent and periodic34 crane checks tied to OSHA 1910.179: an operator's pre-shift card, frequent and periodic inspections with signed records, a deficiency and tag-out log, and a register of next due dates.
- Maintenance job plan templateOne job planned on one sheet: steps and craft hours, parts checked against stock, tools, lockout and permits, documents, a ready check for the schedule, and technician feedback.
- Video time study filming checklistA pre-shoot checklist and shot log for filming a time study on video: camera, light, people, settings, power and review.
- OSHA compliance calendar (general industry)37 recurring federal OSHA duties with the paragraph, interval, owner, next due date and an overdue flag, plus a 12-month view and counts by owner.
- TRIR and DART rate trackerMonthly hours, OSHA 300 case counts and near misses in; rolling 12-month TRIR and DART rate, a case budget against your target and a trend chart out.
- Energy use and EnPI trackerMonthly electricity, gas and fuel in one unit, a 12-month regression baseline, expected against actual energy for each month, an EnPI ratio, the running saving and the tests that say whether the model can be trusted.
- FIFO lane sizing sheetThe maximum for a FIFO lane from the stop it must cover, in whole containers, with length, refill and wait checks for up to eight lanes.
- Pugh matrix templateCompare up to 8 concepts with a datum as better, same or worse on up to 12 criteria, flag must-haves, and carry the strongest into a second round.
- Machine guarding inspection sheetA machine register with due dates and a status per machine, 21 checks tied to OSHA 1910.212, .219 and .147, a guard opening check against Table O-10, and an action log.
- Condition monitoring route sheetA route of measuring points with baselines, alert and alarm limits, a check interval from the P-F interval, readings with rising and overdue flags, and an exceptions list worst first.
- Fire extinguisher inspection checklist and logThe 8 monthly checks for each portable extinguisher, plus a log with the hydro test interval from OSHA Table L-1, annual and 6-year due dates and open issues.
- Quad chart templateA project on one page in four boxes: idea and owner, problem, approach, and cost, schedule and result.
- Toolbox talk topics (52 weekly topics)52 weekly toolbox talk topics, each with a one-line key message and a discussion question, and a tracker for the year.
- Loss tree worksheetBreak one big loss number into area, line, machine, loss type and cause, and stop at the cause a team can fix.
- Equipment register templateOne row per asset, with hierarchy, criticality, PM strategy and owner, and a check that flags what is missing.
- Machine history record templateOne record per machine: components and their life, every breakdown and repair with cost, MTBF and MTTR, and a repair-or-extend check.
- Compressed air leak survey logWalk sheet, printable leak tags and a tracker that puts an annual cost on every leak and follows it to a verified fix.
- Project savings validation checklistThe gate between a project's claim and a reported saving: 20 checks, a claims register and a six-month sustainment check.
- Life cycle cost analysis templateCompare up to three machines over ten years: price, energy, upkeep, failures and down time, discounted to present value.
- Equipment design review checklistGate reviews for a new machine before order, before build and before start-up, with a safety buy-off and a problems journal.
- Emergency action plan templateA written emergency plan for a plant: site facts, roles and backups, warden coverage, scenario steps and a drill record.
- Preliminary hazard analysis (PHA) worksheetFind and score the hazards of a new line, machine or process before design is fixed, then choose controls and re-score.
- Risk register templateOne scored list of operational risks with owners, actions and dates, a heat map and a review log.
- Hot work permit templateA hot work permit with a precautions checklist, fire watch record and close-out, plus an Excel permit log.
- Confined space entry permit templateA confined space entry permit with checks, an air test log, an entry log and cancellation, plus an Excel register.
- Energy loss matrix templateSeven types of energy loss by six energy sources with a cost in each cell, an action plan and an idle-period shutdown checklist.
- Management safety tour formA leader's scheduled safety walk: observation form, operator interview, tally, actions, rota and a tour log with a dashboard.
- Hazard prediction worksheetA pre-task worksheet: score what could go wrong at each step of a job, add a countermeasure and score again.
- Chemical inventory and SDS register templateA register of every chemical on site with its hazard class, safety data sheet and label, and a check that incompatible products are kept apart.
- Safety committee meeting minutes templateMinutes for a safety committee: attendance, nine agenda items, an action log that carries open actions forward, and monthly numbers.
- Environmental compliance audit checklistAn internal environmental audit: 37 questions with what to look for, a findings log with classes and a score by section.
- Vehicle inspection checklist53 checks for a truck, tractor or trailer, each tied to the federal rule it comes from, with a defect log.
- Pre-trip inspection checklistA driver's 42-check walk-round in order, with the driver vehicle inspection report for the end of the day.
- Management of change formA change request and review form for a plant: what changes, the hazard review, approvals, pre-startup review, training and close-out.
- Silica exposure control plan templateA written silica plan for general industry: tasks, controls and housekeeping, plus monitoring, medical surveillance, training and a 31-check plan audit.
- OKR template for manufacturingObjectives with three or four key results each, scored 0 to 1.0 from baseline and target every month, cascaded to facility, department and person with an Other bucket for work that serves no objective.
- Goal cascade and alignment templateA one-page cascade tree from company to person with the catchball reply on every card, and an initiatives list that shows how much work serves a goal and how much sits in Other.
- Monthly business review template (operations review agenda)A 90-minute operations review in nine timed blocks: who speaks when, the KPIs each block reviews with red or green, a prep checklist for every presenter and a log of decisions and actions.
- Rolling action item list (RAIL) templateA single running list of actions kept from meeting to meeting, with a weekly review sheet and age counts.
- Lessons learned templateA one-page lessons log, a 45 minute session guide and an Excel register that shows which actions are done, open or overdue.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.