Material inward register and GRN format in Excel
One row per item received: vendor, PO, quantity ordered, received and accepted, bill or challan and the check. A rejection turns red, a short or unchecked lot amber.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| GRN no. | Date received | Vendor | PO no. | Item and unit | Qty ordered | Qty received | Qty accepted | Rejected | Short | Bill or challan no. | Check | Received by | Action and who |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| GRN 1041 | 14 Oct 2026 | Shree Balaji Steels | PO 2207 | MS sheet 2 mm (kg) | 3,000 | 3,000 | 3,000 | fills itself | fills itself | CH 8812 | Accepted | Vikas | |
| GRN 1042 | 15 Oct 2026 | Kaveri Fasteners | PO 2211 | M8 bolts (pcs) | 5,000 | 4,200 | 4,200 | fills itself | fills itself | Bill 3391 | Accepted | Vikas | Neha: balance 800 to be followed up on the PO sheet |
| GRN 1043 | 16 Oct 2026 | Sai Packaging | PO 2213 | Corrugated box 12 x 10 (pcs) | 1,000 | 1,000 | 940 | fills itself | fills itself | CH 120 | Partly accepted | Pooja | Neha: debit note for 60 crushed boxes, send today |
| GRN 1044 | 17 Oct 2026 | Rathi Paints | PO 2215 | Powder coat RAL 7035 (kg) | 200 | 200 | fills itself | fills itself | Bill 7781 | Pending | Vikas | Arif: shade check before it goes to the line | |
| GRN 1045 | 17 Oct 2026 | Shree Balaji Steels | PO 2216 | MS pipe 25 mm (kg) | 1,200 | 1,200 | 1,200 | fills itself | fills itself | CH 8840 | Accepted | Pooja |
- Red row: Some of the material was rejected. A debit note or a return is due.
- Amber row: The check is still pending, or less came than was ordered. Follow up the balance.
- Green row: The full quantity came and passed the check.
The columns, and what to write in each
- GRN no.
One number per delivery. Every item of that delivery carries the same number.
- Date received
The day the material came in.
- Vendor
Firm name, spelt as on the PO and in Tally.
- PO no.
The purchase order this delivery is against. "No PO" if there was none.
- Item and unit
Item, size and the unit it is counted in (kg, pcs, m).
- Qty ordered
The quantity on the PO for this item.
- Qty received
The quantity counted or weighed at the gate.
- Qty accepted
The quantity that passed the check.
- Rejected
Fills itself: received minus accepted.
- Short
Fills itself: ordered minus received, when less came than was ordered.
- Bill or challan no.
The number on the vendor's bill or delivery challan.
- Check
The result of the check. "Pending" until somebody has looked at the material.
PendingAcceptedPartly acceptedRejected - Received by
The person who signed for the material.
- Action and who
For a rejection, a short or a pending check: what will be done, and one name.
How to keep it
- At the gate, give every delivery a GRN number and write one row per item: vendor, PO number, item, the quantity ordered on the PO and the quantity received.
- The person who checks the material fills in the quantity accepted and the check. "Rejected" and "Short" fill themselves.
- A red or amber row needs one line in "Action and who": a debit note, a return, a balance to follow up.
- Evening: purchase reads the red and amber rows of the day and tells each vendor the same day.
- Once a week, filter by vendor and count the rejected and short rows. Carry the open balances to the PO follow-up sheet.
Also in the file: messages
Our GRN 1043 of (date), against PO 2213: 60 of the 1,000 boxes came crushed and are rejected. Please replace them with the next lot, or we will send a debit note for them. Photos attached.
Against PO 2211 we received 4,200 M8 bolts of the 5,000 ordered (your bill 3391). Please confirm the date for the balance 800.
INWARD (date): (number) deliveries. Rejected: (vendor, item, quantity). Short: (vendor, item, balance). Check pending: (item)
Free to use and to change. No macros, nothing to install.
Material inward register and GRN format: how to keep it
A material inward register and GRN format in Excel: fourteen columns, what to check at the gate, three rules, and how purchase reads it every evening.
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