GRPO
For: Anyone recording that goods from a purchase order (or a direct receipt) have arrived
A GRPO (Goods Received Purchase Order) is the receipt. Save always creates Draft — there is no Save & Recorded. Mark As Recorded is when you can Convert To Bill. Whether warehouse quantity is added here, or later on the Bill, is Settings → Inventory Config → Stock Add Source. Convert to Bill stays either way. This module does not convert to a Debit Note.
What this module does
1. Creating a GRPO
Pick Division, Branch, Warehouse. Only Save — that persists as Draft. Backend hardcodes Draft on create.
GRPO number: Auto-generated unless you turn that off under GRPO Configuration on the form. Default prefix GRPO. Terms & Conditions live in that drawer. Locked after save.
Vendor and shipping: Vendor required. Shipping Organization or Customer. A customer address is drop-ship — when Stock Add Source is GRPO, that forces stock add off.
Batches: When Stock Add Source is GRPO, lines show batch number, quantity, purchase price, optional vendor batch / expiry. Return cost later uses that purchase price, not a selling price.
2. Stock add — Inventory Config
Company setting, not a toggle you invent per document. Point the catalogue to Settings → Inventory Config. What this screen uses:
| Stock Add Source | This GRPO | The Bill later |
|---|---|---|
| GRPO | Adds stock on save (Organization address, no customer) | Does not add stock. Settles GRNI |
| Bill | Does not add stock | Adds stock when you save the bill |
Note: Convert PO → GRPO → Bill is unchanged by this setting. Only which document moves warehouse quantity changes. Sales Stock Deduct Source (Invoice vs Delivery Challan) is a different switch.
3. Viewing, searching, and exporting
Status tabs Draft / Recorded / Converted / Cancelled. Toolbar: Add; CONVERT → Convert to Bills; Export GRPO; Preferences; Manage Custom Fields, Refresh, Reset Columns Width.
Detail: View Vendor, Download, Print, Stock Movement tab, Converted From Purchase Order badge, Converted To Bills.
4. Editing a GRPO
Draft only. Vendor and location stay locked.
5. Printing and downloading
Detail: Download and Print.
6. Changing status
Button: Mark GRPO As. Converted is normally set when a bill is saved from this GRPO.
| From | Mark As |
|---|---|
| Draft | Recorded, Cancelled |
| Recorded | Draft, Cancelled |
| Converted | Cancelled only — blocked if a Bill was created from this GRPO |
| Cancelled | Draft, Recorded — blocked if this GRPO had added stock; stock was released on cancel |
7. Converted from — Purchase Order
| From | When | Result |
|---|---|---|
| Purchase Order | Accepted or Partially Recorded. Convert To GRPO on the PO, or CONVERT on the PO list | Vendor, location, remaining quantity come across. Saving this GRPO moves the PO to Partially Recorded, or Converted if remaining hits zero |
| Scratch | Add with nothing pre-filled | A new GRPO. Save always makes Draft — there is no Save & Recorded |
| Duplicate | Duplicate Document on the list or detail | Opens Add with the same vendor, items, and amounts. New GRPO number, today's dates, Draft, no PO link, no attachments |
8. Converted to — Bill
| To | When | Where | Result |
|---|---|---|---|
| Bill | Recorded only | Convert To Bill on the detail, To Bills on the row, or CONVERT → Convert to Bills on the list | Opens a new Bill with this GRPO linked. The GRPO becomes Converted when that bill is saved |
| Bill with Split | Recorded, Split by Qty/Price is on, and a split session is active | Convert To Bill With Split on the detail; To Bills (Split) on the row — not on the list CONVERT menu | Opens the bill form in split mode |
9. Duplicating a GRPO
Duplicate Document. New number, Draft, no Purchase Order link — it is a fresh receipt, not another receive of the same PO.
10. Deleting a GRPO
Blocked if a Bill was created from this GRPO. Otherwise delete (or cancel) reverses stock when this GRPO had added it, and puts remaining quantity back on the Purchase Order.
Business rules
| Topic | Rule |
|---|---|
| Ledger only when stock was added | If this GRPO created batches, it posts Dr inventory / Cr Goods Received Not Invoiced (GRNI), including Draft. No batches means no journal (Stock Add Source = Bill, or a customer drop-ship address). Cancelled deletes that journal. Billing later settles GRNI — it does not re-post this GRPO |
| Plan add-on | GRPO is a plan feature. Creating is gated by that add-on. Editing, Mark As, converting to Bill, duplicating, and deleting are not separately gated |
| No primary-bank gate | You can create a GRPO without a primary bank |
| GRPO number | Auto-generated with a GRPO prefix unless you turn that off under GRPO Configuration on the form. That same drawer stores Terms & Conditions. Locked after save |
| Division, Branch, Warehouse, Vendor | All four are required, plus shipping address and at least one item. After save they are locked. Converted-from a PO also locks those fields before save |
| Stock Add Source is a company setting | Settings → Inventory Config → Purchase Flow Stock Add Source. Set it to GRPO for this module to add warehouse quantity. GRPO appears on that list only when the add-on is on your plan. The choice is stored on each GRPO at create time |
| Stock add on this GRPO | Stock Add Source = GRPO adds quantity on save, including Draft, when shipping is Organization (no customer). Customer / drop-ship forces stock off. Stock Add Source = Bill means this GRPO does not add stock — convert to Bill still works. Inventory Impact on detail shows the snapshot from create time |
| Cancelled with stock add cannot be reverted | Mark As still offers Draft and Recorded on Cancelled, but the save is rejected if this GRPO had added stock |
| You can only edit a Draft | Recorded, Converted, and Cancelled cannot be edited |
| Convert to Bill only from Recorded | Draft, Converted, and Cancelled cannot convert. There is no convert to Debit Note and no Rejection status on GRPO |
| Cancel and delete | Blocked if a Bill was created from this GRPO. With stock add and no customer, cancel or delete reverses warehouse quantity and recalculates linked PO remaining quantity |
| Credit limit and overdue | Checked on create if GRPO is in this vendor's Restriction Document / Restriction Payment Terms Document |
| Attachments | Up to 3 files, 5 MB each |