Capturing stock purchases (GRVs)

Viewing GRVs

When you open the GRV screen, it displays a list of purchases recorded for the selected GRV Date range. You can adjust the date to view past records and further filter results by:

• Date Received
• Status (Draft, Received, or All)
• Supplier
• Type – includes regular purchases, auto credits, and return credits

Recording a New Purchase

To record a purchase manually, click Add New GRV to open the GRV form.

Invoice Details

Capture the following information:

• GRV Date
• Purchase Order Number (if the GRV is based on a PO; otherwise, leave blank)
• Supplier Reference Number – usually the supplier invoice number
• Supplier – pre-filled with saved information, which can be edited if necessary
• Invoice Total – including taxes such as VAT
• Received Date – the actual date and time stock arrived
• Notes – optional comments

Adding Stock Items

Click Add First Item to open your stock list.

Search for the item. Note that supplier names may differ from your stock list.

Confirm the Unit of Measure (UOM); invoices may use different units, so manual conversion may be required.

Add the item to the list and enter:

Quantity

• Total Cost (including or excluding VAT)
• Optional notes for the item
• Items can be removed using the delete button if needed.
• The system automatically calculates the total value of line items and compares it to the invoice total.

Control Total Verification

At the bottom of the screen, the Control Total Verification shows the sum of all line items against the invoice header total and highlights any differences.

Locking the GRV

Once all information is correct, click Lock to finalize the entry.

Receiving Stock

Ensure the GRV is marked as Received when the stock physically arrives. Receiving stock is a separate step for two reasons:

It allows one user - for example admin staff, to capture the GRV - and then someone else such as a manager... to receive it when it's delivered. Before they receive it, they can capture the quantities that were actually delivered, even if it's different from the invoice. Note that any differences are recorded as a credit note automatically.

You can also record the exact delivery time when receiving stock, which means even more accurate stock reporting.

Click Receive to record the stock delivery. Double check the received time again - keep in mind that this time must be between the Opening and Closing stocktakes for this entry to show on the variance report.

Returning to the GRV List

Click the GRV List tab to return to the list of all GRVs. From here, you can:

• View a GRV
• Print it
• Archive it
• Log a return