---
title: "Capturing stock purchases (GRVs)"
url: "https://help.aurapos.com/en/article/capturing-stock-purchases-grvs"
language: "en"
last_updated: "2026-02-05T06:17:01.718Z"
---

# Capturing stock purchases (GRVs)

The Stock Purchases screen is used to manage and track Goods Received Vouchers (GRVs), which record stock purchased and received from suppliers.

[Embedded content](https://www.youtube.com/embed/VoFUuzYMaqk)

## 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**

![](https://cdn-assets.productfruits.com/4f35203d-b47c-430d-86a1-08766f44aa86)

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## Recording a New Purchase

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

![](https://cdn-assets.productfruits.com/38c7485f-881c-49c1-b0b2-c7540907cdd8)

### Invoice Details

Capture the following information:

![](https://cdn-assets.productfruits.com/06641d4a-c0e5-424f-b9b2-4a1f735511e9)

-   **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

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### Adding Stock Items

Click **Add First Item** to open your stock list.

![](https://cdn-assets.productfruits.com/ef3763c4-358f-498e-88b2-bbbb8b3da07e)

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

![](https://cdn-assets.productfruits.com/49b7da7c-0659-4281-96c3-86936b28a546)

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.

![](https://cdn-assets.productfruits.com/3331d449-c168-470e-b806-c422420cdef1)

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### 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.

![](https://cdn-assets.productfruits.com/2fdf8ef5-41a3-47d5-899c-e1d3e9a74124)

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### Locking the GRV

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

| **Important:** Once locked, the GRV cannot be edited. |
| --- |

![](https://cdn-assets.productfruits.com/cafef54e-0b7d-4fea-834b-2a783e9599af)

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### 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](https://help2.aurapos.com/en/article/capturing-manual-returns-and-auto-credits#recording-an-auto-credit) 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.

![](https://cdn-assets.productfruits.com/b165d33e-d016-4a5b-adc8-5d004669dc9d)

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### 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**

![](https://cdn-assets.productfruits.com/4f62be6f-7cb7-4a88-91b2-03df5cb7d0b5)