--- title: "Stock - Goods Received Voucher" url: "https://help.aurapos.com/en/article/stock-goods-received-voucher" language: "en" last_updated: "2026-11-02T11:17:19.425Z" --- # Stock - Goods Received Voucher Every goods received voucher (GRV) for the dates you choose, one after the other: who supplied it, what you received, what it cost, how much was paid from the till, any linked credit notes and returns, and how the price you paid compares with your costing model. Updated Mon 2 Nov 2026 ## Running the report 1 Open **Reports** and choose **Goods Received Voucher (GRV)** under **Stock**. 2 Pick your dates and, if you want, a supplier, an ordering and whether archived GRVs should be included. See [Report options](https://help.aurapos.com/en/article/stock-goods-received-voucher#options). 3 Run the report. A short summary of your choices comes first, then one block for every GRV, each starting on a new page: the supplier and amounts, the stock items received, any item comments and any linked credit notes or returns. **Checking a supplier's invoice**Set **Supplier filter** to that supplier and pick the dates the stock arrived. Each block shows the invoice total next to the total of the lines you captured, so you can see straight away whether they agree. ## Report options ### Select your start date and end date The first and last day you want to look at. The report looks at the day the stock was received into your store (the **Stock movement on** date), not the invoice date. Whole trading days are used, so if your store's trading day ends after midnight the report follows that. Both days are included. ### Order GRV's by... Controls the order the GRV blocks print in. The default is **GRV Status**. GRV Status GRV # Supplier Name Invoice Date Stock Received Date **GRV Status** lists GRVs that are not archived first, received GRVs before the others, and within each group normal GRVs before auto credit notes before returns. **GRV #** lists them in the order they were created. **Supplier Name** is A to Z. **Invoice Date** and **Stock Received Date** go from oldest to newest. When two GRVs tie, the older one comes first. ### Supplier filter Choose one supplier or leave it on **All suppliers** (the default). Suppliers you have archived are listed at the bottom of the list with **(archived)** after their name. All suppliers Your active suppliers, A to Z Your archived suppliers, A to Z ### Include archived A tick box, off by default. Archived (deleted) GRVs are left out unless you tick it. When you do tick it they are listed with a red title bar, together with their archived credit notes and returns. ## The report at a glance BOB'S BURGERS | BOB'S BURGERS TIMES SQUARE Goods received voucher (GRV) report Mon 26 Oct 2026 00:00 to Sun 01 Nov 2026 23:59 The dates are the first and last moment of your chosen trading days. If your store's trading day ends at a time other than midnight, the end time shows that time on the following day and a **\*** after the dates points to a note at the bottom of each page explaining your trading day. 1. [Selected parameters](https://help.aurapos.com/en/article/stock-goods-received-voucher#params): a summary of the supplier, ordering and archived choices you made. 2. [GRV header details](https://help.aurapos.com/en/article/stock-goods-received-voucher#details): the coloured title bar, the GRV, supplier and amount details. 3. [Stock item details](https://help.aurapos.com/en/article/stock-goods-received-voucher#lines): every stock item on the GRV with its cost, wastage and price comparison. 4. [Stock item comments](https://help.aurapos.com/en/article/stock-goods-received-voucher#comments): notes captured against items (only when there are any). 5. [Linked returns and credit notes](https://help.aurapos.com/en/article/stock-goods-received-voucher#linked): credit notes and returns raised against the GRV (only when there are any). At the bottom of every page you see your brand and store, your store ID, the report version, the page number, who ran the report and when. ## Selected parameters A panel under the heading that repeats what you chose, so a printed copy always shows how it was run. | SUPPLIER | ORDERED BY | ARCHIVED GRVS | | --- | --- | --- | | All | GRV status | Excluded | **SUPPLIER** shows **All** or the supplier's name. **ORDERED BY** shows the ordering you chose. **ARCHIVED GRVS** shows **Included** or **Excluded**. ## GRV header details Each GRV starts with a title bar and three boxes: the GRV's own details, the supplier's details and the amounts. | GRV #1042 for Fresh Fields Produce 1 | | | | | --- | --- | --- | --- | | Goods received voucher (GRV) header details | | Supplier details | | | GRV status: 2 | Received | Supplier name: | Fresh Fields Produce | | GRV type: | GRV | Phone: | 011 555 0142 | | Supplier ref: | INV-20871 | Email: | orders@freshfields.example | | Purchase order #: | PO-318 | Website: | www.freshfields.example | | GRV created date: | Tue 27 Oct 2026 | Address: | 12 Market Road | | Invoice date: | Tue 27 Oct 2026 | Financial | | | Stock movement on: 3 | Tue 27 Oct 2026 at 09:42 by Sam | Account number: | ACC-4471 | | GRV note: | Delivered by the supplier's van | Is tax registered: | Yes | | Amounts 4 | | Tax number: | TX-0000000 | | Invoice total: | 1 564.00 | Supplier note: | Ring the bell at the back door | | Paid from shift #2-31: | 500.00 | | | | Balance owing: | 1 064.00 | | | ### 1 The title bar Shows the GRV number and the supplier. The colour tells you what kind of document it is: green for a normal **GRV**, purple for an auto credit note (**Auto CN**) or a return (**Ret CN**), and red for an archived GRV. ### 2 GRV status A status badge, for example **Received** once the stock has been booked in. A GRV that is still being captured shows a different status and is not yet counted in your stock. ### 3 Stock movement on The date and time the stock was booked into your store and who did it. This is the date the report uses to decide which GRVs belong in your date range. It shows **n/a** for archived GRVs and for GRVs that have not been received yet. ### 4 Amounts **Invoice total** is the total of the invoice including tax. **Paid from shift** shows the till shift number (till number, a dash, then the shift number) and the amount when the supplier was paid in cash from a till or waiter cashup; otherwise it is left empty. **Balance owing** is the invoice total less what was paid from the till. When the GRV has not been received and the lines do not add up to the invoice total, a red **Unbalanced by** message shows the difference. Credit notes and returns show their amounts as negatives, because they reduce what you owe the supplier. GRV created date The date the GRV was finalised by a user. Invoice date The date on the supplier's invoice, as captured on the GRV. Is tax registered Whether the supplier is registered for value-added tax or your country's equivalent sales tax. ## Stock item details One line for each stock item on the GRV. The heading bar over the lines uses the same colours as the title bar and turns red when the GRV is a draft, is archived or is unbalanced. | Stock item details | | | | | | | | | | | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | GRV item details | | | | | | Calculated values | | | Model | | | Category | Item name (PLU) - UoM | GRV
qty 1 | Bulk
unit cost
(excl) | Total cost
(excl) | Total cost
(incl) | Store's
wastage
% 2 | Store's
prepped
qty 3 | Store's prepped
unit cost
(excl) | Model prepped
unit cost
(excl) 4 | Prep
cost
drift
% 5 | | Produce | Tomatoes (TOM01) - kg | 20.000 | 18.00 | 360.00 | 414.00 | 10.0% | 18.000 | 20.00 | 19.00 | 5.3% | | Meat | Beef patty 150 g (PAT15) - each | 100.000 | 9.00 | 900.00 | 1 035.00 | 0.0% | 100.000 | 9.00 | 9.00 | 0.0% | | Dairy | Cheese slice (CHS02) - each | 50.000 | 2.00 | 100.00 | 115.00 | 5.0% | 47.500 | 2.11 | 2.20 | \-4.1% | | Total amount: | | | | 1 360.00 | 1 564.00 | | | | | | | You have overpaid for 1 item 6 | | | | | | | | | | | | You have underpaid for 1 item | | | | | | | | | | | | You have paid the correct price for 1 item | | | | | | | | | | | ### 1 GRV qty and unit costs The quantity you received, in the unit you buy in, and what you paid per unit before tax (**Bulk unit cost (excl)**). **Total cost (excl)** and **Total cost (incl)** are the line totals without and with tax. The pale zeros after the decimal point are shown on purpose, so the decimal points of all quantities line up under each other. On credit notes and returns these quantities and totals are negative. ### 2 Store's wastage % How much of the item is lost in preparation, as set up for your store at the time the stock was received. If nothing was recorded at that time, your store's own setting for the item is used, and failing that the brand's setting. It shows **n/a** when there is no figure at all. ### 3 Store's prepped qty and prepped unit cost The quantity you can actually use after wastage, and what each usable unit really costs you before tax. In the example, 20 kg of tomatoes with 10.0% wastage leaves 18 kg, so the usable cost is R 20.00 per kg and not R 18.00. ### 4 Model prepped unit cost The cost your costing model expects for the same usable unit, as it was when the stock was received. ### 5 Prep cost drift % How far your actual usable cost is from the model: your prepped unit cost less the model cost, divided by the model cost. Light red means you paid more than the model expects, light green means it matches and light orange means you paid less. It shows **n/a** when there is no model cost to compare with. ### 6 The summary lines Under the totals the report counts how many items were overpaid, underpaid and paid at the correct price, using the drift above. When some items have no model cost you also see a line saying how many items are missing model costs, because those cannot be compared. The counts are for that one GRV. Bulk The unit you buy in, for example a case, a bag or a kilogram. Prepped After preparation: trimmed, peeled or portioned and ready to use. ## Stock item comments When a note was captured against one or more items on the GRV, a second table lists the item and its comment. The table is left out when no item on the GRV has a comment. | Stock item comments | | | --- | --- | | Item name (PLU) - UoM | Comment | | Tomatoes (TOM01) - kg | Two crates were bruised, supplier will credit | If the GRV was captured from a scanned receipt, the line of text read from the receipt appears here too, after any note someone typed in. ## Linked returns and credit notes When a credit note or a return was raised against the GRV, they are listed under it so you can follow the whole story in one place. The list is left out when there are none. | Linked returns and credit notes | | | | --- | --- | --- | | GRV Number | GRV Status | GRV Type | | Auto CN #1044 | Returned | Short delivered | The type tells you how the credit came about, for example **Short delivered** when the supplier delivered less than the invoice. A linked credit note or return is listed even if it was raised after your end date, because it belongs to a GRV that is in your range. Each of them also appears as its own block further down the report when its stock was moved inside your dates. ## Watch the video A short walkthrough of running and reading this report. [Report walkthrough video](https://www.youtube-nocookie.com/embed/TnbuKcvxXR0?rel=0) Can't see the video? [Watch it on YouTube](https://www.youtube.com/watch?v=TnbuKcvxXR0). ## Frequently asked questions Why is a GRV I expected not on the report? The report picks GRVs by the date and time the stock was booked in (**Stock movement on**), not by the invoice date. A GRV with an invoice date inside your range but a stock movement outside it will not show, and the other way round. Also check **Supplier filter**, and tick **Include archived** if the GRV may have been archived (deleted). Why are some amounts and quantities negative? Credit notes and returns take stock back out and reduce what you owe the supplier, so their quantities, costs and invoice total are shown as negatives. Normal GRVs are positive. What does "Unbalanced by" mean? For a GRV that has not been received yet, the report adds up the line totals (including tax) and compares them with the invoice total. If they differ, a red **Unbalanced by** message shows the difference and the heading above the lines turns red. Fix the quantities or costs on the GRV, or the invoice total, until they agree. Why does Prep cost drift % show n/a? Your costing model has no cost for the item to compare with. The report then cannot say whether you paid too much or too little, and counts the item under "missing model costs" instead. Why is the store's wastage % different from the one on the stock item? The report shows the wastage figure that applied when the GRV was received, so old GRVs keep their original figure even if you later change the item. Only when no figure was stored does the report fall back to your store's setting for the item and then the brand's setting. Why is "Paid from shift" empty? It only has a shift number and an amount when the supplier was paid in cash from a till or waiter cashup. A GRV that was paid some other way, or is still to be paid, has nothing there and the balance owing is the full invoice total. Why does a GRV appear twice, once under another GRV? A credit note or return is listed under the GRV it belongs to as a quick reference, and also as its own block if its stock movement falls inside your dates. They are the same document, shown in two places. ## Glossary Archived GRV A GRV that was deleted. It is hidden unless you tick **Include archived**, and is shown with a red title bar. It is not counted in your stock. Auto CN An automatic credit note created for you, for example when a supplier delivered less than the invoice (type **Short delivered**). Balance owing The invoice total less the amount paid from the till. Bulk unit cost (excl) What you paid per unit of the unit you buy in, before tax. Credit note A document from the supplier that reduces what you owe, for goods short delivered, damaged or returned. GRV (goods received voucher) The record of goods delivered by a supplier, with the quantities and costs you captured. Invoice date The date on the supplier's invoice. Model prepped unit cost (excl) The cost per usable unit that your costing model expects, before tax. Prep cost drift % How far your actual usable cost is above or below the model cost. Ret CN A return credit note, raised when you send goods back to the supplier. Stock movement on The date and time the stock was booked into your store. The report uses it to pick your date range. Store's prepped qty The usable quantity left after your store's wastage. Store's wastage % The share of the item lost in preparation, as set for your store. Trading day Your store's business day, which may end after midnight. Reports follow your trading day, not the calendar day. Unbalanced The line totals of a GRV do not add up to its invoice total.