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Auto-Create GRN on Purchase Invoice (PI)

Streamline Receipt Documentation by Generating GRNs from Invoices

The Auto-Create GRN on PI feature in PrismERP simplifies and automates the goods receiving process by allowing users to generate a Goods Receive Note (GRN) automatically when a Purchase Invoice (PI) is created. This ensures alignment between invoicing and physical goods receipt—minimizing manual work and ensuring traceability across procurement operations.

📌 What is "Auto-Create GRN on PI" in PrismERP? This functionality enables the system to generate a GRN automatically using the details entered while creating a Purchase Invoice, particularly in situations where physical receipt and invoicing are done simultaneously. It is especially useful in fast-moving or service-based environments where goods are received and invoiced at the same time.

Key Features​

GRN Auto-Population from PI Automatically fetches item details, quantities, and vendor info from the Purchase Invoice to generate a matching GRN.

One-Step Process Eliminates the need to separately create a GRN—reducing data entry time and ensuring accuracy.

Inventory Sync Immediately updates inventory levels once the GRN is generated with accepted quantities.

Discrepancy Handling Optionally allows manual adjustments to received quantities or conditions before GRN confirmation.

Audit Trail Linkage Maintains full traceability between PO → PI → GRN for validation, reporting, and audits.

Approval Workflow Integration Ensures both PI and auto-created GRNs go through their respective approval chains before impacting inventory or accounts.

Why Use This Feature?​

Manual GRN creation can be time-consuming and prone to human error—especially when done in bulk. This feature ensures goods receipt documentation keeps pace with invoicing, improving financial controls and operational speed.

How to Use Auto-Create GRN on PI​

Navigate to Purchase Invoice**

Steps:​

  1. Create a new Purchase Invoice from PO or GRN
  2. Enable the Auto-Create GRN option (if configured by admin)
  3. Enter required invoice details including items, quantities, prices, and taxes
  4. Submit the PI
  5. The system automatically generates a linked GRN with the same details

Configuration (Admin Setup)​

System admins can enable or disable Auto-Create GRN on PI feature in configuration settings:

  • Enable feature under Auto GRN on PI
  • Set default GRN status as Draft or Approved

Best Use Cases​

  • Businesses receiving goods and invoices together (e.g., retail, consumables)
  • Environments with high-volume supplier deliveries
  • Organizations looking to reduce manual paperwork and improve consistency

🧾 Automate. Align. Accelerate. With Auto-Create GRN on PI, PrismERP users can enjoy a faster, smarter way of documenting goods received—synchronized perfectly with vendor invoices. Eliminate manual gaps. Receive with accuracy. Pay with confidence—with PrismERP.