GR/IR

- Purpose
 

GR/IR stands for Goods Receipt / Invoice Receipt.
 

It is an internal accounting and inventory control document used to track the difference between:
 

• Goods received (physical delivery)

• Supplier invoice received (financial document)
   

GR/IR is mainly used in purchase and procurement workflows to ensure that:
 

• Goods are received correctly

• Supplier invoices match delivered quantities

• Accounting entries are accurate and auditable
   

GR/IR is not a customer-facing document.


 

- When to Use GR/IR
 

Use GR/IR when:
 

• You receive goods from a supplier

• Goods arrive before supplier invoice

• Supplier invoice arrives before goods

• Partial deliveries are common

• Inventory accuracy is critical

• Procurement and accounting must be reconciled
   

Common industries:
 

• Manufacturing

• Warehousing

• Wholesale & distribution

• Retail chains

• ERP-driven businesses
  
  
   

  - How GR/IR Works – Concept Overview
   

  GR/IR acts as a temporary holding account / document until:
   

• Goods are fully received

• Supplier invoice is fully received

• Only after both sides match is the transaction fully settled.
  
  
   

  How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create GR/IR Document
   

  Navigate to Documents → GR/IR

  Click Add GR/IR
   

  Select:

• Supplier (vendor)

• Related Purchase Order (recommended)

• Company / accounting settings
  
   

  2️⃣ Record Goods Receipt (GR)
   

  Enter delivery details:
   

• Items received

• Quantity received

•  This step confirms physical receipt of goods.
  
  
   

  3️⃣ Record Invoice Receipt (IR)
   

  If supplier invoice is received:
   

• Enter invoice reference

• Invoice date

• This step confirms financial obligation.
  
  
   

  4️⃣ Save GR/IR
   

  System stores:
   

• Goods receipt data

• Invoice receipt data

• No customer balance is affected.
  
  
   

  5️⃣ Reconciliation & Matching
   

  System compares:
   

• Ordered quantity

• Delivered quantity

• Invoiced quantity

• Invoiced amount
  
  
   

  -  PDF Generation
   

  A GR/IR PDF can be generated for internal records.
   

  PDF includes:
   

• Supplier details

• Purchase Order reference

• Goods received list

• Invoice reference

• Quantities & notes

• Matching status
  
  
   

  Used for:
   

• Audits

• Internal approval

• Accounting reconciliation
  
  
   

  -  Payment Behavior (Important)
   

  GR/IR documents do NOT handle payments.
   

  ❌ No payment collection
  ❌ No receipts
  ❌ No customer balance
  ❌ No customer billing
  
  
   

  Payments are handled separately through:
   

• Supplier payments

• Accounting / AP module
  
  
   

  - Relationship with Other Documents
   

  - Purchase Order → GR/IR
  
  
  Purchase Order
       ↓
  GR/IR
  
  
  
   

• PO defines what should be received

• GR/IR confirms what was received and invoiced
  
  
   

  - GR/IR → Supplier Invoice
   

• Supplier invoice is matched against GR/IR

• Differences are flagged

• Approval happens only after match
  
  
   

  - Partial Deliveries & Partial Invoices
   

  GR/IR fully supports:
   

• Partial goods receipt

• Partial supplier invoices
   

• System tracks:
   

• Remaining quantities

• Remaining invoice value

• Open GR/IR balance
  
   

  -  API Support
   

  GR/IR is supported via API for ERP-level automation.
   

  API Capabilities
   

• Create GR/IR

• Record goods receipt
   

• API Use Cases
   

• Warehouse management systems

• ERP integrations

• Procurement automation

• Accounting reconciliation tools
  
  
   

  ⚙️ Settings Affecting GR/IR
   

  Inventory Settings
   

• Stock update on goods receipt

• Warehouse allocation

• Batch & serial tracking

• GR/IR clearing account

• Expense recognition timing

• Invoice approval rules
   

• Template Settings
   

• Internal document layout

• Show/hide invoice values

• Approval signature fields
  
  
   

  ✅ Benefits of GR/IR
   

  ✔ Prevents over-payment to suppliers
  ✔ Ensures goods and invoices match
  ✔ Improves inventory accuracy
  ✔ Strengthens audit compliance
  ✔ Supports partial deliveries
  ✔ ERP-ready & API-driven
  
  
   

  - Summary
   

  GR/IR is an internal control document that ensures:
   

• Goods received = Goods invoiced

• Inventory matches reality

• It plays a key role in procurement, inventory, and accounting, especially in complex supply chains.
  
   

• Supplier payments are accurate

• Accounting discrepancies are prevented
   

• Accounting Settings
   

• Record invoice receipt

• Fetch GR/IR status

• Match PO, delivery, and invoice

• Generate GR/IR PDF

• Multiple deliveries per PO

• Multiple invoices per PO