Receive goods (GRN) & invoice review

How to receive goods

1. Open Purchases and open the purchase order you want to receive.

   You can also create a GRN without a purchase order. See Direct Purchase.

2. Select the Supplier.

3. If you are receiving goods against a purchase order, click Link Purchase Order and select the order.

4. Add each medicine one at a time. Check the medicine and the supplier invoice before adding it.

   Enter the following details:

   • Product: Select the medicine from your product list.
   • Batch: Enter the batch number printed on the pack.
   • Expiry: Select the expiry month and year.
   • HSN and GST %: Check the values on the invoice. BitMed may fill GST after you enter the HSN.
   • Qty: Enter the quantity you received.
   • Free: Enter any free quantity received with the purchase.
   • Buy and Get: Enter the offer when the supplier gives free goods as a scheme, such as Buy 10 + Get 1.
   • Rate: Enter the purchase price per unit, excluding GST.
   • Disc %: Enter the discount shown on the invoice, if any.
   • MRP: Enter the maximum retail price printed on the pack.

   Click Add. Repeat these steps for every batch. Add separate lines when the same medicine has different batch numbers, expiry dates, rates, or MRPs.

   

5. Check the items shown below the entry area.

   BitMed shows the batch, expiry, quantity, free quantity, rate, MRP, and total for each line. Delete a line if you entered it by mistake, then add it again with the correct details.

Scan an invoice

You can click Scan Invoice to read the supplier invoice.

1. Select the invoice file.
2. Wait while BitMed reads the invoice.
3. In Review Parsed Invoice, check the supplier and every medicine.
4. Match each medicine to the correct product in your BitMed product list.
5. Correct the batch, expiry, quantity, MRP, rate, and free quantity when needed.
6. If a supplier or medicine is not already in BitMed, use Create or Create in catalog.
7. Uncheck any line you do not want to receive.
8. Click Import after all included lines are matched.

The invoice file itself is not saved. Only the information you import is used to fill the GRN.

Save the GRN

• Save as Draft: Saves your work without adding the goods to stock. Use this when you still need to check the invoice or do not yet know the purchase rate.
• Save & Update Stock: Completes the GRN and adds the received goods to stock. The goods can then be sold.

Before BitMed updates stock, check that:

• A supplier is selected.
• At least one item has been added.
• Quantity and free quantity are whole numbers.
• The purchase rate is greater than zero for purchased goods.
• The MRP is greater than zero.
• Free quantity does not exceed the purchased quantity.
• The purchase rate does not break a locked supplier rate agreement.

If a check fails, correct the line or save it as a draft when the draft option is available.

After a GRN is posted, it cannot be edited. To correct posted goods, use Return to Supplier.

Purchase order quantities

You can receive all or only part of a purchase order.

• If you receive only part of the order, the purchase order remains open for the remaining quantity.
• If you receive the full order, BitMed marks the purchase order as received.

Print batch labels

After saving the GRN, open the GRN list and use the Print labels action for the received goods. You can print the labels again later if needed. See Print GRN Batch Labels.

Common mistakes

• Rate and MRP entered in the wrong fields: Rate is what you pay the supplier, excluding GST. MRP is the selling price printed on the pack.
• Wrong batch or expiry: Always check the physical pack, not only the invoice.
• Partial delivery entered as the full order: Enter only the quantity that actually arrived. The purchase order will stay open for the balance.
• Same medicine entered in one line for different batches: Add a separate line for each batch.