About WinBill Shop

Business name: WinBill Shop

GRN Officer

Roles and responsibilities of a Goods Received Note (GRN)

A Goods Received Note (GRN) is a document used to confirm that goods or materials have been received from a supplier and have been checked by the receiving organization.

Key roles and responsibilities of a GRN

1. Confirmation of goods received

A GRN confirms that the goods ordered from the supplier have been delivered and received.

2. Matching goods against the Purchase Order (PO)

It helps verify that the goods delivered match the Purchase Order in terms of description, quantity, specifications, and other requirements.

3. Inspection of goods quality

The GRN provides a record of whether the goods were received in good condition and meet the required quality standards.

4. Confirmation of quantity received

It records the actual quantity received and identifies any shortages, excess deliveries, or discrepancies.

5. Supporting supplier payment

The GRN serves as evidence that goods have been received before the supplier’s invoice is approved for payment.

6. Updating stock records

The GRN is used as supporting documentation for recording received goods in the inventory system or stock records.

7. Maintaining proper procurement records

It provides a clear record of when goods were received, the supplier involved, the items received, and the person who received them.

8. Strengthening internal controls

GRNs help prevent unauthorized or incorrect payments for goods that were not received or did not meet the required specifications.

9. Supporting document reconciliation

The GRN can be matched with the Purchase Order (PO), Delivery Note (DN), and Supplier Invoice to ensure that all documents agree.

10. Supporting audit procedures

During an audit, GRNs provide evidence that purchased goods were actually delivered and received by the organization.

GRN / Receiving Officer qualifications

1. Education

Diploma or Bachelor’s Degree in Procurement and Supplies, Logistics, Supply Chain Management, Stores Management, Accounting, or a related field.

A certificate in procurement/stores may be accepted for junior positions.

2. Professional knowledge

• Knowledge of Goods Received Notes (GRN) and receiving procedures.
• Understanding of Purchase Orders (PO), Delivery Notes (DN), invoices, and stock records.
• Basic knowledge of inventory and warehouse management.

3. Computer skills

• Ability to use Microsoft Excel and Word.
• Experience with NEXX systems is an advantage.

4. Work experience

• Previous experience in stores, warehouse, procurement, receiving, or inventory control is an advantage.
• Experience should preferably include checking deliveries and maintaining records.

5. Key skills

• Accuracy and attention to detail.
• Good record-keeping skills.
• Ability to identify discrepancies in quantity and quality.
• Good communication skills.
• Integrity and accountability.
• Ability to work under pressure.

• Confirmation of goods received
• Matching goods against the Purchase Order (PO)
• Inspection of goods quality
• Confirmation of quantity received
• Supporting supplier payment
• Updating stock records
• Maintaining proper procurement records
• Strengthening internal controls
• Supporting document reconciliation
• Supporting audit procedures

• Accuracy and attention to detail
• Good record-keeping skills
• Ability to identify discrepancies in quantity and quality
• Good communication skills
• Integrity and accountability
• Ability to work under pressure

• Diploma or Bachelor’s Degree in Procurement and Supplies, Logistics, Supply Chain Management, Stores Management, Accounting, or a related field.
• A certificate in procurement/stores may be accepted for junior positions.
• Knowledge of Goods Received Notes (GRN) and receiving procedures.
• Understanding of Purchase Orders (PO), Delivery Notes (DN), invoices, and stock records.
• Basic knowledge of inventory and warehouse management.
• Ability to use Microsoft Excel and Word.
• Experience with NEXX systems is an advantage.
• Previous experience in stores, warehouse, procurement, receiving, or inventory control is an advantage.
• Experience should preferably include checking deliveries and maintaining records.