PMC›📦 Procurement & Stores›Goods Received Note (GRN)

Goods Received Note (GRN)

form
PMC-PRC-FRM-005·v1.0-beta·⚠ Beta — review before use

This is the official site record created by the storekeeper when materials are delivered to the site. It confirms what was received, how much, and its initial condition, before it is accepted into the stores.

ReferencesCPWD Works Manual, Vol II, Chapter 16: StoresFIDIC Red Book (1999) Sub-clause 7: Plant, Materials and WorkmanshipFIDIC Red Book (1999) Sub-clause 14: Contract Price and PaymentIS 1200: Methods of Measurement of Building and Civil Engineering Works (for ensuring UoM consistency)
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📍 When to use this template
  • Whenever any material, consumable, or equipment is delivered to the site against a Purchase Order.
  • Triggered upon arrival of a delivery vehicle at the site gate.
  • Filled by the Site Storekeeper, and co-signed by the QC/Site Engineer after inspection.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
GRN Number
_____________
GRN Date
_____________
Prepared By (Storekeeper Name & Sign)
_____________
Approved By (Project Manager / Engineer Name & Sign)
_____________
2Supplier & Delivery Details8 fields
Supplier Name
_____________
Purchase Order (PO) No.
_____________
PO Date
_____________
Supplier's Delivery Challan No.
_____________
Challan Date
_____________
Vehicle No.
_____________
Driver's Name & Contact
_____________
Gate Entry No. & Date/Time
_____________
3Material Receipt Details10 fields
Sr. No.
_____________
Material Description (as per PO)
_____________
Make / Brand
_____________
Unit of Measurement (UoM)
_____________
Quantity as per PO
_____________
Quantity as per Challan
_____________
Quantity Received (Actual)
_____________
Quantity Accepted
_____________
Quantity Rejected
_____________
Remarks (e.g., Short/Excess Supply, Damage)
_____________
4Inspection & Quality Check7 fields
Inspected By (QC Engineer)
_____________
Inspection Date
_____________
Material Inspection Report (MIR) No.
_____________
Test Certificate / MTC Received (Yes/No/NA)
_____________
Calibration Certificate Received (Yes/No/NA)
_____________
Visual Inspection Status (OK / Damaged / Not OK)
_____________
Quality Remarks
_____________
5Stores & Accounts Information5 fields
Received By (Storekeeper Signature)
_____________
Ledger Folio No. / Bin Card No.
_____________
Storage Location / Stack No.
_____________
Billable / Non-Billable Item
_____________
Date Forwarded to Accounts Dept.
_____________
💡 Sample filled excerpt
Sr. No: 1 | Material: TMT Steel Fe-500D, 12mm dia | Make: JSW Neosteel | UoM: MT | Qty Received: 10.25 | Qty Accepted: 10.25 | Remarks: MTC received. Bundle count verified.
⚖ Compliance notes
  • Primary document for verifying supplier invoices for payment processing under FIDIC Sub-clause 14 or similar contract terms.
  • Essential for material reconciliation statements (e.g., for cement, steel) as required by CPWD contracts and for client audits.
  • Forms the basis for updating the Stores Ledger and Bin Cards, a key requirement under CPWD Manual Vol II, Chapter 16 (Stores).
  • Supports quality control compliance under FIDIC Sub-clause 7 (Plant, Materials and Workmanship) by documenting receipt and initial inspection.
← Purchase Order (PO)Material Inspection Report (MIR) →