What information should a properly filled Goods Receipt Note (GRN) contain?

• A. Supplier name, PO number, item description, batch/lot number, expiry date, quantity received, date of receipt, inspector, and condition.
• B. Supplier name and date of receipt.
• C. Item name and price only.
• D. Delivery location and courier name.

Answer: (A)

A GRN should capture information that confirms exactly what was received, against what was ordered, and provides a traceable record for stock control and quality assurance. It should include the supplier name, purchase order number, item description, batch/lot number, expiry date, quantity received, date of receipt, inspector, and the condition of the goods. Each field serves a purpose: supplier name and PO number link the receipt to the order and supplier records; item description ensures the right goods are recorded; batch/lot number and expiry date are critical for pharmaceutical stock to manage shelf life and recalls; quantity received updates inventory and helps detect discrepancies; date of receipt timestamps when the goods arrived; inspector and condition document acceptance status and any damages. This combination supports procurement accuracy, quality control, stock tracking, and potential recalls. Choices that list only supplier name and date, or only item name and price, or only delivery location and courier, miss essential information needed for traceability, inventory updates, and QA.