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GRN Invoice Report

GRN INVOICE REPORT​

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The GRN Invoice Report helps Accounts users review GRN (Goods Receipt Note) invoices raised against suppliers, along with their tax, TDS/TCS, payment and pending status details, all in one report.

1.1 Search For GRN Invoice Report​

Search For GRN Invoice Report - Step-by-Step

Step 1: Access the GRN Invoice Report Section

  • 1. Navigate to the main menu and click on "Accounts"
  • 2. Go to "Reports" and select "GRN Invoice Report"

Step 2: Understanding the Search Fields

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All fields with a (*) are mandatory, so remember to fill them all.

The GRN Invoice Report search screen allows users to generate detailed reports by applying filters across various parameters. Below is a description of each field:

  • GRN Invoice From Date *: Specifies the starting date to filter GRN invoices. This is a mandatory field.
  • GRN Invoice To Date *: Specifies the ending date to filter GRN invoices. This is a mandatory field.
  • Supplier: (Multi-select dropdown) Allows selecting one or more suppliers. Filters the report to show GRN invoices associated only with the selected supplier(s).
  • GRN Invoice Number: Enter the GRN invoice number to filter the report to a specific invoice. Accepts up to 16 characters.
  • GRN Invoice Status: (Dropdown) Filters the report by the current status of the GRN invoice.
  • Paid Status: (Dropdown) Filters the report by whether the GRN invoice is paid, partially paid, or unpaid.
  • Inward Type: (Dropdown) Filters the report by the type of material inward linked to the GRN invoice.
  • TDS/TCS Section: (Dropdown) Filters the report by the TDS/TCS section applied on the GRN invoice.
  • TDS / TCS: (Radio button) Choose TDS or TCS to filter the report by the deduction/collection type applied. Once a value is selected, a Clear link appears next to it to remove the selection.
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By default, GRN Invoice From Date is set to the first day of the current month, and GRN Invoice To Date is set to the current date.

Step 3: Understanding Field Validations

Once all necessary inputs are provided, click on Search to generate the report.

  • GRN Invoice From Date and GRN Invoice To Date are both mandatory. The Search button stays disabled until both dates are filled in.
  • GRN Invoice To Date cannot be earlier than GRN Invoice From Date.
  • The gap between GRN Invoice From Date and GRN Invoice To Date cannot exceed 6 months.
  • If either of the above date rules is violated, a message is displayed: "Note: GRN Invoice date range cannot exceed 6 months".

Step 4: Start Searching

Once all necessary inputs are provided, click on "Search" to generate the report.

  • Clicking on Search fetches the GRN invoice records that match the selected filters.
  • If no records match the applied filters, an information message is displayed indicating that no report data was found.
  • If matching records are found, a success message confirms that the report was generated.
  • If the report fails to load, a warning message is displayed asking the user to try again.
  • Clear Functionality: Selecting Clear resets all applied filters (including the selected supplier(s) and the TDS/TCS radio selection) back to their default values and hides the results table, so a fresh search can be started.

Step 5: Understanding Search Results Table

The GRN Invoice Report search results table displays detailed records based on the applied filters. Below is an explanation of each column:

  • Serial No: Auto-generated row number in the report.
  • Supplier: Name of the supplier associated with the GRN invoice.
  • Supplier GST: GST number of the supplier.
  • GRN Invoice Number: The unique number of the GRN invoice.
  • GRN Invoice Date: The date on which the GRN invoice was generated.
  • Inward Type: The type of material inward linked to the GRN invoice.
  • Inward Number: The inward number linked to the GRN invoice. Hover over the value to view the full number if it is truncated.
  • Payment Terms: The payment terms configured for the GRN invoice.
  • Due Days: The number of days within which payment for the invoice is due.
  • Due Date: The calculated due date for payment of the GRN invoice.
  • Taxable Amount: The invoice value before tax.
  • Tax Value: The total tax amount applied on the GRN invoice.
  • TDS/TCS Section: The TDS/TCS section applicable to the GRN invoice, if any.
  • TDS Amount: The TDS amount deducted against the GRN invoice.
  • TCS Amount: The TCS amount collected against the GRN invoice.
  • Advance Amount: The advance amount adjusted against the GRN invoice.
  • Debit Note Number: The debit note number linked to the GRN invoice, if any. Hover over the value to view the full number if it is truncated.
  • Debit Amount: The amount adjusted through the linked debit note.
  • Grand Total: The total invoice value, inclusive of tax and applicable deductions/adjustments.
  • Paid Amount: The amount already paid against the GRN invoice.
  • Pending Amount: The balance amount yet to be paid against the GRN invoice.
  • Payment Status: The current payment status of the GRN invoice (for example, Paid, Partially Paid, or Unpaid).
  • GRN Invoice Status: The current status of the GRN invoice.

Step 6: Additional Features of the Table

  • Keyword Search: A search box above the table lets users quickly filter the displayed records by any visible value.
  • Sorting: Each column header allows sorting in both ascending and descending order, making it easier to organize and analyze data.
  • Pagination: The table displays the total number of records along with navigation options such as "Previous," "Next," and specific page numbers.
  • Entries Per Page: A dropdown at the bottom of the table allows users to select the number of entries to display per page.
  • Excel Export: Allows users to export the current report data into an Excel file for further analysis or sharing outside the application.
  • Print: Enables users to print the displayed report data directly from the table.
  • PDF Export: Allows users to export the current report data as a PDF file.

By providing these structured results with flexible navigation, sorting options, and Excel/Print/PDF export features, the table helps Accounts users review and follow up on GRN invoice payment and tax status efficiently.

Notes​

  • GRN Invoice From Date and GRN Invoice To Date are always required and cannot span more than 6 months.
  • Supplier, GRN Invoice Number, GRN Invoice Status, Paid Status, Inward Type, TDS/TCS Section and TDS/TCS are all optional filters that narrow down the date-based search.
  • This report is distinct from the GRN Invoice operation screen (used to raise and manage GRN invoices); this screen is read-only and is used purely for reporting.

That's it! You've successfully learned how to search, view, export, and print the GRN Invoice Report using the DMeX app. For further assistance, please contact the Support Team.