Skip to main content

GRN Invoice

GRN INVOICE​

note

To go back to the Search screen, click GRN Invoice next to Welcome at the top-right corner of the page.

1.1 Add GRN Invoice​

Add a GRN Invoice - Step-by-Step

Step 1: Reach the GRN Invoice Screen

From the main side menu, click on "Accounts," then go to "Operations," and finally select "GRN Invoice." This will open the GRN Invoice Search page.

Step 2: Adding a GRN Invoice

On the top right of the GRN Invoice Search page, you'll see an "Add GRN Invoice" button. Click this button.

Step 3: Fill in Details

  • Invoice Type: [Dropdown] (Mandatory) Select the invoice type (e.g., Purchase Inward, Returnable DC In, Supplier Job Work Inward, or Service PO Inward (SVSPOIN)). You must select the supplier first to choose an invoice type.
  • Supplier: [Dropdown] (Mandatory) Select the supplier.
  • GRN/DC Number: [Dropdown] (Mandatory) Select one or more GRN/DC numbers as needed.

The dropdown values are dynamically populated based on the selected invoice type:

  • If "Purchase Inward" is selected, the dropdown displays GRN numbers from Purchase Inward details.
  • If "Returnable DC Inward" is selected, the dropdown displays DC numbers from Service DC Inward details.
  • If "Supplier Job Work Inward" is selected, the dropdown displays DC numbers from Supplier Job Work Inward details.
  • If "Service PO Inward" is selected, the dropdown displays GRN numbers from Service Inward details created against Service POs.

After clicking the "Get Line Items" button, you can view the selected GRN/DC number line items and advance amount details at the bottom.

The Line Item(s) table lists, for each selected GRN/DC number: PO / DC Number, GRN/DC Number, Product, HSN Code, PO qty (the quantity on the purchase order), Inward Quantity (the quantity actually received against this GRN/DC), Unit, Rate Per Unit, Taxable, Discount (%), Special Discount (%), the applicable CGST/SGST or IGST percentage, Tax Amount, and Amount.

Add Other Charges: Below the Line Item(s) table, you can attach additional PO-level charges (such as freight or packing) against a specific PO line item:

  • Click the + icon next to Add Other Charges to open the entry form.
  • Other Charge Item No: [Text Field] (Mandatory) Enter the PO line item number this charge applies to.
  • Other Charges: [Dropdown] (Mandatory) Select the other-charges product/service.
  • Quantity and Price: [Number Fields] (Mandatory) Enter the quantity and price for the charge.
  • HS Code: [Dropdown] (Optional) Select the HS code for the charge.
  • Cgst(%), Sgst(%), Igst(%): [Read Only] Populated automatically from the selected other-charges product.
  • Click Submit to add the row to the table below, or Clear to reset the form.

The resulting table shows each added charge's Item, Other Charges name, HS Code, Quantity, Price, CGST/SGST/IGST (%), and an editable Discount(%). Use the pencil icon to edit a row, or the trash icon to delete it — deletion is disabled once any quantity or price has already been received against that charge.

If other charges were already raised on the source PO, a read-only Other Charge(s) table appears below it, listing what has been received against this GRN invoice: Item, PO Number (click to view the PO), GRN/DC Number, Product, HSN Code, Unit, Other Charges qty (the quantity on the PO), Current Other Charges Qty (the quantity being invoiced now), Other Charges Price, Current Other Charges Price, Taxable, the applicable GST percentage, Discount (%), and Net Total.

  • Invoice Number: [Text Field] (Mandatory) Enter the invoice number for the selected details.
  • Invoice Date: [Date Field] (Mandatory) Select the GRN invoice date.
  • Other Charges: [Number Field] (Optional) Enter any additional charges (supports up to two decimal places).
note

GST fields are displayed based on the supplier and organization billing addresses.

  • CGST Percentage and SGST Percentage: [Number Field] (Optional) Labelled Other Charges CGST % and Other Charges SGST % on screen. Applicable if the supplier and organization billing addresses are in the same state. By default, it displays the higher CGST and SGST values but can be edited. These percentages are used to compute the tax on the Other Charges amount (see the "Fields Tax Amount" formula in Step 4).
  • IGST Percentage: [Number Field] (Optional) Labelled Other Charges IGST % on screen. Applicable if the supplier and organization billing addresses are in different states or countries. By default, it displays the higher IGST value but can be edited.
note

If the supplier's billing address is in a different country from the organization's, none of the CGST/SGST/IGST fields above are shown. Instead, the form displays export-shipment fields: Currency Conversion Rate (Mandatory — the exchange rate used when converting Other Charges), Shipping Bill Number, Shipping Date, and Air/Sea Bill Number (all Optional).

  • Category: [Dropdown] (Mandatory) Select the category.
  • TDS/TCS Section: [Dropdown] (Optional) Select the withholding-tax section to apply. The dropdown lists the supplier's TDS/TCS sections that are valid on the invoice date, with their percentages (for example, 194C - 2%). These fields appear only for a supplier who is marked as TDS/TCS applicable in the Supplier master.
  • Apply TDS/TCS: [Radio Buttons] (Optional) Choose NA, TDS, or TCS.
  • TDS %: [Read Only Field] Displays the percentage of the selected section when TDS is applied.
  • TCS %: [Read Only Field] Displays the percentage of the selected section when TCS is applied.
note

You can apply either TDS or TCS, but not both. Selecting one automatically clears the other. The percentage is always taken from the selected TDS/TCS section and cannot be typed in directly — to change the rate, select a different section or update the rate in the TDS/TCS Section master.

important

When does the system apply TDS/TCS on its own?

On a new invoice, the system fills in the supplier's default TDS/TCS section and applies TDS when the supplier is marked TDS/TCS applicable, the default section is valid on the invoice date, and either:

  • the taxable value of this invoice has reached the section's Single Bill Limit, or
  • the supplier's total for the current financial year has reached the section's Financial Year Bill Limit.

The financial year total covers every invoice for that supplier — GRN Invoices and Direct Invoices alike, in any status including drafts — dated inside the financial year that contains today's date.

Once you set Apply TDS/TCS or the TDS/TCS Section yourself, your choice is kept and is not overwritten. On an invoice you are editing, the saved values are kept as they are.

For the full rules, see How the Single Bill and Financial Year Limits Are Applied.

  • Account Ledger: [Dropdown] (Optional) Select the Account Ledger from the dropdown.
note

If any values need to be added to the Account Ledger dropdown, please contact the IT Team to add it.

  • Due Days: [Number Field] (Mandatory) By default, it displays the higher due days value based on supplier payment terms within the expire and effective date range. This field can be edited if necessary.
  • Due Date: [Date Field] (Mandatory) By default, it displays the due date calculated based on the due days and invoice date fields.
  • Remarks: [Text Field] (Optional) Enter additional details or comments for the GRN invoice.
  • Advance Amount: Displays advance amount details. If you need to deduct the advance amount, click the checkbox. By default, the advance amount to deduct shows all the advance amount value and can be edited.

If the supplier has advance payments recorded against the selected PO/DC numbers, an Advance Amount table appears listing each one, with: PO / DC Number, Actual Advance Amount (the total advance paid), Pending Advance Amount (the balance not yet applied to any invoice), an editable Advance Amount to Deduct field, and an Apply Advance checkbox — tick it to enable the deduct-amount field for that row and include it in the invoice total.

  • Taxable Amount: [Auto-Calculated] Displays the taxable amount based on the selected GRN/DC line-item details.
  • Tax Amount: [Auto-Calculated] Displays the tax amount based on the selected GRN/DC line-item details.
  • TDS Value: [Auto-Calculated] Displays the calculated TDS value if applicable.
  • TCS Value: [Auto-Calculated] Displays the calculated TCS value if applicable.
  • Grand Total Amount: [Auto-Calculated] Displays the final total amount, including all charges and taxes.

Just above the Save/Draft/Cancel actions, a totals summary breaks the Grand Total Amount down into: Taxable Amount, Discount Amount and Special Discount Amount (from the line items' Discount % and Special Discount % columns), Total Amount (After Discount), Tax Amount, Other Charges Amount, Other Charges Discount Amount and Other Charges After Discount Amount (shown only when Other Charges have a discount), Net Total Amount (before TDS/TCS/advance are applied), TDS Amount, TCS Amount, Advance Amount, and finally Grand Total Amount.

note

If you need to clear all the details, you can click the "Clear" button.

Step 4: Calculation Operations

Taxable Amount: To calculate the total taxable amount, sum all the line items' taxable values in the line items table.

Taxable Amount = Total Qty * Rate Per Unit

If other charges are present, their value will be added to the total taxable value.

Tax Amount: The total tax amount is calculated as follows:

  1. If CGST & SGST are present in the line items table:
    The tax amount is calculated by multiplying the taxable amount by the combined percentage of CGST and SGST. The combined percentage is obtained by adding the CGST and SGST values and dividing by 100.
    Tax Amount = Taxable Amount * ((CGST + SGST) / 100)
  2. If IGST is present in the line items table:
    The tax amount is calculated by multiplying the taxable amount by the combined percentage of IGST. The combined percentage is obtained by adding the IGST values and dividing by 100.
    Tax Amount = Taxable Amount * (IGST / 100)
    Finally, each line-item tax amount will be added to the tax amount.
  3. If other charges are present in the form:
    • If CGST & SGST fields have values:
      The total tax amount is calculated by multiplying the other charges and the combined percentage of CGST & SGST. The combined percentage is obtained by adding the CGST & SGST values and dividing by 100.
      Fields Tax Amount = Other Charges * ((CGST + SGST) / 100)
    • If IGST field has a value:
      The total tax amount is calculated by multiplying the other charges and the combined percentage of IGST. The combined percentage is obtained by adding the IGST values and dividing by 100.
      Fields Tax Amount = Other Charges * (IGST / 100)
      Finally, the fields tax amount will also be added to the tax amount.

Net Total: The taxable amount after discount, plus the total tax, plus any non-GST other charges.

Net Total = Total Taxable Amount + Total Tax Amount + Non-GST Other Charges

TDS Amount: TDS is withheld on the taxable amount (after discount), using the percentage of the selected TDS/TCS section. If TDS is not applied, the value is 0.

TDS Amount = (Total Taxable Amount * TDS %) / 100

TCS Amount: TCS is charged on the Net Total — that is, on the value including tax — using the percentage of the selected TDS/TCS section. If TCS is not applied, the value is 0.

TCS Amount = (Net Total * TCS %) / 100

note

TDS and TCS are calculated on different bases. TDS uses the taxable amount only, while TCS uses the Net Total including tax.

Grand Total: TDS is deducted from the invoice because it is withheld from the supplier's payment, and TCS is added because it is collected in addition to the invoice value.

Grand Total = Net Total - TDS Amount + TCS Amount

  • If Advance Amount is present:
    Grand Total = Grand Total - Advance Amount

Step 5: Save, Draft, or Cancel

At the bottom of the page, the following actions are available:

  • Draft: Save the details as a draft for later editing or submission.
  • Confirm: Finalize the GRN invoice for processing.
  • Back: Navigate back to the search page without saving changes.

Additional Notes:

  • Ensure mandatory fields are completed before confirming the invoice.
  • The system calculates default values for GST, Due Days, and Due Date, but these can be overridden based on requirements.

1.2 Search GRN Invoice​

Search a GRN Invoice - Step-by-Step

Step 1: Start Searching

Navigate to the GRN Invoice Search page. You can search using the following filters:

  • Supplier: [Dropdown] (Optional) Select one or multiple suppliers from the dropdown.
  • Invoice Type: [Dropdown] (Optional) Select the type of invoice (e.g., Purchase Inward, Returnable DC Inward, Supplier Job Work Inward, or Service PO Inward).
  • Invoice No: [Text] (Optional) Enter the invoice number to search for specific invoices.
  • Invoice From Date: [Date] (Mandatory) Select the starting date for the invoice range.
  • Invoice To Date: [Date] (Mandatory) Select the ending date for the invoice range.
  • Exported Status: [Dropdown] (Optional) Choose the export status. By default, this field is set to "All" but can be changed to filter specific export statuses.
  • Once the desired filters are selected, click the “Search” button to begin.
note

You must provide the Invoice From Date and Invoice To Date, along with any other optional filters or a combination of values.

Step 2: See the Results

After clicking "Search," the results matching your criteria will be displayed in a table format:

  • Supplier: Displays the supplier name(s) associated with the invoices.
  • Invoice Type: Displays the supplier name(s) associated with the invoices.
  • Invoice No: Displays the corresponding invoice number(s).
  • Invoice Date: Displays the date of the invoice.
  • Status: Shows the current status of the invoice (e.g., CONFIRMED, DRAFT).
  • Exported Status: Displays whether the invoice has been exported or not.
  • Action: Includes options such as a checkbox for bulk actions and a View/Edit button for individual invoice actions.
  • If you searched using Exported Status, Invoice From Date, and Invoice To Date, the results will match these filters precisely.
  • For searches using any other combination of filters, the table will display the corresponding details that match your criteria.
note
  • You can perform a search using a single filter or a combination of filters.
  • The Invoice From Date and Invoice To Date fields are mandatory for all searches.
  • The system allows flexibility in using optional filters like Supplier, Invoice Type, Invoice No, and Exported Status to refine the results.

Export for Tally

For users who are an Admin or otherwise have the Tally Export permission, the result table includes an extra Tally Export Selector checkbox column, allowing you to select the GRN invoices you want to export to Tally. The checkbox is disabled for invoices that cannot be exported (for example, those still in DRAFT status).

  • After selecting the checkboxes, the total count of selected GRN invoices will be displayed at the top of the result table.
  • To export the selected GRN invoices, click the "Export for Tally" button. This action will download an Excel sheet containing the details.

Important: While exporting, if any GRN/DC number's line item does not have a valid GST value, a popup will appear listing the affected GRN/DC numbers. You must ensure all line items have standard GST values to proceed.

To deselect all checkboxes, click the "Uncheck All" button.

note

If your GRN invoice is in DRAFT status, you cannot export it for Tally.

1.3 Edit GRN Invoice​

Edit a GRN Invoice - Step-by-Step

Step 1: Access the Edit GRN Invoice Page

After performing a search, locate the GRN Invoice Result Table. Click the "View/Edit" button next to the GRN invoice you wish to edit.

Step 2: Update Details

On the Edit GRN Invoice page, review the existing details. Make the necessary changes to the editable fields as required. If a file upload is needed, you can attach a file at the bottom of the page. The file should be in PDF format.

note

Uploading a file is optional.

Key Restrictions While Editing

  • Supplier and Invoice Type fields are read-only and cannot be changed.
  • You can remove existing GRN/DC numbers or add new ones. However, after making changes to the GRN/DC numbers, you must click the "Get Line Items" button to refresh the line item details.
  • The "Clear" button is disabled during the edit process.

Step 3: Save or Cancel Changes

At the bottom of the page, you will see the following options:

  • Confirm: Saves the updated details and finalizes the changes to the GRN invoice.
  • Back: Discards any unsaved changes and navigates back to the search page without updating the GRN invoice.

That's It! You’ve successfully learned how to search and add GRN invoices based on multiple filters using the DMeX app. For further assistance, contact the Support Team.