You use this program to print information about all GRNs held in the suspense file, providing a detailed breakdown of outstanding and matched goods received notes in separate reports.
This report may be printed in either supplier or warehouse sequence, and provides concise information about all outstanding (unmatched) GRNs, allowing simple reconciliation at the time an invoice is to be paid.
| Field | Description | ||||
|---|---|---|---|---|---|
| Sequence | |||||
| Supplier | Select this to produce the report in supplier code sequence. | ||||
| Warehouse | Select this to produce the report in warehouse code sequence. | ||||
| Current A/P period | This indicates the current Accounts Payable processing month and year. | ||||
| Current P/O period |
This indicates the current GRN processing month and year. If the Inventory module is installed, then the current GRN processing month is derived from the Inventory module. If the Inventory module is not installed, then the current GRN processing month is derived from the Purchase Order module. |
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| Period selection | |||||
| Current period | Select this to generate the report for the current
period only. When you select this option, the Period and Year options are disabled and the report is generated for the current period only. |
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| Period | Indicate the period (within the selected year) for which you want to generate the report. | ||||
| Year | Indicate the year for which you want to generate the report. | ||||
| Totals for GRN suspense account |
When processing a purchase order line receipt, you can change the credit ledger code to an account which differs from the code against the warehouse. By default, the GRN Trial Balance report uses the control account defined against the warehouse to accumulate values for each ledger code. The ledger code entered at the time of processing the receipts is ignored. This enables you to indicate that the ledger codes defined against the receipt (which are reflected on the journal) must be used to accumulate values for each ledger code. |
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| Use ledger codes from journal | Select this to accumulate the values for each ledger code from the codes used on the journal (i.e. the ledger codes specified when the receipts are processed and not the default ledger codes defined against the warehouse). | ||||
| Matched GRNs | |||||
| Include |
Select this to print all GRNs, including those that are partially matched (i.e. that still have an outstanding value). Zero value (fully matched) GRNs are not included unless you select the option: Include Zero value GRNs. You should select this option if you want to reconcile the GRN Trial Balance to your General Ledger GRN Suspense account(s). |
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| Exclude | Select this to exclude fully matched GRNs from the report. | ||||
| Only |
Select this to print only GRNs which have been fully or partially matched on the report.
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| Include | |||||
| Zero value GRNs | Select this to include all GRNs having a zero value in the report (i.e. all fully matched GRNs). | ||||
| Exclude | |||||
| GRNs with zero original value | Select this to exclude GRNs with an original value of zero. | ||||
| Field | Description |
|---|---|
| Supplier selection | Indicate the supplier(s) for whom you want to generate the report. |
| Warehouse selection |
Indicate the warehouse(s) for which you want to generate the report. You can enter: ** to print GRN details for non-stocked items. This applies irrespective of the warehouse access control defined against your operator code (Operators - Access tab). |
These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).
The GRN suspense file is accessed to obtain the purchase price. The matched value is then deducted from the current value to obtain the suspense value. The Adjustment file is then accessed for the adjusted amount. The GRNs imported using the Import GRN Details program are displayed as adjustments on the GRN Trial Balance report. The Matched records file is accessed to show if the master record is matched. The source of the print line can be from Inventory, Accounts Payable or GRN journal posting.
A total is produced by report sequence, showing ageing balances.
If the Inventory module is installed, then GRNs are aged in relation to the Current Financial Year and Current Financial Month defined within the Inventory Control file.
| Period in which GRN was created | Current Inventory period | Age of GRN |
|---|---|---|
| 5 | 5 | Current |
| 4 | 5 | 30 days |
GRN ageing is updated when you run the Month end or Year end functions of the Inventory Period End program.
Based on the above example, after you run one Inventory Month end, the age of the current GRN becomes 30 days and the age of 30 days GRN becomes 60 days.
| Period in which GRN was created | Current Inventory period | Age of GRN after 1 Month end |
|---|---|---|
| 5 | 6 | 30 days |
| 4 | 6 | 60 days |
Running the GRN balance function of the GRN Purge program has no effect on the ageing of GRNs.
If the Inventory module is not installed, then GRNs are aged according to the Current Financial Year and Current Financial Month defined within the Purchase Order Control file (i.e. the GRN creation period is compared to the current period defined in the Purchase Order Control file instead of the current period held in the Inventory Control file). The current period for the Purchase Order module must be updated manually.
Totals by GRN suspense account are displayed after the report totals. The account number is located by reading the warehouse control record for each warehouse and accumulating the totals. If the item is non-stocked or there is no GRN suspense account set up against the warehouse, then the GRN suspense account defined at company level is used (General Ledger Integration).
![[Note]](images/note.png)
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The totals for the GRN suspense ledger accounts displayed at the end of this report are the totals as calculated by the report and not the balances extracted from the General Ledger accounts at the time of printing the GRN trial balance. The report totals should equal the totals in the corresponding General Ledger suspense accounts providing all the General Ledger journals were created and posted immediately prior to running the GRN Trial Balance report. While the transaction journals are created automatically when you successfully process a transaction, the corresponding General Ledger journal is created and posted according to your selections on the General Ledger Integration form. Refer to Effect of automation level selected. |
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The following standard transactions affect the GRN control accounts per warehouse:
- Stocked purchase order receipts credit the GRN suspense accounts
- Non-stocked purchase order receipts credit the GRN suspense accounts
- Stocked LCT Shipment receipts credit the GRN suspense accounts
- Accounts Payable Invoice Postings debit the GRN suspense accounts when GRN matching takes place
- When processing GRN adjustments, positive adjustments credit the GRN suspense accounts and negative adjustments debit the GRN suspense accounts
- Posting journals directly into the General Ledger to GRN control accounts also update the GRN suspense balances
The GRN details file/table is used as the master file for the trial balance report and all matches and adjustments are included.
The following should balance:
- All Inventory distribution entries to the GRN suspense account should equal the credit balance on the GRN suspense account. You need to take all adjustments and GRN matches into account.
- All Accounts Payable distribution entries to the GRN suspense account should equal the debit balance on the GRN suspense account.
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Although this report can be generated at any time, it is recommended that you run the GRN Purge program and select the option: Update out of balance GRNs before running GRN Trial Balance report.