Linking invoices to multiple goods receipts (Multi GRN)

What is Multi GRN?

Multi GRN allows a single invoice line to be linked to multiple Goods Received Notes (GRNs). This is useful when goods for a single invoice line are delivered and received in multiple batches.

Before Multi GRN, each invoice line could only be linked to a single receipt. When deliveries arrived in multiple batches, you had to manually split the invoice line and adjust the quantities before linking each part to a separate GRN.

With Multi GRN, invoice lines are automatically linked to multiple GRNs as goods are received, reducing the manual work required to process purchase order (PO) invoices.

Key terms

• Invoice Line (IL) – A single line on a supplier invoice.
• Purchase Order Line (POL) – The corresponding line on the purchase order.
• Goods Received Note (GRN) – A record confirming that goods have been received against a purchase order line. A single purchase order line can have multiple GRNs when deliveries arrive in batches.

A three-way match verifies that what you were invoiced (IL) matches what you ordered (POL) and what you actually received (GRN). Multi GRN makes this possible even when goods are received across multiple GRNs.

Enable Multi GRN

Multi GRN is controlled by a single client-level setting. Once enabled, it applies to all purchase order invoices for that client.

To enable Multi GRN:

1. Go to Purchase Orders settings.
2. Enable goods receipts (GRN).
3. Select the Multiple Goods Receipt Linking checkbox.

Note: To use Multi GRN, users must be assigned the required role by Customer Success. If you cannot access this feature, contact your Customer Success representative for assistance.

When enabled, invoice lines can be automatically linked to multiple GRNs, and additional manual linking options become available.

When disabled, invoice lines continue to behave as before, with each invoice line linked to only a single goods receipt.

How automatic linking works

Automatic linking creates two relationships:

• The invoice line is linked to the corresponding purchase order line.
• The invoice line is linked to the relevant Goods Received Notes (GRNs).

During automatic processing, both links are created only when the available GRNs fully cover the invoiced quantity.

If the available GRN quantity is insufficient to cover the invoiced quantity, no links are created. The invoice line waits until sufficient goods have been received.

When is automatic linking triggered?

Automatic linking is triggered in either of the following situations:

• An invoice line is linked to a purchase order line that already has GRNs with available quantity.
• A new GRN is received for a purchase order line that already has invoice lines waiting to be matched.

How invoice lines are matched

Goods receipts are allocated using a First In, First Out (FIFO) approach, where the oldest available GRN is used first.

Before the links are created, the following conditions are validated:

• Quantity – The combined available quantity across one or more GRNs must fully cover the invoiced quantity.
• Amount – The difference between the invoiced amount and the expected purchase order amount must be within the configured tolerance.

If both conditions are met, the invoice line is linked to the purchase order line and the relevant GRNs. The invoice then continues through the normal approval or posting process.

If the available quantity is insufficient, the invoice line remains unlinked until additional goods are received.

If the quantity is sufficient but the amount exceeds the configured tolerance, the invoice is routed to the manual workflow for review.

Multi GRN linking scenarios

One invoice line linked to multiple receipts

When goods are delivered in multiple batches, a single invoice line can be linked to several GRNs.

• If the combined available quantity across the GRNs matches the invoiced quantity and the amount is within the configured tolerance, the invoice line is fully linked and matched.
• If the combined available GRN quantity is less than the invoiced quantity, the invoice line remains unlinked until additional goods are received.
• If a GRN contains more quantity than the invoice line requires, only the required quantity is linked. The remaining quantity stays available for other invoice lines.

The following example shows an invoice line linked to multiple GRNs.

One receipt linked to multiple invoice lines (Partial GRN linking)

A single GRN can be linked to multiple invoice lines, either on the same invoice or across different invoices.

Each invoice line consumes only the quantity it requires, while the remaining available quantity on the GRN is tracked. This prevents the same received quantity from being linked more than once.

During manual linking, you can also specify a partial quantity to link to an invoice line. The total linked quantity cannot exceed the available quantity on the GRN.

If an invoice line is later unlinked, the previously allocated quantity becomes available again and can be linked to another invoice line.

The following example shows a single GRN linked across multiple invoice lines.

Invoice received before goods

If an invoice is received before any goods have been registered, the invoice line cannot be linked automatically because no GRNs are available.

The invoice line remains pending until enough goods have been received to satisfy both the quantity and amount validation checks. Once these conditions are met, the required links are created automatically, and the invoice continues through the approval process.

The manual workflow remains available while waiting for goods to be received.

With Multi GRN enabled, you can also manually link an invoice line to a purchase order line even when no GRNs exist yet or when the available quantity is insufficient. This is useful in situations such as partial invoicing, over-invoicing, or price variances.

The following example shows how to manually link an invoice line when automatic linking cannot be completed.

Credit notes

Credit note lines, including negative quantities or amounts, follow the same matching principles as invoice lines, but in reverse.

• A credit note line can be linked to a single GRN reversal or to multiple GRN reversals.
• Partial credit notes reverse only the linked quantity, leaving the remaining quantity unchanged.
• If no matching GRN is available, the credit note is routed to the manual workflow.
• Invoices containing both debit and credit lines are processed independently for each line.

How Multi GRN behaves in common scenarios