OverView of GRN Worklist:

Are you finding difficult to follow up with the supplier to upload the invoice (or) are you finding difficulty to check which GRN needs the invoice to be uploaded? 

We have come up with an important update which is called as GRN Worklist which helps you to track the details to which the invoice should be uploaded. Using this module, you will be able to notify or send the invoice to the AP team to upload the invoice to the PO by PO flip.

When the GRN is done for the consignment if the invoice is not uploaded for 7 days for that particular GRN or if the supplier is not signed up on Aerchain then those GRN will be moved to GRN Worklist. Only the GRN creator can see these transactions which make easy for the user to track.

How to access GRN Worklist

To access GRN Worklist please follow the below steps:

  • Click on Modules on your Aerchain portal.


  • Now select “GRN Worklist” under GRNs. Then you will be directed to GRN Worklist listing page.



All the pending GRN for which the invoices are not uploaded will be listed here.

You will be able to see the following details in the listing page


  • Code: This consists of the GRN code or GRN number.
  • GRN Reference: This consists of GRN Reference number.
  • PO Reference: This consists of PO number that is associated with the GRN
  • GRN Date: This consists the details of when the GRN was created.
  • Supplier: This consists the supplier name for that particular GRN.
  • GRN Created By: This consists the GRN creator name who created that GRN.
  • GRN Resolved At: This consists of the date when the GRN was cleared from the GRN Workflow listing.
  • Invoice Queue Resolved by: This consists of the name of the user who uploaded the invoice for the GRN.
  • Invoice Resolved At: This consists of details when invoice was uploaded for that GRN.
  • Value: This consists the over all value of that GRN.
  • Status: This consists the status for the particular GRN and the status are as below
    1. Grn-queue: This status means GRN is available but the invoice has been not uploaded or matched.
    2. Invoice-queue: This status means that the invoice have been submitted by the GRN user and the invoice should be PO flipped.
    3. Resolved: This status means that the GRN and invoice has been matched.
    4. Cancelled: This status means the GRN has been cancelled.

How to submit the invoice for GRNs

To submit the invoice for the GRNs please follow the below steps:

  • Click on the code.

  • Now click on “Upload Attachment” and upload the required invoice that needs to be submitted.

  • Please mention the notes if there are any.

  • Click on submit the invoice will be submitted to the AP team and the GRNs will be moved out from your listing.

You can cancel the GRN from the same page by clicking on the cancel button.


Invoice Queue:


This feature is used for the PO flip of the submitted invoice from GRN users. Once the GRN user submits the invoice form GRN Queue the process will be moved to the invoice queue where the user will be able to do the PO flip or upload the invoice for the PO.


Please follow the below step to access the invoice queue:


  • Click on modules and select GRN worklist.
  • Then click on invoice queue card selection on the top of the screen.


     Here you will be able to see all the GRN list for which the invoices have been uploaded by the GRN users.


To upload the invoice which the has been uploaded by the GRN user please follow below steps:


  • Click on the code.
  • In the slide window you will be able to find the details of invoice submitted, product name and notes mentioned by the GRN user.
  • Click on "+Po Flip" for uploading the invoice to the PO.
  • Click on reject for rejecting the invoice submitted by the GRN user.
    • You can reject the invoices and mention the rejected notes so that this will be sent back to the GRN user.
  • You can resolve this by clicking on resolve.

Note: Once the supplier starts doing the Po flip then all the existing open GRN under GRN worklist will be cancelled.


Quantity Dispute Approval for GRN USERS

There are mainly two reasons for the for this situation and they are mentioned below:

  1. When the invoiced quantity is more than GRN. (New GRN)
  2. When the invoiced quantity is lesser than GRN. (GRN reversal)


When the invoiced quantity is more than GRN(Inward) (New GRN)

In the above image you can see that the invoiced quantity is more than the GRN quantity.

In this situation you need to raise New GRN in order to the invoice to be matched and get accounted. As soon as the invoice is parked for the New GRN the GRN creator will get an email and also in app notification regarding the same. You will be receiving the invoice number for which the New GRN should be created.

Now create a New GRN for the specified invoice / PO and the invoice will be automatically accounted.


When the invoiced quantity is lesser than GRN(Inward). (GRN Reversal)

In this situation we need to initiate the reversal for the existing GRN by cancelling or reversing the GRN and the invoice will be automatically accounted. As soon as the invoice is parked for the GRN reversal the GRN creator will get an email and also in app notification regarding the same. You will be receiving the invoice number for which the GRN reversal should be created.

Now reverse or cancel the GRN for the specified invoice / PO and the invoice will be automatically accounted.

Account Anyway:

This option will allow the user or the approver to account the invoice even if there is any dispute and now the invoice will be accounted for the payments.

Reject:

This option will allow the user or the approver to reject the invoice which has been uploaded and the supplier has to upload the new invoice.

Invoices “in-progress”

It is always hard to know which PO has been invoiced for which the GRN has not been done. But with Aerchain it is very easy for you to track these kinds of PO.

In the above image you can see that the invoice has been uploaded but there is no inward due to which invoice will in progress and there will be delay for the invoice to be accounted.

To track these invoices/po everyday morning at 9:00 AM (Tanzania Time) all the GRN users will get an email with the list of invoices that are waiting for the GRN.