Purchase GRN Supplier Access (Internal)

Let a supplier’s own login see the GRNs you have finalised against that supplier, with their lines, settlements and linked documents. Everything is read-only, and a note appears only after you finalise it. What the supplier reads is your stored receipt: the quantity your receiving staff keyed, in the item’s base unit, as it stood when the supplier’s listing loaded. The price settings here hide a price only on a line’s detail screen: the line grids show every line’s unit price, tax and amount whatever you set, and the full line reaches the supplier’s browser either way.

Overview

Purchase GRN Supplier Access (Internal) is the supplier-facing copy of the Purchase GRN (Internal) applet. A login linked to a supplier entity opens it inside the buyer’s tenant to confirm what the buyer says it received: the goods received notes raised against that supplier, their lines and quantities, any settlements and contra records, the documents they link to, and the attached files.

The question it answers for a supplier is the one asked before every payment chase: which of my deliveries have you booked as received, and how many of each item? It answers that from the buyer’s own record, so both sides work from the same figures. For example, a distributor that delivers to twelve branches checks one list instead of calling twelve receiving counters (worked through below).

The applet is read-only — there is no create screen and no save or delete control anywhere — and its listing is always filtered to FINAL, so a GRN appears only once the buyer has finalised it. It lists every FINAL GRN on the supplier’s entity, whichever of the buyer’s branches received it. A PDF export exists but uses the buyer-side print (see Troubleshooting).

Where it fits

The figures the supplier sees, and their source

Every figure is the buyer’s stored GRN, read at the moment the supplier’s listing loads; opening a GRN shows that same row and does not fetch it again. A FINAL GRN is locked on the buyer’s side, so its quantities and amounts stay as the receiving staff left them at FINAL. The one change that reaches the supplier is a void: the GRN leaves the list the next time the listing loads.

The supplier’s own delivery-order number is not on any of these screens. The buyer records it in the GRN’s External Delivery Order box, which this applet does not display. A supplier matches a GRN to its delivery by date, branch and lines, or agrees with the buyer that receiving types the delivery-order number into Reference, which the supplier does see.

Screens and menus

Listing

Columns: Purchase GRN No, Branch, Purchaser Name, Updated Date, Created Date, Transaction Date, Created by. Most recently updated first, and always filtered to FINAL.

Advanced search offers three fields: Purchase GRN No, Created Date and Transaction Date; the quick search box takes a word. None of them widens the list beyond FINAL, and there is no branch, supplier or status filter. To find one branch’s receipts, sort or filter the Branch column on the grid.

The branch, purchaser and creator are looked up separately from the rest of the row.

Document view

Nine read-only tabs:

Line Items

Columns: Purchase GRN No, Item Code, Item Name, Qty, Unit Price, SST/VAT/GST, Txn Amount; advanced search by Purchase GRN No, Item Code and Item Name. Each GRN contributes one row, holding whichever of its lines the server returns first, so a GRN with five lines shows one of them. Use it to find a GRN by item, then open the GRN’s Lines tab for the full receipt.

Opening a line shows Item Details, Serial Number, Costing Details (hidden by HIDE_COSTING_DETAILS unless the role holds SHOW_COSTING_DETAILS; when shown, its grid is empty), Pricing Details and Issue Link (a placeholder row, not the buyer’s issues).

Configuration

Before you can use it

Applet settings

Settings › Field Settings is the shared field-configuration screen filtered to this applet, and there is nothing on it that changes what this applet will let a supplier do. The 19 settings that take effect all hide one field on a line — base quantity, the price and discount columns, the tax and withholding-tax pickers, the Costing Details tab — and they act only on the line’s own screen (Item Details and the Costing Details tab). The Lines tab and the Line Items listing show Qty, Unit Price, tax and Txn Amount for every line whatever is set here. Each gives way to the matching permission, so a supplier login holding the matching SHOW_* permission sees the field anyway. Flip one and you can see what it did. How settings are stored and who they apply to.

Note the shape of the condition: a hidden field comes back for anyone holding the matching SHOW_* permission, so what a supplier sees is decided by the permission grant far more often than by the toggle. When a supplier reports that a column has disappeared, look at what was granted, and to whom, before you look here.

One thing about that screen is not visible on it, and on a portal your suppliers log in to it matters more than it does anywhere else in the product.

DEFAULT_BRANCH and DEFAULT_LOCATION are rendered and saved by the applet-local Default Selection screen and read by nothing here — there is no create form to default. PRINTABLE is different: Printable Format Settings writes the default format into it and the Export tab reads it back as the format it will print, so it is the one key on any of these screens that changes what comes out. Everything else the shared screen offers for this applet code is saved and never read, because this applet has no buttons, no status flow and no write path for those keys to act on.

Document behaviour settings

Not applicable — no status, posting, workflow or e-Invoice control is exposed. FINAL and VOID happen in the buyer-side applet.

Who can change what

Twenty client-side permissions can be granted for this applet — the SHOW_* half of the pairs in the table above plus SHOW_COSTING_DETAILS. Grant them per role in Settings → Role Permission Listing.

What a supplier login can do. It can list, search and open the GRNs on its supplier, and list printable formats, with the supplier link and the applet installed — no role permission is involved. Export as PDF and attachment download are different: they use the buyer-side endpoints and need the buyer-side GRN read permission, TNT_API_DOC_INTERNAL_PURCHASE_GOODS_RECEIVED_NOTE_READ_TGT_GUID.

Fields

Every field is read-only; the tables under Screens and menus list them per tab, and The figures the supplier sees says where each figure comes from. There is no create or edit form, so no validators apply.

Lifecycle and effects

This applet writes nothing to the GRN. What the supplier is looking at is the buyer’s GRN, which moves no stock and posts no journal — the GR/IR (Goods Received / Invoice Received) accrual belongs to GRN Stock In. Its role is to satisfy the purchase order’s open quantities so the invoice can be raised; voiding it has nothing financial to reverse.

What the buyer does to a GRN reaches the supplier like this:

• Saved, not finalised — not listed.
• FINAL — listed from the next listing load, with the figures as finalised.
• VOID — gone from the list at the next load. A void is refused once an invoice or any later document has knocked the GRN off, so a GRN the buyer has already billed stays as it is.

Creating, saving and deleting are not possible from this applet. For the export and attachment download, see Troubleshooting.

What it will not do, and who does it instead

• Show a receipt that is not finalised. A delivery that was counted and saved as a draft is invisible here. The buyer’s receiving staff at the branch finalise it once the count is checked; the supplier asks the buyer’s purchasing team when a delivery is missing for more than a day or two, and knows it is done when the GRN appears on the next load.
• Show a receipt booked as GRN Stock In. That is a different document type and is not listed. The buyer’s purchasing team knows which receiving path its branches use, and sends the supplier the GRN Stock In PDF when asked.
• Take a dispute or an acknowledgement. Nothing on the GRN screens writes back. A short or rejected quantity is raised with the buyer’s purchasing team, with the delivery-order number and the GRN number. Before an invoice has billed the GRN, the buyer voids it and finalises a corrected one; after that, the buyer’s accounts team corrects it through a purchase return or a purchase debit note, whichever matches what happened. The supplier knows it is settled when the corrected GRN appears here, or the return appears in its Purchase Return portal.
• Say whether the supplier has been paid. The Payment tab counts only settlement lines stored on the GRN. The buyer’s accounts payable team holds the answer, on the purchase invoice and the statement of account; ask for the statement.
• Show the supplier’s delivery-order number. Matching is by date, branch and lines, unless the buyer agrees to type it into Reference.

A delivery check at GadgetSphere

GadgetSphere Sdn Bhd buys wireless audio accessories from a regional accessory distributor that holds a supplier login on the GadgetSphere tenant. In March the distributor made three deliveries to branch GS-KV-01 against one purchase order:

On 15 April, before chasing payment, the distributor’s accounts clerk opens Purchase GRN in the portal and sorts the Branch column.

1. Two GRNs for GS-KV-01, not three. One dated 3 March, one dated 10 March. DO-C is not there. The portal cannot say why — a draft not yet finalised, or a receipt booked as GRN Stock In both look the same from here — so the clerk asks GadgetSphere’s purchasing team about DO-C by number.
2. The 3 March GRN reads Qty 200 on the Lines tab: twenty cartons, counted in single earbuds. Txn Amount RM 17,800.00 (200 × RM 89.00). This matches DO-A.
3. The 10 March GRN reads Qty 144, Txn Amount RM 5,040.00 (144 × RM 35.00). The branch refused six chargers with damaged packaging at the door and received 144. The distributor bills 144, not 150, and takes the six back.
4. Neither GRN shows DO-A or DO-B by number. The clerk matched them by date and lines. GadgetSphere’s receiving staff agree to type the delivery-order number into Reference from now on.
5. The Payment tab on both reads the full amount outstanding. That says nothing about payment. The clerk asks GadgetSphere’s accounts payable team for a statement of account and chases from that, for RM 22,840.00 received so far (RM 17,800.00 + RM 5,040.00), plus DO-C once its GRN appears.

What success looks like: one GRN, two screens

Pick one GRN and open it twice: on the buyer’s Purchase GRN (Internal) screen and from the supplier’s login here. The check takes about thirty seconds and either side can run it.

These must agree, because both screens read the same stored row:

• the GRN number, Transaction Date and Branch;
• the item lines on the Lines tab: each line’s item code and Txn Amount;
• each line’s quantity, compared in the item’s base unit — the supplier’s Lines tab shows only that one, so on the buyer side read the line’s base quantity, not the quantity in the unit received.

These are expected to differ, and a difference is not a fault:

• Department Hdr is blank on the supplier side.
• Doc Link may be empty on the supplier side.
• The supplier’s delivery-order number shows only on the buyer side.
• A GRN the buyer voided after the supplier’s listing loaded still shows on the supplier’s screen until the supplier reloads the page.

If a figure in the first list differs, the supplier is looking at a copy loaded before the buyer finalised or voided: reload the page and compare again. If it still differs, tell the buyer’s purchasing team which GRN and which line.

Related applets

• Purchase GRN (Internal) — the buyer-side applet.
• Purchase GRN Stock In (Internal) — the document that actually moves the stock; not listed in this portal.
• Purchase Order Supplier Access (Internal) — the order behind the receipt, in the same portal, with a report of each receipt against the order.
• Purchase Invoice Supplier Access (Internal) — the invoice that follows.
• Supplier — where the login link is created.

Troubleshooting

Related documentation

• Purchase GRN (Internal) applet
• Receiving goods without a purchase order
• Purchasing module
• Supplier applet