Goods receipt, goods received note and stock card

The GRN is signed by the storekeeper and the driver, with the reservations written on the delivery note and photos of the damaged tarpaulins. The guard's "received in good order" must be corrected with written reservations, since it was signed before the count.

Tarpaulins: 965 × 1,250 = ETB 1,206,250; jerrycans: 1,800 × 180 = ETB 324,000; soap: 0 until a decision is made; blankets: 1,500 × 650 = ETB 975,000. Total payable: ETB 2,505,250. Difference from the purchase order: 2,753,000 - 2,505,250 = ETB 247,750 (tarpaulins 43,750 + jerrycans 36,000 + soap 168,000).

Before payment: three-way match (purchase order, goods received note, invoice). If the invoice is for ETB 2,753,000, it is returned or a credit note is requested. The soap will be paid for only if it is accepted in writing at a revised price, or replaced with 200 g bars.

The entry of 12/03 should be 1,800 (quantity accepted on the GRN) and not 2,000 (quantity on the delivery note). Correct balances: 420; 270; 70; 1,870; 1,270; 820; 850. Check: 420 + 1,800 + 30 - (150 + 200 + 600 + 450) = 2,250 - 1,400 = 850.

Actual discrepancy: 790 counted - 850 theoretical = - 60 jerrycans. With the incorrect card (1,050), one would wrongly have concluded there was a shortage of 260.

Actions: correct the card with a dated and signed entry (no crossing out or correction fluid) quoting the GRN number; recount with a second person; check waybills WB-309 and WB-311 and the quantities actually received at the sites; check the Hawzen return (signed return note); report the discrepancy to the logistics officer in writing. No loss is written off without approval.

• "Received in good order" signed before the count: this signature deprives the organisation of any recourse against the supplier. Reaction: immediately add dated written reservations on the delivery note, signed by the driver; remind staff of the rule (count and check before signing) and inform the logistics officer.
• Blankets "for the warehouse, without an invoice": this is a gift from a supplier, which the procurement policy prohibits; it may also be used to obtain favours, to cover up a non-compliance or to feed a parallel stock. Reaction: politely refuse, record the 20 excess blankets on the GRN, return them to the driver against a signature and report the offer to the logistics officer.

"Subject: receipt of PO-2026-118 of 12/03. Hello, the delivery arrived yesterday. GRN attached: 965 tarpaulins accepted (35 damaged ones rejected, photos attached), 1,800 jerrycans (200 missing), 1,500 blankets. The soap (6,000 bars) is in quarantine: 150 g bars instead of 200 g; I am awaiting your decision. The driver offered to leave 20 extra blankets without an invoice: I refused and they were taken back. Amount payable according to the GRN: ETB 2,505,250. In addition, the jerrycan stock card contained an entry error; after correction, the discrepancy with the count is 60 units. I am checking the waybills. Best regards."