Purchasing
Receive a delivery
The GRN is the most important document in the system. What to check, and what it changes.
2 min read · Last reviewed 22 Aug 2026
Receiving is where the system finds out what really happened. Do it at the door, with the delivery in front of you — not from the invoice a week later.
Receiving
- Open the delivery order (or the purchase order) and choose Receive.
- Go line by line. For each: the quantity that actually arrived, and its condition — good, damaged or rejected.
- If the unit price on the paperwork differs from the order, correct it here. This is the price that becomes your cost.
- Confirm. Servora generates the GRN number.
What this changes, immediately
- Stock on hand at that outlet goes up by what you received.
- The ingredient's cost updates if the price moved, and the change is written to its price history with your name on it.
- Every recipe using that ingredient re-costs.
- A price alert is raised if the change is bigger than your company's threshold.
Partial and short deliveries
Receive what came. The order stays open for the balance and can be received again when the rest arrives. Never adjust the ordered quantity to match — the gap between ordered and received is a supplier performance measure, and closing it by hand deletes the evidence.
Damaged and rejected
Mark the condition rather than reducing the quantity. Damaged goods you accepted are in your stock and you will probably be credited for them; rejected goods went back on the van. Both need to appear somewhere, and both feed the credit note you are about to chase.
Who can receive
Receiving is its own capability, separate from ordering. It is common to let a shift supervisor receive without letting them raise orders — set that under Settings → Users.
Still stuck?
Every screen in Servora has the same shape — a filter strip, a table, and the actions on the right. If a guide is missing or out of date, tell your account manager and it gets fixed in the manual, not just in an email.