When a request is marked as Received, you have the option to add it to your Lab's Inventory and place it in a specific location. Both Lab Admins and Lab Members can mark items as Received.

Table of Contents

• Receive a Single Request
• Receive Multiple Requests
• Goods Received Notes (GRNs)

Receive a Single Request

1. From the Requests module, select the Ordered status from the status navigation panel to view all items that are waiting to be received.

2. Click Mark Received in the far right column. 

Receive Multiple Requests

Mark multiple items as received by checking the boxes next to each item, selecting Group Actions and choosing Mark Received.

3. Confirm if the item is being added to inventory. Options for adding to the Inventory:

• Do Not Add To Inventory - The request is received and no update is made to inventory.
• Create New Inventory Item  - Create a new inventory item based on the request details.
• Update Existing Inventory Item - (this option is available when the item was requested from the inventory or request history) - Add to the current amount in stock and create a new item instance by filling in the location, lot number, and/or expiration date fields.

4. If the request is linked to an inventory item, add the inventory item details — doing so will create a new item instance grouped with the item.

Any Custom Inventory Fields for an inventory Type that have been marked as required will be displayed and need to be filled out when receiving an item.

If the inventory Type is Chemical or Chemical - Hazardous, the CAS # field will be shown as an optional field.

5. Click Save to finish receiving the item.

Or, to print barcodes when receiving an item, check the box next to Print Barcode on Save.

Select an option for File Type and Barcode Type. Then, click Set Copies per Barcode.

To automatically generate a barcode for each quantity of the item being received, select Received Quantity as Copies. For example, receive 6 bottles and generate 6 barcodes.

Click Download and your item will be marked Received at the same time that the barcodes are downloaded.

Goods Received Notes (GRNs): automatic proof of receipt

When you click Mark Received, Quartzy automatically creates a Goods Received Note (GRN)—an immutable PDF that records what was received, by whom, and when. The GRN appears on the Request and, if linked, on the PO and Invoice.

What’s included in the GRN

• Header: GRN #, Received date/time, Order date, PO # (if available), Vendor name, Packing Slip # (if provided)
• Line items: Item name, Catalog #, Qty received, Unit Price (from the request)
• Footer: Notes/Comments (entered during receive), Received by (user).

Partial deliveries

Marking partial deliveries creates a separate GRN for each receipt. Your request may remain in Ordered status until all quantities are received.

Where to find your GRN

• On the Request details under the Goods Received Note header

  

• On the PO under the Linked Documents section if the request is associated with a PO

  

• On the Invoice under the Linked Documents section once the invoice is linked

  

FAQs

Can I still upload a packing slip?

• Yes, but they are optional depending on your lab's workflow. GRNs provide a digital proof of receipt without extra work. If your SOP requires a vendor document, you can still upload a packing slip.

Can I edit or fix a GRN?

• No. GRNs are immutable. To correct a receipt, revert the status of the request and then re-receive it; a new GRN will be created automatically.

Who can view GRNs?

• Anyone in your organization can view and download GRNs where they can access the associated Request, PO, or Invoice.

How can I view and download a GRN?

• From the order request details
  • Click the Goods Received Note to view and click Download (PDF)
• From the PO / invoice
  • Click the file name to view
  • Click the download icon to download

Next Up: Learn how to request an item from the Inventory

More questions? Contact us