To be raised and distributed as follows a purchasing

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to be raised and distributed as follows: (a) Purchasing department; (b) Originating department; (c) Stores; (d) Accounts department; and (e) The goods receiving department for reference purpose. Where the receiving, approving and storing of goods are responsibilities of the storekeeper, four copies of the GRN are to be raised. Sometimes, technical or laboratory inspection is necessary and, therefore, the goods have to be passed to a separate Inspection Section or Laboratory Department, which will provide a quality report either on the GRN or on a separate sheet of paper. In either case, the report is to be forwarded to the Procurement Department.
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MATERIALS ACCOUNTING AND CONTROL 49 A SPECIMEN GOODS RECEIVED NOTE The specimen GRN above could be modified to suit the needs of an organisation. 2.3.5 Debit and Credit Note When the materials received from the supplier are either: It is usual to forward a Debit Note to the supplier, informing him that his account has been debited with the value of the materials concerned. The Debit Note is to be prepared by the procurement department in three copies and distributed as follows: GOODS RECEIVED NOTE To: Inspection Dept, then to Store Dept or Dept receiving goods/materials GRN No:……………………….. Date Received:…………………. Purchase Order No:…………….. Advice Note No:……………….. Account Gross Weight Received No of Boxes/Items Quantity Quantity Quantity Passed………….. rejected…………. Reason(s) for rejection:…………………………… ……………………………………………. Signature of Inspector…………… Date:……………………………… Description Received into Store by:……………... Signature:…………………………… Date:……………………………… ....
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COSTING AND QUANTITATIVE TECHNIQUES 50 The unsatisfactory materials may be returned to the supplier immediately, or they may be held pending his instructions. If the supplier accepts the claim(s) of the buyer, he signifies his acceptance through the issue of a Credit Note. The Credit Note indicates a credit to the company (debtor/buyer) with the value of the materials on which claim for allowance is made. 2.3.6 The Accounts Department When an invoice is received from a supplier, the invoice must be receipted and numbered. The Procurement Department will check the description of the goods and prices against the Purchase Order Form. The quantities will also be verified from the Goods Received Note and reference will be made to inspection or laboratory test report. At each stage, the appropriate officers must append their names and signatures.
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Christopher Reinemann
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