Goods Receiving Notes (GRNs) are one of the most critical control points in any procurement and inventory process. When receiving is slow, poorly controlled, or lacks visibility, businesses experience stock discrepancies, invoice mismatches, and unnecessary operational risk.
Swift Solutions delivers a streamlined, controlled, and fully traceable GRN receiving solution, purpose-built for SYSPRO businesses — providing real-time inventory visibility, strong governance, and seamless communication across procurement, warehouse, and finance teams.
Simple, Intuitive UI Built to Reduce Human Error
Receiving goods should be fast and accurate — not complex. Swift provides a clean, easy-to-use interface that allows staff to receive goods seamlessly with minimal training.
A simple UI delivers:
- Faster receiving on the warehouse floor
- Reduced user confusion
- Consistent GRN processing
- Lower risk of human error
All GRN actions are performed within Swift’s intuitive interface, keeping processes efficient and controlled.
Mandatory Delivery Note Controls for Accurate Receiving
To strengthen traceability and reduce disputes, Swift enforces key controls during the receiving process.
Before goods can be received:
- A mandatory Delivery Note (DN) number is required
- A delivery note document must be captured and linked
This ensures every GRN is supported by the correct documentation, improving audit readiness and invoice matching accuracy.
Optional Damage Tracking with Image Uploads
Swift allows receiving teams to capture issues at the point of delivery.
If goods arrive damaged:
- Users can optionally upload images during the GRN process
- Damage evidence is stored directly against the GRN
- Issues are documented immediately for tracking and supplier follow-ups
This creates a clear, traceable record and supports faster resolution of supplier disputes.
Scanner-Ready GRN Receiving for High-Volume Environments
Swift supports GRN processing from:
- PCs and laptops
- Tablets and handheld devices
And is scanner-ready for barcode-driven workflows if required. This makes Swift ideal for high-volume receiving environments where speed and accuracy are critical.
Full Visibility of Outstanding Purchase Orders
Before receiving begins, Swift provides clear visibility into:
- Outstanding purchase orders
- Open quantities
- Supplier and order details
This ensures goods are always received against the correct, fully approved purchase orders — reducing errors and mismatches.
End-to-End GRN Traceability
Swift delivers complete traceability across the entire receiving process.
Every GRN is traceable to:
- The original Purchase Requisition (PR)
- The approved Purchase Order (PO)
- The supplier
- The receiving user
- Date and time of receipt
- Delivery note reference
- Supporting documents and images
This creates a strong audit trail that supports operational, financial, and compliance requirements.
Automatic GRN Notifications Keep PR Users Informed
Swift closes the communication gap between warehouse and procurement teams.
When a GRN is received into stock:
- The original PR users automatically receive an email notification
- A copy of the GRN goods received is sent
- Users are kept informed as their POs progress through receiving
No follow-ups, no uncertainty — everyone stays aligned in real time.
Controlled GRN Reversals with Manager-Only Access
Mistakes happen — but reversing a GRN should never be uncontrolled.
Swift includes a GRN reversal function governed by manager-level role controls. This ensures:
- Only authorised users can reverse GRNs
- All reversals are fully logged and traceable
- Reasons for reversals are clearly recorded
This protects inventory accuracy and prevents unauthorised adjustments while still allowing flexibility when genuine corrections are required.
Real-Time Inventory Visibility
By ensuring GRNs are processed accurately and promptly, Swift improves inventory visibility across the business.
Benefits include:
- Faster stock updates in SYSPRO
- More reliable inventory values
- Improved finance confidence
- Reduced delays caused by unprocessed GRNs
Inventory becomes accurate, current, and trusted.
Paperless, Fully Controlled Receiving Workflows
Swift removes the need for:
- Paper-based delivery note filing
- Manual GRN registers
- Email-driven confirmations
All receiving activity is:
- Fully digital
- Secure
- Logged and auditable
- Linked to PRs, POs, delivery notes, and supporting evidence
Completing the PR → PO → GRN Lifecycle in One Platform
Swift brings the entire procurement lifecycle together:
- Purchase Requisitions
- Approval workflows
- Purchase Orders
- Goods Receiving
- Inventory visibility
- GRN reversals
All within one easy-to-use interface, with unlimited data, full traceability, and real-time visibility at your fingertips.
Built Specifically for Syspro Businesses
Swift Solutions is developed by a team with over a decade of SYSPRO integration experience. The GRN Module is purpose-built to enhance SYSPRO without adding complexity — delivering control, accuracy, and confidence where it matters most.
