Login to the Akaun Platform
Login to the Akaun platform by entering your credentials on the login page. Ensure you have the necessary permissions to access the platform.
Applet Store
Click on the “Applet Store” icon located on the main dashboard to access the applet marketplace.
Searching Applet
Search for the “Internal Purchase GRN” Applet from the catalog by typing the name in the search bar and pressing enter.
Installing Applet
Click on the “Install” button to install the Internal Purchase GRN Applet. Follow any additional prompts to complete the installation process.
General Access
Side Bar/Menu Items Access
Users can open the sidebar by clicking on the icon highlighted in the image. This will allow the user to switch to different sections of the applet easily. There are mainly two sections: Internal Purchase GRN and Line Items. In addition to these main sections, there are two more menu items: Settings and Personalization.
Accessing Applet
Navigate to different parts of the applet by selecting the desired section from the sidebar. The sidebar provides quick access to the applet's functionalities and features.
Menubar
The menubar contains options for managing your profile, accessing help, and logging out. It also provides access to additional settings and personalization options for the applet.
Features
Internal Purchase GRN Listing
The Purchase GRN Listing Page displays all of the previously created Purchase GRNs with the following details:
Doc No (Tenant)
Doc No (Company)
Doc No (Branch)
Posting Status [The status of the GRN]
Tracking ID
Branch Code
Supplier Name [Name of the Supplier from whom products have been purchased]
Description
Doc Description
Purchaser [Name of the Purchaser]
Doc Reference
ARAP PNS [ARAP represents the account receivable and account payable. PNS stands for Products and Services. It represents what product the customer is buying, GL code, and so on]
ARAP Settlement [Settlement basically refers to the payment method (e.g., Cash, Visa Card, e-Wallet, and so on)]
ARAP Doc Open
ARAP Contra
ARAP Bal
Created Date
Updated Date
Transaction Date
Created By
Client Doc Type
Client Doc 1
Client Doc 2
Client Doc 3
Client Doc 4
Client Doc 5
Custom Clearance Status
Overall, Purchase GRN is not heavily linked with all the items listed above. Some of the fields like ARAP PNS, ARAP Settlement, ARAP Doc Open, ARAP Contra, ARAP Bal, etc., have no effect on the GRN. These fields can be hidden using the settings configuration if required.
Users can select any previously created Purchase GRN and change the status to “FINAL” once everything is finalized for that particular Purchase GRN. Once the Posting Status has been changed to FINAL, the Supplier and some of the other main details are not editable anymore. These aspects will be discussed in more detail in later sections of this document.
Create Purchase GRN
To create a Purchase GRN, users need to click on the “+” icon and they will be redirected to the “Create Internal Purchase GRN” page. Users need to fill in the required information in different tabs for creating a new Purchase GRN. While filling in the information, users can save it or click on reset if there are any mistakes. The users need to go through the following tabs while creating a new Purchase GRN:
Main Details
Account
Lines
Delivery Details
Payment
KO For
Department Hdr
Create Purchase GRN - Main Details Tab
The Main Details Tab contains several fields that have a 1 to 1 relationship with the Purchase GRN. The required fields are as follows:
Branch - Will populate the default branch according to the branch selected in the setting
Location - Will populate the default location if branch according to the branch selected in the setting
Delivery Branch
Delivery Location
Purchaser - Add new purchaser in Customer Maintenance Applet
Tracking ID
Credit Terms
Date - Default to the current date
Reference
Description
Remarks
Permit No
Currency [Dropdown]
Once users choose the Branch, the Location will be followed by the Branch selection and it will follow the overall settings in the Organization Applet. The Purchaser dropdown list is coming from the Employee Applet.
Create Purchase GRN - Account Tab
The Account Tab is where a user can link the Purchase GRN with a Supplier. The Accounts tab has the following Sub Tabs:
Entity Details
Entity ID: Supplier Code, auto-filled when a Supplier entity is selected.
Entity Name: Supplier Name, auto-filled when a Supplier entity is selected.
Status: Active or Inactive. Auto-filled when a Supplier entity is selected.
Entity Type: Corporate or Individual. Auto-filled when a Supplier entity is selected.
Identity Type: IC or Passport, auto-filled when Supplier entity is selected.
ID Number: IC or Passport number, auto-filled when a Supplier entity is selected.
Currency: To determine based on the pricing condition what you are maintaining. Auto-filled when a Supplier entity is selected.
Email: A central email through which the Supplier wants to communicate. Auto-filled when a Supplier entity is selected.
Description: Additional notes. Auto-filled when a Supplier entity is selected.
Phone Number: A central phone number through which the Supplier wants to communicate. Auto-filled when a Supplier entity is selected.
Once users click on the “Entity Id” field, they will be able to see the list of existing Suppliers. From the “Select Supplier” page, users can select an existing supplier or create a new Supplier by toggling the ‘Select Mode”. Each Supplier has different Contacts in a Tree Structure and the Supplier list is coming from the Supplier Maintenance Applet. If users create a new Supplier from the “Select Mode”, it will sync back to the Supplier Maintenance Applet. Once the Supplier is selected, the fields from the “Entity Details” Tab will be automatically filled in accordingly. Users can also view other credible attributes about the Supplier by clicking on the Supplier details row.
Bill To
The Bill To Tab represents the billing details and the subsequent fields will be automatically filled in once a Supplier/Billing Address has been selected. Name, Email, and Phone No will be auto-filled after users have selected the Entity ID. If only one Billing Address exists in that Entity ID, the Billing Address will auto-populate after selecting the Entity ID. A list of Billing Addresses will be displayed on the right side for selection after clicking on the Billing Address.
Name
Email
Phone No
Billing Address
Address Line 1
Address Line 2
Address Line 3
Address Line 4
Address Line 5
Country
State
City
Postcode
Ship To
Similar to the “Bill To” Tab, the “Ship To” Tab will also be automatically filled in accordingly. If only one Shipping Address exists in that Entity ID, the Shipping Address will auto-populate after selecting the Entity ID. A list of Shipping Addresses will be displayed on the right side for selection after clicking on the Select Shipping Address.
Recipient Name
Email
Phone No
Shipping Address
Address Line 1
Address Line 2
Address Line 3
Address Line 4
Address Line 5
Country
State
City
Postcode
Create Purchase GRN - Lines Tab
From the Lines Tab, users can select the items they want to mark as received under a particular Purchase GRN. Users need to click on the “+” icon to see the item listing. These items are coming from the Doc Item Maintenance Applet. There is another sub-tab under the Lines Tab:
Search Item
In the Search Item Sub Tab, once users click on any particular item, they will be able to see the following tabs under the Search Item Tab:
Item details
Pricing Details
Issue Link
The price details are coming from the Purchase Order reference No. Purchase GRN is linked with Purchase Order. Purchase GRN can be knocked off with another document, for example, a Purchase Order. Purchase Order and GRN knockoff configuration can be established using the Organization Applet for any particular company. The same applies to the knock-off from GRN to Purchase Invoice configuration.
More details regarding the “Lines Tab” will be discussed in the next section of this document [4.2 Line Items].
Create Purchase GRN - Delivery Details Tab
The Delivery Details Tab represents the delivery information with the following details. Any Delivery created under the Delivery Installation Applet for this particular Purchase GRN will be displayed as below:
Item Code
Item Name
UOM
Volumetric Weight
Weight
Requested Delivery Date
Require Delivery
Delivery Type
Base Quantity
Tracking ID
Delivery Branch
Delivery Location
Delivery Region
Delivery Remarks
Create Purchase GRN - Payment Tab
The Payment Tab can be used for making a payment for any particular Purchase GRN. Users can click on the “+” icon to Add Payment and then select the Settlement Method from the dropdown list. The required fields will be dynamic based on the selection made by users for the Settlement Method. Users can choose different settlement methods such as Cash, Credit Card, Grab Payment, Voucher, Online Transfer, Cheque, etc. Users will also be able to add a new settlement method in the Cashbook Applet.
Create Purchase GRN - KO For Tab
KO stands for Knock Off. As described in the earlier section, Purchasers can knock off any GRN with other documents like Purchase Order, Purchase Invoices, etc., depending on the organizational workflow.
Create Purchase GRN - Department Hdr Tab
The Department Hdr Tab is used for reporting purposes within the internal organization. There are several fields under the Department Hdr Tab as follows:
Segment
G/L Dimension
Profit Centre
Project
Edit Purchase GRN
Purchase GRN has links with items, and once the Purchase GRN is set to FINAL, the stock availability is affected, and the number of received items is increased in the available stock balance. Therefore, before marking a Purchase GRN as final, the purchaser can make necessary adjustments if required.
In order to edit the Purchase GRN, users need to click on the row of a particular Purchase GRN. Then, they will be able to view the following tabs as mentioned below:
Edit Purchase GRN - Main Details Tab
From the ‘Main Details’ tab, users will be able to adjust some of the fields like Client Document Type, Client Doc No, etc.
Edit Purchase GRN - Account Tab
There are 3 sub-tabs under the Account tab. They are as follows:
Entity Details
Bill To
Ship To
From the “Account” tab, users will be able to update the supplier information and also the billing and shipping details.
Edit Purchase GRN - Lines Tab
Under the Lines tab, users can update the Pricing Scheme, Quantity Base, and continue adding more items. The total value will be adjusted automatically based on the items' quantity and price together with other related information.
Edit Purchase GRN - Delivery Details Tab
The “Delivery Details” tab can be used to update the delivery-related information. This tab can be removed as well if not required.
Edit Purchase GRN - Payment Tab
The “Payment” tab can be used to update the payment-related information. Users will be able to make payments, and it’s not required to make a full payment at this point. Users can pay any amount they want, and the total will be updated accordingly.
Edit Purchase GRN - Department Hdr Tab
The “Department Hdr” tab can be used to update the reporting-related information.
Edit Purchase GRN - Trace Document Tab
The Trace Document tab helps to keep track of all the related transactions (if there are any).
Edit Purchase GRN - Contra Tab
From the Contra tab, users will be able to contra the selected Purchase GRN with any other document. Users just need to key in the Contra Amount and click save.
Edit Purchase GRN - Doc Link Tab
The Doc Link tab contains the following 2 sub-tabs:
From
To
The Doc Link tab displays more information related to the Knock Off. It displays from where this Purchase GRN document has been copied from (e.g., Purchase Requisition, Purchase Quotation, etc.) and where this Purchase GRN has been used after creation (e.g., Purchase Invoice). Basically, the Doc Link tab visualizes the Purchase GRN Document flow to other systems.
Edit Purchase GRN - Attachments Tab
Users will be able to attach any relevant documents or images related to the Purchase GRN using the Attachments tab. Users can either drag and drop the files or upload files from local or cloud storage.
Edit Purchase GRN - Export Tab
By using the Export tab, users will be able to export the Purchase GRN in a PDF format according to their pre-defined printable format configured from the settings menu item.
Edit Purchase GRN - Status Tab
The Status tab represents the process status. The available status can be configured using the Settings menu item based on the organizational flow. Who can view the status can also be configured using the permission matrix.
Search Bar
Users are able to search for any particular Purchase GRN using the search bar by typing the key data that they would like to search for. Once they click enter, the search results will be shown as per the available data list.
Pagination
The pagination allows users to determine the number of entries that they would like to see on each of the pages (5/10/20/25/50/75/100).
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