How to create a GRN with Auto-fill from Invoice
Instead of typing a supplier invoice line by line, you can photograph it. NeftX reads the invoice number, date, vendor and every item — including batch numbers and expiry dates — then matches each one against your existing vendors and medicine master. You review the suggestions, accept them, and finish on the normal GRN draft page.
Before you start
- The supplier invoice — printed copy works best
- Decent lighting — a clear, flat photo reads more accurately
- The physical delivery to hand — for checking quantities and packs
Steps
Three steps — photograph, review, finalise.
Choose Auto-fill from Invoice
When you create a GRN you have two options: Manual Entry or Auto-fill from Invoice.
Manual entry means typing the vendor, every item, the batch numbers and the expiry dates. If the vendor or any of the medicines aren't in your masters yet, you have to create those first.
Select Auto-fill from Invoice, then upload a photo of the supplier's invoice. It takes a few seconds to read.
Review the extracted details
NeftX shows you what it found.
Bill details — the invoice number and invoice date, taken from the document.
Vendor — checked against the vendors you already have. If there's a match, your existing vendor record is used. If not, you're offered the option to create a new one without leaving the screen.
Items — every line on the invoice is matched against your medicine master. Anything you already stock links to your existing record. Anything new is flagged, with an option to add it to your master here.
Batch numbers and expiry dates — read for each item. This is normally the slowest part of a GRN and the easiest to get wrong, and a wrong expiry date leaves your stock alerts inaccurate for months.
Accept and finalise the GRN
Click Accept GRN. You land on the normal GRN draft page with everything filled in.
Nothing has moved into your stock yet. Go through the draft as you would any GRN: check the quantities against what physically arrived, and confirm batch numbers and expiry dates against the packs in front of you.
When it matches both the invoice and the delivery, finalise the GRN. Your stock updates, and the vendor and any new medicines are saved to your masters for next time.
Notes
- Auto-fill extracts the invoice number, date, vendor, items, batch numbers and expiry dates.
- Vendors and medicines are matched against your existing masters before anything new is created.
- Nothing affects your stock until you finalise the GRN.
- New vendors and medicines are saved to your masters when the GRN is finalised.
- You can switch to manual entry at any point if the scan struggles with an invoice.
Common questions
Does it extract batch numbers and expiry dates?
Yes, for each item on the invoice.
What if the vendor isn't in my system yet?
NeftX offers to create the vendor from the invoice details, so you don't have to stop and set one up first.
What if a medicine isn't in my master?
It's flagged as new, with an option to add it to your medicine master from the same screen.
Can I correct something the scan got wrong?
Yes. Everything is editable on the GRN draft page before you finalise.
Does scanning update my stock straight away?
No. It produces a draft. Stock only changes when you finalise the GRN.
What kind of photo works best?
A flat, well-lit photo of a printed invoice. Angled or shadowed photos read less accurately.
Still stuck? Contact supportsupport@neftx.com