GRN Discrepancy & Exception Resolution Software
GRN Discrepancy & Exception Resolution Software captures receiving discrepancies at the dock, three-way matches them against the PO and invoice automatically, and routes resolution with vendor communication attached. Kissflow closes the gap before payment.
Trusted by energy operators worldwide
Every receiving discrepancy gets a decision, not a shrug at the dock
Six units short, a case damaged in transit, a quantity that does not match the purchase order: any of these can show up at the dock, logged however that shift logs discrepancies, a note in the receiving system, a texted photo, or nothing if the receiver decides it is not worth the trouble. When accounts payable three-way matches the invoice weeks later, the discrepancy is a mystery chased down from a clerk who moved shifts and does not remember it.
Kissflow captures every GRN discrepancy at the dock, at the moment it is found, with the quantity, condition, and photo evidence attached to the PO line it does not match. The three-way match against PO and invoice runs automatically, so a discrepancy is flagged before it reaches accounts payable as an unexplained variance. Resolution routes to whoever owns that decision, whether it is a short-pay, a return, or a credit request, and vendor communication happens from inside the case instead of a separate email. Status is visible to warehouse, procurement, and finance from one record, and the audit trail shows how each discrepancy was resolved, closing the gap between what was received and what gets paid.
A discrepancy absorbed at the dock is a cost nobody tracked back to the supplier
Mismatches get absorbed into inventory
A short or damaged delivery gets logged as received without flagging the gap, so the shortfall shows up later as an inventory surprise.
No three-way match at the point it matters
The GRN, PO, and invoice get reconciled, if at all, after the invoice is already due, when a mismatch is much harder to resolve.
Resolution decisions aren't documented
Whether to accept, reject, or partially accept a discrepant delivery gets decided informally, with no record backing the call.
Vendor credits get lost
A credit or debit owed for a discrepancy is easy to forget once the shipment has moved past receiving.
Six modules. Configurable to your receiving process.
Every module ships with default forms, approval logic, and dashboards. Configure each one to your operating model in the visual builder.
Discrepancy capture
Discrepancies are captured at the dock with quantity, condition, and photo evidence tied to the specific PO line.
Three-way match check
A three-way match against the PO and invoice runs automatically, flagging the variance before accounts payable sees it.
Resolution routing
Resolution routes to whoever owns the decision, whether that is a short-pay, a return, or a credit request.
Vendor communication and credit
Vendor communication and credit requests happen from inside the case, replacing a separate untracked email thread.
Status tracking
Status is visible to warehouse, procurement, and finance from the same record instead of three separate systems.
Audit trail
Every discrepancy and its resolution is retained as an audit trail linking what was received to what gets paid.
From request to system of record in four steps
Report
The discrepancy is logged at the dock with quantity, condition, and photo evidence the moment it is found.
Assess
It is three-way matched automatically against the PO and invoice, flagging the exact line that does not match.
Resolve
A resolution decision is made, whether short-pay, return, or credit, and routed to the owner of that decision.
Record
The discrepancy closes with vendor communication and the full audit trail attached to the record, before payment is released.
What changes when GRN discrepancy resolution runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Discrepancy capture | Absorbed into inventory without a flag | Logged at the dock before goods move into inventory |
| Matching | Reconciled after the invoice is already due | Three-way matched against the PO and invoice at receipt |
| Resolution decision | Made informally, with no record | Routed to procurement or quality with a documented decision |
| Vendor credit | Easy to forget once goods have moved on | Tracked to close against the supplier record |
| Status visibility | No shared view of what's open | A live view for procurement, receiving, and finance |
| Audit trail | Reconstructed from memory if questioned | Every discrepancy and decision logged against the GRN |
Connects to the procurement and ERP systems you already run
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Built for what actually happens at the receiving dock
A resolution layer, not a new receiving system
Your ERP or WMS stays the system of record for inventory and receipt transactions. Kissflow runs the governed discrepancy resolution workflow around them.
Live in weeks, not a re-implementation
Configure discrepancy types, matching rules, and routing in the visual builder, without a change request against the ERP.
Three-way matching where it belongs
The GRN, PO, and invoice get checked against each other at receipt, before the discrepancy becomes harder to resolve.
Vendor credits tracked to close
Every credit or debit owed gets tracked against the supplier record instead of getting lost after the shipment moves on.
A defensible audit trail
Every discrepancy, decision, and resolution is on record, ready for a procurement or finance review.
Made for cross-team work
Receiving, procurement, quality, and finance work the same discrepancy record with their own view of it.
Related apps
Supplier Corrective Action
Manage a quality nonconformance and the supplier's corrective action, distinct from a quantity or condition mismatch at receiving.
Supplier Delay Escalation & Resolution
Escalate a supplier's missed delivery date, a timing issue rather than a discrepancy in what actually arrived.
Emergency Procurement & Spot-Buy Exception Authorization
Authorize an urgent purchase when a discrepancy leaves a plant short of a needed part.
We help manufacturing leaders keep the plan and the plant in sync
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Talk to usGot questions? We're here to help.
Get SupportThis app handles quantity, condition, or documentation mismatches found at the receiving dock, resolved through a three-way match. Supplier Corrective Action handles quality nonconformances, typically found later in inspection or use, that need a root cause investigation.
No. Your ERP or WMS stays the system of record for inventory and receipt transactions. Kissflow runs the discrepancy capture and resolution workflow around what it records.
Any mismatch between what the purchase order specifies and what actually arrives: short quantity, over quantity, damaged condition, or missing documentation.
Routing is configurable. Typically procurement decides on quantity mismatches and quality decides on condition issues, with both able to see the full three-way match.
Yes. Process owners configure forms, routing, and thresholds in the visual builder, and the AI Builder can generate a working app from a plain-language description.
Through APIs and integration connectors, under single sign-on and role-based access, with every action written to an audit log.
Configuration and AI generation move delivery from weeks to days, without a multi-year platform program or an engineering backlog.
Kissflow is certified to SOC 1, SOC 2, SOC 3, ISO/IEC 27001, HIPAA, GDPR, and CCPA, hosted on Google Cloud with data residency in the US, EU, APAC, and Oceania.
