Lumiya Automated Awaiting GRN — User Guide

First published on: 03/04/2026/2:46 pm

Overview

Introduction

This document discusses the Lumiya Automated Awaiting GRN (goods receipt note) functionality.

This allows the system to automatically assign a GRN to an invoice marked as 'Awaiting GRN' from the related purchase order (PO).

Changes required

User settings

A company setting ('Allow Automatic Processing of Invoices Awaiting GRN') enables the scheduled task to include the company in its checks.

There's also a company configuration setting for 'Can Sync with SAP' that's set by your Vision33 consultant during the implementation process.

Scenario

The invoices are received

• Lumiya has received the invoices, but the goods or services haven't been received.
• In the example below, an invoice is received with a PO number that the OCR process can capture.
  • It exists in Lumiya for this supplier, but the PO isn't yet receipted.

The invoices are automatically changed to 'Awaiting GRN' status

• When Lumiya processed this invoice, it checked that it had a PO reference of 20 but didn't have a GRPO (goods receipt for purchase order) yet.
  • Therefore, the system automatically placed the invoice into 'Awaiting GRN' status (as seen below).

The invoices are manually changed to 'Awaiting GRN' status

• When Lumiya processed this invoice, a finance user manually selected to copy from the base document and selected the PO reference.
  • If the GRPO is missing, Lumiya will send the PO creator an email using the 'Missing GRN' message type.

• Therefore, the system automatically placed the invoice into 'Awaiting GRN' status (as seen below).

• Note: Understanding the importance of this invoice being in the 'Awaiting GRN' status is crucial.
• When you navigate to the document and view the invoice in the 'Rapid Entry' window, you won’t find any lines (see screenshot below).
• This is because Lumiya can assign lines to the invoice only after the PO receives its GRN.
• If the PO reference on the invoice is wrong and the supplier won’t send a new invoice, for example, you can manually match the PO using the 'PO Reference' field in Rapid Entry.
• For this example, we're waiting for the GRN.

• Also, notice that on the page listing, the PO number is shown when captured from OCR, but the GRN number isn’t there yet.

Receipt is processed

• Once the GRN has been added, there's a 10-minute Lumiya schedule that automatically links the invoice with the PO/GRPO and changes the status from ‘Awaiting GRN’ to ‘Draft’.  
  • This draft invoice will now show on the homepage under 'Pending Tasks' – Submit Purchase Invoices.

• From here, the processing is the same as when an invoice is received with a GRN, in that it's possible to see lines and the AP user will review the invoice, update if required, and submit as normal.

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