GRV to CGRN Import Wizard¶

Project Overview¶

The GRV to CGRN Import Wizard is a guided business workflow developed to automate the creation of a Draft Customer Goods Receipt Note (CGRN) from a Goods Receipt Voucher (GRV) Excel file.

The existing business process required users to manually create a CGRN, enter header details, add item information, search and link Lot Numbers, verify quantities, and validate every imported row before submitting the document. This process was repetitive, time-consuming, and susceptible to manual errors.

The wizard simplifies this entire workflow by providing a guided, step-by-step interface that imports the GRV Excel, automatically maps the data, validates all records, links the appropriate Lot Numbers, and creates a Draft CGRN ready for user review and submission.

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Objective¶

The primary objective of this wizard is to:

• Automate the GRV to CGRN import process.
• Reduce manual data entry.
• Automatically map Excel data to CGRN fields.
• Validate imported data before document creation.
• Automatically identify and link matching Lot Numbers.
• Provide users with a guided workflow.
• Improve data accuracy.
• Reduce processing time.
• Preserve existing business logic without modifying the CGRN creation process.

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Business Problem¶

The existing CGRN creation process involved multiple manual activities.

Business users had to:

• Create a new Customer Goods Receipt Note.
• Fill all header information manually.
• Copy item details from the GRV Excel.
• Search for matching Lot Numbers.
• Verify quantities.
• Validate invoice information.
• Enter optional transport information.
• Save the document.
• Review all imported records.
• Submit the CGRN.
• Update the remaining Lot Number balance.

For GRVs containing many line items, this process became repetitive and increased the possibility of human errors.

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Solution¶

The GRV to CGRN Import Wizard automates the import process while keeping all existing business rules intact.

Instead of manually entering information into the CGRN document, users only need to:

1. Select the related Bill of Entry.
2. Select the Mapping Profile.
3. Upload the GRV Excel file.
4. Review automatically mapped fields.
5. Validate imported records.
6. Generate the Draft CGRN.
7. Review and submit the generated document.

The wizard handles the remaining import process automatically.

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Existing Business Process¶

Before implementing this wizard, the business process was:

Receive GRV Excel
        │
        ▼
Create Customer GRN
        │
        ▼
Enter Header Information
        │
        ▼
Copy Line Items
        │
        ▼
Find Matching Lot Numbers
        │
        ▼
Validate Quantities
        │
        ▼
Save CGRN
        │
        ▼
Review CGRN
        │
        ▼
Submit CGRN
        │
        ▼
Update Lot Balance

Every line item required manual validation and Lot Number selection.

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Wizard Workflow¶

The implemented wizard converts the above manual process into a guided workflow.

Select Bill of Entry
        │
        ▼
Select Mapping Profile
        │
        ▼
Upload GRV Excel
        │
        ▼
Read Excel File
        │
        ▼
Automatic Field Mapping
        │
        ▼
Preview Mapping
        │
        ▼
Review & Validate
        │
        ▼
Generate Draft CGRN
        │
        ▼
Review Draft CGRN
        │
        ▼
Update Lot Balance
        │
        ▼
Submit CGRN

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Wizard Implementation¶

The wizard is divided into four major stages that guide users through the complete import process.

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Step 1 – Upload GRV File¶

The first step collects all required input for the import.

Users are required to:

• Select the related Bill of Entry.
• Select the appropriate Mapping Profile.
• Upload the original ERP-generated GRV Excel (.xlsx) file.

During this stage the wizard:

• Validates mandatory inputs.
• Ensures the uploaded file format is correct.
• Associates the import with the selected Bill of Entry.
• Stores the uploaded file for further processing.

Once all validations pass, users proceed to the mapping stage.

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Step 2 – Mapping Preview¶

After the Excel file is uploaded, the wizard automatically processes it.

During processing it:

• Reads the uploaded Excel.
• Extracts header values.
• Reads all line items.
• Maps GRV columns to CGRN fields.
• Detects missing mappings.
• Displays mapped sample values.

Users can review:

• Header mapping
• Detail mapping
• Source Excel column
• Target CGRN field
• Sample imported values

This allows users to verify the correctness of the imported data before creating the CGRN.

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Step 3 – Review & Validate¶

This stage performs business validation on every imported row.

The wizard validates:

• Part Number
• Invoice Number
• Purchase Order
• Quantity
• Customer Reference
• Lot Reference
• Linked Lot Number
• Lot Match Status

Each row is categorized as:

• Valid
• Invalid
• Excluded

Invalid rows can be excluded from the import.

The wizard also provides optional fields that users may populate:

• Vehicle Number
• One Time Lock Number
• Insurance Policy

Before proceeding, users can review:

• Total imported rows
• Valid rows
• Excluded rows
• Successfully matched Lot Numbers

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Step 4 – Confirm & Create¶

Once validation is complete, the wizard generates an import summary.

The summary includes:

• CGRN Number
• Bill of Entry
• Receipt Date
• Warehouse
• Number of Line Items
• Total Quantity
• Matched Lot Numbers

Users then click:

Create CGRN

The wizard performs:

• Header creation
• Line item creation
• Lot Number linking
• Draft CGRN generation

After successful creation the wizard displays:

• Success message
• Open CGRN
• Start New Import

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Draft CGRN Review¶

The wizard redirects users to the generated Draft CGRN.

Users can verify:

Header Information¶

• Source Bill of Entry
• Customer GRN
• Warehouse
• Receipt Date
• Inventory Type
• Vehicle Number
• Insurance Policy

Item Details¶

• Part Code
• Invoice Number
• Customer Reference
• Quantity
• Linked Lot Number
• Remaining Lot Balance

This review ensures that the imported document accurately reflects the uploaded GRV data.

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Lot Balance Update¶

After the Draft CGRN is generated, the remaining quantity for linked Lot Numbers must be updated.

The wizard guides users to execute:

Fetch LOT Balance Qty

This operation:

• Updates remaining Lot balances.
• Refreshes available inventory quantities.
• Synchronizes linked Lot records before document submission.

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Submit CGRN¶

Once the Draft CGRN has been reviewed and the Lot balances updated, users submit the document.

Submitting the CGRN:

• Completes the Goods Receipt process.
• Updates inventory records.
• Finalizes the Customer Goods Receipt Note.

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Validations Performed¶

The wizard validates multiple stages of the import process.

Upload Validation¶

• Bill of Entry selected
• Mapping Profile selected
• Excel file uploaded
• Valid Excel format

Mapping Validation¶

• Mandatory fields mapped
• Required columns detected
• Header mapping verified
• Detail mapping verified

Business Validation¶

• Part Number exists
• Invoice Number available
• Quantity valid
• Lot Number exists
• Lot Number matched
• Duplicate rows prevented

Document Validation¶

• Draft CGRN created successfully
• All included rows imported
• Header values populated
• Line items generated correctly

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Automatic Features¶

The wizard automatically performs the following operations:

• Reads uploaded Excel file.
• Parses header information.
• Reads line items.
• Maps Excel columns to CGRN fields.
• Matches Lot Numbers.
• Creates Draft CGRN.
• Displays import summary.
• Generates success notification.
• Allows direct navigation to the created document.

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Benefits¶

• Eliminates repetitive manual entry.
• Guided step-by-step interface.
• Automatic Excel processing.
• Automatic field mapping.
• Automatic Lot Number linking.
• Improved data accuracy.
• Reduced document creation time.
• Validation before document generation.
• Reduced user errors.
• Faster Goods Receipt processing.
• Reuses existing application logic.
• No modification to existing business workflow.

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Technologies Used¶

• Frappe Framework
• ERPNext
• Python
• JavaScript
• HTML
• CSS
• Excel (.xlsx) Processing
• Server-side Validation

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Future Enhancements¶

• Multiple GRV import in a single batch.
• Configurable mapping templates.
• Automatic mapping suggestions.
• Import history dashboard.
• Error correction wizard.
• Import audit trail.
• Email notifications.
• Role-based import permissions.
• Background import processing.
• Downloadable import logs.

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Conclusion¶

The GRV to CGRN Import Wizard replaces a repetitive manual Goods Receipt process with a guided import workflow. By automating Excel processing, field mapping, record validation, Lot Number matching, and Draft CGRN creation, the wizard significantly improves operational efficiency while preserving the application's existing business rules. The result is a faster, more accurate, and user-friendly process for generating Customer Goods Receipt Notes from GRV Excel files.