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Chapter 13 — Gate Pass

Module code: GATEPASS Feature: gatepass_dashboard Home: /gate-pass/

13.1 What the module is for

A gate pass is the security record of a vehicle entering or leaving the premises with goods. It answers, months later: what came in, on which vehicle, driven by whom, against which purchase order, and did the goods receipt ever get raised.

It is a security and control document, not a stock document. It records the physical movement at the gate; the stock movement is a separate receipt or delivery in Inventory (Chapter 8) or in SAP Business One.

13.2 Types of gate pass

Type Direction Used for
Purchase Inward Goods arriving from a supplier against a purchase order
Return Inward Goods coming back from a customer
Delivery Outward Goods going to a customer against a delivery note or sales order
Purchase Return Outward Goods going back to a supplier
Repair Out Outward An item leaving for repair, expected to return
Repair Return Inward The repaired item coming back

Repair passes are treated separately because the goods are expected back — the system tracks that expectation rather than letting the item disappear.

13.3 Status fields

A gate pass carries several statuses, each answering a different question:

Status Values Meaning
SAP status Pending, Completed Whether the corresponding document has been created in SAP Business One
GRN status GRN Pending, Completed Whether the goods receipt note has been raised. An inward pass sitting at GRN Pending means goods are in the building but not yet on the books.
Repair status N/A, Out for Repair, Returned Where a repair item is
Repair approval Pending, Approved, Rejected Whether a repair-out pass has been authorised

13.4 Screens

/gate-pass/                     inward gate pass entry
/outward-gate-pass/             outward gate pass entry
/repair-gate-pass/              repair gate pass entry
/gate-pass/dashboard/           dashboard with key figures
/gate-pass-report/              searchable report of all passes
/export/pdf/                    export the report to PDF
/export/excel/                  export the report to Excel
/print/gate-pass-report/        printable report

13.5 Recording an inward gate pass

Screen: /gate-pass/

Completed at the gate as the vehicle arrives.

  1. Choose the type — Purchase or Return.
  2. Choose the category of goods.
  3. Vehicle and driver: - Vehicle type and vehicle number. - Driver name, CNIC / national identity number, phone. - Driver document reference, if one is held at the gate. - Gate entry date and time.
  4. Party: - For a Purchase pass, choose the vendor. - For a Return pass, choose the customer. Selecting the party fills in their details automatically.
  5. Linked documents — enter the ones that apply: - Purchase order, delivery note, sales order, goods receipt note. Choosing a linked document lets you pull its item lines in rather than typing them.
  6. Items — the item, quantity and unit for each line on the vehicle.
  7. Remarks and any attachment — a photograph of the delivery challan, for example.
  8. Save.

The pass is given a unique document number. Print it and hand a copy to the driver if that is your procedure.

Vehicle history

Before admitting a vehicle, the vehicle history lookup shows every previous pass for that registration number. A vehicle with a history of discrepancies is worth a closer look at the gate rather than afterwards.

13.6 Recording an outward gate pass

Screen: /outward-gate-pass/

  1. Choose the type — Delivery or Purchase Return.
  2. Complete the vehicle and driver details as above.
  3. Choose the customer (Delivery) or vendor (Purchase Return).
  4. Link the sales order or delivery note and pull in its items.
  5. Enter the item lines actually being loaded.
  6. Save and print.

No vehicle should leave without a printed outward pass. That printed document is what security checks at the gate, and what proves later that the goods were authorised to leave.

13.7 Repair gate passes

Screen: /repair-gate-pass/

Sending an item out for repair

  1. Choose type Repair Out.
  2. Enter the vehicle, driver and the party the item is going to.
  3. Enter the item, quantity and serial number where there is one.
  4. Enter the expected return date in the remarks.
  5. Save.

The repair status becomes Out for Repair, and the approval status is Pending.

Approving a repair out

An authorised approver opens the pass and approves or rejects it. Approval is a separate step from creation on purpose — the person at the gate should not be the person who authorises goods leaving the site.

Receiving the item back

  1. Create a Repair Return pass.
  2. Link it to the original repair-out pass.
  3. Record what came back, and note in the remarks anything that did not.

The repair status becomes Returned. Items still showing Out for Repair after their expected date are the ones to chase.

13.8 The dashboard and report

Dashboard

Screen: /gate-pass/dashboard/

Key figures: passes today, passes pending a goods receipt note, items out for repair, and passes awaiting completion in SAP. Use the GRN-pending count as a daily work list.

Report

Screen: /gate-pass-report/

The full searchable history. Filter by date range, type, vendor or customer, vehicle number, and each of the status fields.

The report includes an ageing view, showing how long passes have been sitting at a given status. An inward pass at GRN Pending for ten days means the stores have not booked the goods in — the stock figure is wrong and nobody has noticed.

Exports (/export/excel/, /export/pdf/) respect the filters on screen, and /print/gate-pass-report/ gives a printable version for the security file.

13.9 Comments, attachments and the view log

Each gate pass carries:

  • Comments — an internal thread, for noting a discrepancy or a follow-up.
  • Attachments — challans, photographs, weighbridge slips.
  • A view log — a record of who opened this pass and when.

The view log matters for a security document. When a discrepancy is investigated, the question of who had sight of the record is part of the investigation.

13.10 Daily routine

At the gate
  [ ] Record every inward vehicle before unloading begins
  [ ] Record every outward vehicle before loading is released
  [ ] Print the outward pass and check it against the load

Daily, in stores
  [ ] Clear the GRN Pending list — raise the goods receipt for everything received
  [ ] Chase repair items past their expected return date

Weekly
  [ ] Review the ageing view for passes stuck at any status
  [ ] Review passes with no linked document — they should be rare and explained

13.11 Troubleshooting

Symptom Cause Fix
The vendor or customer is not in the list Not set up as a partner, or the wrong nature See Chapter 5
Items will not load from a purchase order The order number is wrong, or the order has no lines Check the number; enter the items by hand if needed
A pass cannot be edited It is completed, or you lack edit rights Add a comment recording the correction rather than altering history
Passes stuck at GRN Pending The goods receipt was never raised in stores Raise it, then mark the pass completed
A repair item never came back Nobody chased the expected return date Use the repair status filter on the report as a standing work list
An outward pass cannot be approved You lack approve rights on gatepass_dashboard Ask an administrator
The report is empty Filters are too narrow, especially the date range Clear the filters and start again