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Frappe Framework installed
ERPNext app installed
India Compliance installed
Bench CLI available
Gate Entry System - User Guide
Table of Contents
Introduction
Welcome to the Gate Entry System! This system helps you record all material movements in and out of the facility. As a Security Guard, your role is to:
Create gate passes when materials arrive or leave
Verify vehicle and driver information
Record accurate quantities of materials
Ensure compliance documents are in place before allowing material to leave
Report any discrepancies or issues with materials
This guide will walk you through all the tasks you need to perform using the system.
Check out the Demo Video: https://drive.google.com/file/d/1mzmrLoa4C1H7ZSi5jn5PSRyO7kTLzZwh/view?usp=sharing
Understanding Gate Passes
What is a Gate Pass?
A Gate Pass is a document that records material movement at the gate. Every time material enters or exits the facility, you need to create a Gate Pass.
Types of Gate Passes
Gate In - Used when material is entering the facility:
Materials arriving from suppliers (Purchase Orders)
Materials from subcontractors (Subcontracting Orders)
Materials returning from external locations (Stock Entries)
Gate Out - Used when material is leaving the facility:
Materials being dispatched to customers (Sales Invoices, Delivery Notes)
Materials being sent to subcontractors (Stock Entries)
Materials being transferred to other locations (Stock Entries)
Gate Pass Status
A Gate Pass goes through different stages:
Draft - You are still entering information
Submitted - The gate pass is complete and recorded
Cancelled - The gate pass was cancelled (material did not arrive/leave)
Creating a Gate Pass for Incoming Material
When to Create a Gate In Pass
Create a Gate In pass when:
A supplier arrives with materials ordered through a Purchase Order
A subcontractor delivers finished goods or returns raw materials
Materials are returning from an external location
Step-by-Step: Creating a Gate In Pass for Purchase Order
Click "New" to create a new Gate Pass
Select the Document Type
In the "Document Reference" field, select "Purchase Order"
The system will automatically set the Entry Type to "Gate In"
Select the Purchase Order
In the "Reference Number" field, search for and select the Purchase Order number
The system will automatically fill in:
Supplier name
Supplier address
Company
Enter Vehicle and Driver Information
Vehicle Number (Required): Enter the vehicle registration number
Driver Name (Required): Enter the driver's full name
Driver Contact Number (Optional): Enter the driver's phone number
Verify Your Information
Your name should automatically appear in "Security Guard Name"
The date and time should be automatically filled
If any of these are missing, enter them manually
Add Items That Are Received
Scroll down to the "Items List" section
Click the "Add Item" button
A dialog will appear showing all available items from the Purchase Order
For each item, you will see:
Item code and name
Ordered quantity (how much was ordered)
Pending quantity (how much is still expected)
Select the items that are actually received by checking the boxes next to them
Click "Add Selected" to add those items to your gate pass
The dialog will close and the selected items will appear in the items list
Enter Received Quantities
For each item you added, enter the actual quantity received in the "Received Quantity" field
You can:
Add more items by clicking the "Add Item" button again
Remove items by clicking the "-" icon next to any item
View more details by clicking the "i" icon next to any item
Important: You cannot receive more than the ordered quantity (or pending quantity if some was already received)
Review the Information
Check that all vehicle and driver details are correct
Verify that received quantities match what you physically see
Ensure all required items are listed
Save the Gate Pass
Click "Save" to save as draft (you can come back to edit it)
Or click "Submit" to finalize the gate pass
After Submission
The gate pass status changes to "Submitted"
A "Create Purchase Receipt" button will appear at the top
This button is for the store manager to use - you don't need to click it
Step-by-Step: Creating a Gate In Pass for Subcontracting Order
The process is very similar to Purchase Orders:
Select "Subcontracting Order" as the Document Reference
Select the Subcontracting Order number
Enter vehicle and driver details
Click "Add Item" button to select items that are received
Select the items from the dialog and click "Add Selected"
Enter received quantities for each item
Submit the gate pass
After submission, a "Create Subcontracting Receipt" button will appear for the store manager.
Step-by-Step: Creating a Gate In Pass for Returning Material (Stock Entry)
When material is returning from an external location:
Select "Stock Entry" as the Document Reference
Select the Stock Entry number (the system will show only return entries)
The system will automatically:
Set Entry Type to "Gate In"
Link to the original outbound transfer
Fill in material details
Enter vehicle and driver information
Verify the material quantities
Submit the gate pass
Special Case: Material Returning Without Stock Entry
Sometimes material returns before a Stock Entry is created:
Select "Stock Entry" as Document Reference
Check the box "Returning Against Outbound Transfer"
In "Outbound Material Transfer", select the original Stock Entry that sent the material out
Enter vehicle and driver details
Enter the material quantities manually
Submit the gate pass
Creating a Gate Pass for Outgoing Material
When to Create a Gate Out Pass
Create a Gate Out pass when:
Material is being dispatched to a customer (Sales Invoice or Delivery Note)
Material is being sent to a subcontractor (Stock Entry)
Material is being transferred to another location (Stock Entry)
Step-by-Step: Creating a Gate Out Pass for Sales Invoice
Click "New" to create a new Gate Pass
Select the Document Type
In "Document Reference", select "Sales Invoice"
The system will automatically set Entry Type to "Gate Out"
Select the Sales Invoice
In "Reference Number", search for and select the Sales Invoice number
The system will automatically fill in:
Vehicle number (if available in the invoice)
Driver name (if available in the invoice)
Driver contact (if available in the invoice)
Material items with quantities
Verify Vehicle and Driver Information
Check if the vehicle number, driver name, and contact are filled
If any are missing, enter them manually
Important: Vehicle number and driver name are required
Review Material Items
The system automatically shows all items from the Sales Invoice
Important: You cannot change the quantities - they are locked to match the invoice
Review the items to ensure they match what is being dispatched
Check Compliance Status
Look for the compliance status section
You will see:
E-Invoice status (for Sales Invoices)
E-Way Bill status
Critical: If the invoice value is above the threshold set by your company, you MUST see:
E-Invoice: Generated (for Sales Invoices)
E-Way Bill: Generated
If these are not generated, you will NOT be able to submit the gate pass
Submit the Gate Pass
If compliance documents are missing, the system will show an error
Contact the person who created the Sales Invoice to generate the required documents
Once compliance documents are generated, you can submit the gate pass
Step-by-Step: Creating a Gate Out Pass for Delivery Note
The process is similar to Sales Invoice:
Select "Delivery Note" as Document Reference
Select the Delivery Note number
Verify vehicle and driver information
Review material items (quantities are locked)
Check compliance status (E-Way Bill may be required)
Submit the gate pass
Note: E-Invoice is not applicable for Delivery Notes, only E-Way Bill may be required.
Step-by-Step: Creating a Gate Out Pass for Stock Entry
When material is being sent out via Stock Entry:
Select "Stock Entry" as Document Reference
The system will automatically set Entry Type to "Gate Out"
Select the Stock Entry
In "Reference Number", select the Stock Entry
The system will show only Material Transfer or Send to Subcontractor entries
Material details will be automatically filled
Enter Vehicle and Driver Information
Enter vehicle number (required)
Enter driver name (required)
Enter driver contact (optional)
Review Material Items
Verify that all items match what is being dispatched
Quantities are automatically set from the Stock Entry
Submit the Gate Pass
Note: Some Stock Entries may automatically create a draft gate pass. In that case, you just need to:
Open the draft gate pass
Verify and complete the vehicle/driver information
Submit it
Handling Material Returns
Understanding Returns
Sometimes material that was sent out needs to come back. This could be:
Material sent to a subcontractor that is being returned
Material transferred to another location that is coming back
Rejected material from a customer
Creating a Return Gate Pass
Select "Stock Entry" as Document Reference
Select the Return Stock Entry
The system will show only return entries
Entry Type will automatically be set to "Gate In"
Verify the Link to Original Transfer
The system automatically links to the original outbound transfer
You can see this in the "Outbound Material Transfer" field
Enter Vehicle and Driver Information
Verify Material Quantities
The system shows what should be returning
Verify against what actually arrived
Submit the Gate Pass
Manual Return Flow
If material is returning but no Stock Entry exists yet:
Select "Stock Entry" as Document Reference
Check "Returning Against Outbound Transfer"
Select the original outbound Stock Entry in "Outbound Material Transfer"
Enter vehicle and driver details
Enter material quantities manually
Submit the gate pass
Recording Material Discrepancies
What are Discrepancies?
Discrepancies occur when:
Material is lost during transit
Material arrives damaged
Material quantity doesn't match what was expected
How to Record Discrepancies
Open the Gate Pass (can be draft or submitted)
Go to the Discrepancy Details Section
Check "Has Discrepancy"
This will enable the discrepancy fields
Enter Lost Quantity
Enter the quantity of material that was lost
This should be in the same unit as the material
Enter Damaged Quantity
Enter the quantity of material that arrived damaged
This should be in the same unit as the material
Add Notes
In "Discrepancy Notes", describe what happened
Include details like:
When the discrepancy was noticed
Condition of the material
Any actions taken
Save or Submit
The discrepancy information will be recorded
Important: Lost and damaged quantities cannot exceed the total material quantity
When to Record Discrepancies
Record discrepancies when:
You notice missing items during gate entry
Material arrives in damaged condition
Quantities don't match the reference document
You need to document any issues for investigation
Understanding Compliance Requirements
What is Compliance?
Compliance means following legal requirements. For material leaving the facility, certain documents must be generated before the material can be dispatched.
E-Invoice
What it is: An electronic invoice required by tax authorities
When required: For Sales Invoices above a certain value (threshold set by your company)
Where to check: In the Compliance Details section of the Gate Pass
Status options:
Generated: Document is ready, you can proceed
Not Generated: Document is missing, you cannot submit
Not Required: Value is below threshold, no action needed
E-Way Bill
What it is: An electronic waybill required for transporting goods
When required: For dispatches above a certain value (threshold set by your company)
Where to check: In the Compliance Details section
Status options:
Generated: Document is ready, you can proceed
Not Generated: Document is missing, you cannot submit
Not Required: Value is below threshold, no action needed
What to Do When Compliance Documents are Missing
Do NOT submit the gate pass - The system will not allow it
Check the compliance status section
It will clearly show which documents are missing
Contact the person who created the reference document
For Sales Invoices: Contact the sales team
For Delivery Notes: Contact the dispatch team
They need to generate the required documents
Wait for documents to be generated
Once generated, refresh the gate pass
The compliance status will update automatically
Then submit the gate pass
Important Compliance Rules
You cannot override compliance requirements - The system will block submission
Compliance is checked automatically - You don't need to calculate thresholds
Always check compliance before allowing material to leave - This is a legal requirement
Viewing Reports
Available Reports
The system provides three main reports:
Pending Gate Passes - Shows gate passes waiting for warehouse processing
Gate Register - Shows all gate pass activities (daily log)
Material Reconciliation - Shows material received vs. dispatched
How to Access Reports
Go to the Gate Entry module
Click on "Reports" in the sidebar
Select the report you want to view
Pending Gate Passes Report
What it shows:
All submitted gate passes that haven't been converted to receipts yet
How many days each gate pass has been pending
Material details for each gate pass
How to use it:
Filter by date range to see pending passes for a specific period
Filter by supplier to see passes for a specific supplier
Filter by company if you work with multiple companies
Color coding:
Green: Less than 1 day old
Yellow: 1-2 days old
Red: More than 2 days old
What you can do:
View details of pending gate passes
See which gate passes need attention
Track aging of pending passes
Gate Register Report
What it shows:
Complete log of all gate pass activities
Date and time of each entry/exit
Vehicle and driver information
Material summary for each gate pass
Entry type (Gate In or Gate Out)
How to use it:
Filter by date range to see activities for specific dates
Filter by entry type (Gate In or Gate Out)
Filter by supplier/customer
Filter by vehicle number
Export to Excel or PDF for records
What you can do:
Review daily gate activities
Track material movements
Generate reports for management
Maintain audit trail
Material Reconciliation Report
What it shows:
Comparison between gate pass quantities and receipt quantities
Discrepancies between what was recorded at gate vs. warehouse
Item-wise breakdown of differences
How to use it:
Filter by date range
Filter by document type (Purchase Order, Sales Invoice, etc.)
Filter by supplier/customer
View discrepancies highlighted in red
What you can do:
Identify quantity mismatches
Investigate discrepancies
Ensure accurate inventory records
Common Scenarios
Scenario 1: Partial Delivery from Supplier
Situation: A supplier arrives with only part of the ordered material.
What to do:
Create a Gate In pass for the Purchase Order
Click "Add Item" button
In the dialog, select only the items that actually arrived (check the boxes)
Click "Add Selected" to add those items
Enter the received quantities for each item
Submit the gate pass
The supplier can return later with the remaining material - you'll create another gate pass for that and add the remaining items
Scenario 2: Multiple Vehicles for Same Order
Situation: One Purchase Order is delivered in multiple vehicles.
What to do:
Create the first Gate In pass with the first vehicle's details
Click "Add Item" and select items that are in the first vehicle
Enter quantities for items in the first vehicle
Submit the gate pass
Create a second Gate In pass for the same Purchase Order
Enter the second vehicle's details
Click "Add Item" and select items that are in the second vehicle
Enter quantities for items in the second vehicle
Submit the second gate pass
The system will track that both vehicles are for the same order
Scenario 3: Material Arrives Without Purchase Order
Situation: Material arrives but there's no Purchase Order in the system.
What to do:
You cannot create a gate pass without a reference document
Contact the purchase department to create a Purchase Order first
Once the Purchase Order is created, you can create the gate pass
Scenario 4: Customer Vehicle Arrives Early
Situation: A customer vehicle arrives to collect material, but the Sales Invoice is not ready.
What to do:
You cannot create a gate pass without a Sales Invoice
The Sales Invoice must be created and submitted first
Once ready, create the gate pass
Check compliance documents before allowing dispatch
Scenario 5: Material Damaged During Transit
Situation: Material arrives damaged from supplier.
What to do:
Create the Gate In pass normally
Enter the actual received quantity (including damaged items)
In Discrepancy Details section:
Check "Has Discrepancy"
Enter damaged quantity
Add notes describing the damage
Submit the gate pass
The store manager will handle the damaged material separately
Scenario 6: Wrong Material Delivered
Situation: Supplier delivers different material than ordered.
What to do:
Do not create a gate pass for wrong material
Contact the purchase department immediately
They will handle the situation (may need to create a new Purchase Order or return the material)
Only create a gate pass when you have the correct reference document
Scenario 7: Stock Entry Material Auto-Created
Situation: You see a draft gate pass that was automatically created.
What to do:
Open the draft gate pass
Verify the material details are correct
Complete the vehicle and driver information
Review all items
Submit the gate pass
Scenario 8: Compliance Documents Not Ready
Situation: You need to dispatch material but compliance documents are missing.
What to do:
Do NOT submit the gate pass
Check which documents are missing (E-Invoice or E-Way Bill)
Contact the person who created the Sales Invoice/Delivery Note
Ask them to generate the required documents
Once generated, refresh the gate pass
Verify compliance status shows "Generated"
Then submit the gate pass
Troubleshooting
Problem: Cannot find the Purchase Order in the list
Possible causes:
The Purchase Order is not submitted
The Purchase Order is closed
You don't have permission to view it
Solutions:
Ask the purchase department to submit the Purchase Order
If the order is closed, contact your supervisor
Contact system administrator if permission issues persist
Problem: "Add Item" button doesn't appear
Possible causes:
Reference Number is not selected
Document Reference is not selected
You're working on a Gate Out pass (items are auto-loaded for outbound passes)
Solutions:
First select Document Reference (Purchase Order, Subcontracting Order, etc.)
Then select Reference Number
The "Add Item" button should appear in the Items List section
For Gate Out passes, items are automatically loaded - you don't need to add them
Problem: Cannot enter received quantity
Possible causes:
Items haven't been added yet
The field is read-only (for outbound passes or submitted gate passes)
Solutions:
Click "Add Item" button first to select and add items
For outbound passes (Sales Invoice, Delivery Note), quantities are automatically set and locked - you cannot change them
If the gate pass is already submitted, you cannot edit quantities
Problem: Cannot submit gate pass - compliance error
Possible causes:
E-Invoice not generated (for Sales Invoices above threshold)
E-Way Bill not generated (for dispatches above threshold)
Solutions:
Check the Compliance Details section to see what's missing
Contact the person who created the Sales Invoice/Delivery Note
Ask them to generate the required documents
Wait for documents to be generated, then try again
Problem: Vehicle number field is empty but required
Possible causes:
Sales Invoice/Delivery Note doesn't have vehicle information
Stock Entry doesn't have vehicle information
Solutions:
Enter the vehicle number manually
Check the vehicle physically at the gate
Enter the correct registration number
Problem: No items appear in the Add Item dialog
Possible causes:
Purchase Order/Subcontracting Order has no items
All items have already been received (pending quantity is 0)
All items from the reference document have already been added to this gate pass
There's a system error
Solutions:
Verify the reference document has items
Check if all items are already received (pending quantity is 0)
If you've already added some items, the dialog will only show items that haven't been added yet
Contact system administrator if issue persists
Problem: Cannot see the gate pass I just created
Possible causes:
It's saved as draft and you're looking in the wrong list
You don't have permission to view it
It was created for a different company
Solutions:
Check "Draft" gate passes in the list
Use filters to search by date or reference number
Contact supervisor if permission issues
Problem: Discrepancy fields are disabled
Possible causes:
"Has Discrepancy" checkbox is not checked
Solutions:
Check the "Has Discrepancy" checkbox first
Then you can enter lost and damaged quantities
Problem: System shows error when entering quantities
Possible causes:
Quantity exceeds ordered quantity
Quantity is negative
Invalid number format
Solutions:
Enter quantity less than or equal to ordered quantity
Enter positive numbers only
Use decimal numbers if needed (e.g., 10.5)
Important Reminders
Always verify vehicle and driver information - This is critical for security and tracking
Check compliance documents for outbound material - Never allow material to leave without required documents
Enter accurate quantities - Match what you physically see, not what the document says
Record discrepancies immediately - Don't wait, document issues as soon as you notice them
Submit gate passes promptly - Don't leave them in draft status for too long
Contact the right person for issues:
Purchase Orders: Purchase department
Sales Invoices: Sales/dispatch team
System errors: System administrator
Compliance documents: Person who created the reference document
Keep the gate pass number - You may need to reference it later
Double-check before submitting - Once submitted, changes require cancellation and recreation
Getting Help
If you encounter any issues or have questions:
Check this guide first - Most common scenarios are covered
Contact your supervisor - For process-related questions
Contact the relevant department:
Purchase issues: Purchase department
Sales/dispatch issues: Sales team
Warehouse issues: Store manager
System administrator - For technical problems or access issues
Quick Reference
Required Fields for All Gate Passes
Document Reference
Reference Number
Company
Vehicle Number
Driver Name
Security Guard Name
Gate Pass Date and Time
At least one item with quantity
Gate In Passes
Purchase Order
Subcontracting Order
Stock Entry (for returns)
Gate Out Passes
Sales Invoice
Delivery Note
Stock Entry (for dispatches)
Compliance Check (Gate Out Only)
E-Invoice status (Sales Invoice)
E-Way Bill status (if value above threshold)
Status Flow
Draft → Submitted → Receipt Created
Last Updated: Based on Gate Entry Module v1.0.0
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