Gate passes
Gate pass management system that tracks what leaves your plant
Returnable and non-returnable gate passes, raised from your store system. Every item leaving has a record, and every returnable is tracked until it comes back.
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What is a gate pass management system?
A gate pass management system records every item leaving the factory gate, returnable (a motor sent for repair) or non-returnable (scrap, rejections), with party and purpose, and tracks pending returns.
The motor that went for repair and never came back
A motor goes out for repair on a hand-written gate pass. The vendor is slow, the sender moves on, and six months later nobody knows where it is. Meanwhile, a replacement has been bought.
Material leaving the plant needs the same control as material arriving. Without a gate pass record, you lose track of repairs, tools with job workers, scrap and rejections sent back.
Gate passes inside your store system
The store raises the pass by picking items from the item master, so descriptions match your stock records. Each pass records:
- Returnable or non-returnable
- Items and quantities going out
- Party and purpose
- Expected return date, for returnable passes
- Who raised and who approved it
Material going out is reflected in stock, and returnable material comes back into stock when the pass closes.
Returnable passes that are followed up
Every open returnable pass stays on a pending list with its party and expected date. The store sees what is overdue, and management sees how much material is sitting outside the plant.
If an item does not come back, you know before you buy a replacement.
Non-returnable passes with a paper trail
Scrap sales, rejections sent back to a vendor and samples leave for good. A non-returnable pass makes sure each is approved and recorded. With scrap management, you see what went out, to whom and why.
Common gate pass situations it covers
- Repairs: motors, pumps and gearboxes, tracked until they return.
- Job work: dies, moulds or material sent for processing.
- Loaned tools: items lent to another unit or contractor.
- Scrap and rejections: scrap sold, or material returned against a GRN rejection.
- Samples: material sent to customers or labs.
All of them share one register, searchable by item, party or date. See how this fits with controlling consumption.
Simple enough for the gate and the store
Gate passes are built in. Each pass carries its own number and approved item list for security to check.
Kamal Agarwal, Director of Hi-Tech Power & Steel Limited, said: "IndustryPrime is very easy to use, with no complications at all."
To see gate passes alongside GRN and issue on your own items, book a demo.
How it works
Gate passes, step by step
- 1
Raise the gate pass from the store
Pick returnable or not, the items, party, purpose and expected return date.
- 2
Get it approved
Approved before the material moves, so nothing leaves on a verbal instruction.
- 3
Track returnable items until they come back
Open returnable passes stay listed with their due date until closed.
- 4
Close it when the material returns
The pass closes against the returned item and stock updates.
PO, GRN and issue in one connected flow
“I have been working at Brahmaputra Metallics for the past 15 years. Earlier, we used a different software, and it created a lot of issues for us because everything had to be done separately. Receipts needed two entries, issues needed two entries, and reports were scattered across different places. Purchase worked the same way. With IndustryPrime, everything is connected. The PO is linked to the GRN, and the GRN is linked to the Issue, all within one flow with a proper approval matrix. This saves us a lot of time and keeps everything running smoothly. The software is fast and user-friendly, and everything is available at the click of a button. Store, inventory, GRN, we can see it all in one place. Earlier, we had to search for everything separately. Now, everything runs well.”
FAQs
Frequently asked questions
What is the difference between a returnable and non-returnable gate pass?
A returnable pass is for material that will come back, like a pump sent for repair. A non-returnable pass is for material leaving for good: scrap, rejected goods returned to a vendor, or samples.
Can we see which returnable items have not come back?
Yes. Open returnable gate passes are listed with the party and expected return date, so the store can follow up on overdue items.
Are gate passes included, or are they extra?
They're included. Returnable and non-returnable gate passes come in the one plan, with every other feature.
Does sending material out on a gate pass affect stock?
Yes. Material going out is recorded against the item, and returnable material is brought back into stock when the pass is closed, so stock figures stay accurate.
Can the security guard check a gate pass?
Each gate pass has its own number and lists the approved items, so security can check the material at the gate against an approved record instead of a hand-written slip.
Keep exploring
- SoftwareGoods receipt (GRN)Receipts matched to the PO.
- SolutionControl consumptionCost-centre usage and abnormal-use flags.
- GlossaryGate passA gate pass is a document that authorises material to leave the factory gate. A returnable gate pass (RGP) is used when material is sent out and expected back, such as a motor sent for rewinding. A non-returnable gate pass (NRGP) covers material leaving for good, such as scrap or rejected goods.
- SoftwareIndent managementRequests raised, approved and tracked.
See it on your own item list.
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