VCM Gate-In

The VCM Gate-In process tracks supplier material entries at the gate, with or without a Purchase Order (PO), and integrates with the Purchase Receipt workflow.

👥 Authorized Actions by Role

• Created & Submitted by: VCM Temple Security User
• Cancelled by: ERP Manager
• Amend: Not allowed for any role as of today

📄 1. Accessing the VCM Gate-In

Search “VCM Gate-In” and open the list to:

• Create new Gate-In entries

• View or export existing records

🆕 2. Creating a New VCM Gate-In

Gate-In can be created with or without a Purchase Order (PO).

🔧 Required and Optional Fields

• Company: For which the Gate-In is being created
• Supplier: Supplier whose bill arrived at the gate
• Purchase Order (optional):
  • On selecting a Supplier, related POs are listed
• Auto-filled (if PO selected):
  • Cost Center
  • Location
  • Purchase Person
  • Budget Head (optional)
    (If no PO, these fields must be filled by the Gate Security)

📥 Bill Details

• Bill/Challan Number (Mandatory – as per bill)
• Bill/Challan Date (Mandatory – as per bill)
• Security Person Name
• Vehicle Number
• Quantity Comments

🗨️ Additional Fields

• Comments: Free-text field for Gate Security notes
• Items: Auto-fetched if PO is linked

✅ 3. After Submitting Gate-In

🔗 Integration with Purchase Receipt

• Gate-In is mandatory to create a Purchase Receipt
• Status Workflow:
  • Pending → After Gate-In creation
  • Received → After Purchase Receipt submission, will not reverse if Purchase Receipt Cancelled.

📌 Additional Info

• Linked PO (if any) will appear in Gate-In
• Creation Date & Time recorded automatically
• Gate-In ↔ PO Mapping:
  • A single PO can have multiple Gate-Ins
  • A single Gate-In can be used for only for one Purchase Receipt

🖨️ Gate-In Print Enabled

• Submitted Gate-In documents can now be printed
• 📂 Navigate to the top-right Utilities button → Print to generate the document
• The print format will include Gate-In ID, date & time, and other relevant entry details for verification and record-keeping

🔁 Summary Workflow

1. Supplier arrives → Gate Security creates Gate-In
2. PO (optional) is selected → Details auto-filled
3. Gate-In submitted → Used in Purchase Receipt
4. Status updates based on Receipt status