A gate pass records a vehicle entering or leaving with stock for a 3PL customer, usually linked to a job.
Before you start
- Add the customer first, under Customers — the gate pass form's Customer field is required.
- Any member of an organization with the 3PL module enabled can open and view this page. Creating a gate pass is the one exception: it needs the Create permission for Gate Passes in Warehouse, because it submits to Warehouse's own gate pass screen behind the scenes.
The Gate Passes list
Open 3PL > Gate Passes.
| Column | Notes |
|---|---|
| ID | The gate pass's reference number. |
| Customer | The customer the vehicle is carrying stock for. |
| Truck | The truck number. |
| Container | The container number, if any. |
| In time | When the vehicle arrived. |
| Out time | When the vehicle left, if recorded. |
| (View) | Opens the gate pass's profile. |
The list sorts by ID, descending, by default. There's no search box, no filters, and no export on this list.
This list shows every gate pass recorded in OCTO Ops, not only ones tied to a 3PL job.
The toolbar shows a create icon.
Create a gate pass
- From the Gate Passes list, select the create icon — or, from a job's profile, open the Actions menu and select Add gate pass, which opens this form with the job already selected.
- Fill in the fields below.
- Save.
| Field | Required | What to enter |
|---|---|---|
| Customer | Yes | The customer the stock belongs to. |
| In time | Yes | When the vehicle arrived. |
| In weight | No | Defaults to 0. |
| Truck number | No | The vehicle's number. |
| Container number | No | The container number, if any. |
| Seal number | No | The seal number, if any. |
| Reference number | No | A free-text reference. |
| Driver name | No | The driver's name. |
| Driver mobile | No | The driver's mobile number. |
| Description | No | Free text. |
If you leave Customer or In time blank, OCTO Ops shows the standard required-field message under it.
What happens when you save
OCTO Ops assigns the gate pass the next reference number automatically and gives it a starting status. You're returned to the gate pass's profile with the toast "Gate pass created successfully".
The gate pass profile
Opening a gate pass from the list shows its profile.
- Gate pass details — Customer, Truck number, Container number, Seal number, Driver name, Driver mobile, In time, Out time, and Net weight — all read-only.
- Stock lines — Product, Batch, and Qty for the stock the gate pass's job carried in or out. Shows "No stock lines." when the linked job has none, or when the gate pass has no linked job.
There's no "record vehicle out" or weighing action on this page. The Print icon appears in the toolbar but leads to an error page — see Current limitations. There's no edit icon.
Current limitations
- There's no way to edit a gate pass, record the vehicle leaving, or weigh it from this profile page.
- There's no email to the customer when a gate pass is created.
- The Print icon on a gate pass's profile leads to an error page — no print page exists for gate passes.
- There's no delete option for a gate pass.