A Gate-Pass records a vehicle entering the yard — the driver, the container or load it's carrying, and the vehicle's weight on entry.
Before you start
Access to Gate-Passes is controlled by the View, Create, and Edit permissions for Gate-Passes (each as all records or own records — own records means records you created). You need View to see the list and a profile, and Create to record a vehicle entering.
The Gate-Passes list
Open Warehouse > Gate-Passes. The list only shows gate passes you have permission to view.
When your organization has business units, the list shows the gate passes of the unit chosen in the header, and the card title names it. Select the filter (funnel) icon to choose All business units, your main business only, or another unit with its sub-units. The Custom ID carries its legal entity's prefix when it has one (PH-1), and a Business unit column is added.
| Column | Notes |
|---|---|
| Custom ID | The gate pass's reference number. |
| Truck number | The vehicle's registration number. |
| Customer | The customer the gate pass is for. |
| In weight | The recorded weight on entry. |
| Out weight | The recorded weight on exit. |
| Status | The gate pass's status. |
The toolbar shows a Create icon when you hold the Create permission for Gate-Passes.
Record a vehicle entering
- From the Gate-Passes list, select the Create icon.
- Complete the fields below.
- Save the gate pass.
| Field | Required | What to enter |
|---|---|---|
| Customer | Yes | The customer the gate pass is for. |
| In time | Yes | When the vehicle arrived. |
| In weight | No | The vehicle's weight on entry. |
| Custom ID | No | Leave Auto checked for OCTO Ops to assign the ID, or uncheck it and enter your own. |
| Business unit | No | Shown only when your organization has business units. It starts with the unit chosen in the header. |
| Truck number | No | The vehicle's registration number. |
| Container number | No | The container number, where applicable. |
| Seal number | No | The seal number. |
| Reference number | No | Free text. |
| Driver name | No | The driver's name. |
| Driver mobile | No | The driver's mobile number. |
| Driver ID | No | The driver's ID number. |
| Description / Notes | No | Free text. |
What happens when you save
OCTO Ops creates the gate pass with the details you entered. You return to the gate pass's profile.
A gate pass of a business unit that is, or sits under, a separate legal entity is numbered in that entity's own sequence. Gate passes made in 3PL belong to your main business.
The gate pass profile
Opening a gate pass from the list shows its profile, with the vehicle, driver, and weight details you entered. With business units, it shows the Business unit.
The toolbar shows the Create icon (to start another gate pass) and a Print option, each only when you hold the matching permission.
An Edit icon was intended for this page but does not currently appear.
Print a gate pass
Open the gate pass's profile and select Print. This opens the gate pass in a printable format.
Errors you may see
| Message | What to do |
|---|---|
| Choose an active business unit. | Choose another unit, or your main business. |
| Business units are not set up for this organization. | Leave the field empty, or set up business units first. |
Current limitations
- There is no way to record a vehicle's exit — out-time, out-weight, or any edit — from these pages in this version. A gate pass can be created for a vehicle entering, but cannot currently be closed out from this UI, even though the application otherwise supports recording the exit and calculating the net weight from it.
- There is no Edit control on a gate pass's profile in this version, even though an edit icon was intended for it.
- There is no Delete control on the Gate-Passes screens in this version.