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You are here : CRM > Dispatch > Gate Outward Entry Gate Outward Entry
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Through this option you can add and maintain Outward Gate Passes for Items to be sent out to the Customers against one or more Invoices or to the Vendors against Purchase Rejection Invoices.
Details include the Customer/Vendor, Transporter details, Invoices against which Items are being sent, Shipment address and Time.
Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.
IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.
Gate Outwards can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.
To 'Add' a Gate Outward, click on the 
button and to 'Edit', click on the 
icon on its corresponding record. To 'Delete' a particular Gate Outward, click on the 
icon on the record. To view details of a particular Gate Outward, <DoubleClick> on that record. As a result, following screen will be displayed -
Select the type of Gate Outward Entry by selecting any one of the following-
Invoice Outward
Select this option by clicking on it if you want to create Gate Outward against one or more Invoices created through DC cum Invoices Entry option.
Other Outward
Select this option by clicking on it if you want to create Gate Outward against one or more Invoices by entering the Invoice Numbers.
Denotes the year of Gate Outward.
While 'Adding', current financial year is displayed by default. It can not be changed.
In case of 'Edit', and 'View', Outward Year will be displayed automatically for the selected record. It can not be changed.
Denotes the Group of Gate Outward.
Click on the field to access a list of
already defined Gate Outward Groups 
for the entered Year though Document Control Master option in Administrator
Tools Module. Select your desired Group from the list by clicking on the it. Alternatively you can also enter
the Group Code.
In case of 'Edit', and 'View', Group will be displayed automatically for the selected record. It can not be changed.
Denotes the Site of Gate Outward.
Click on the field to access a list of
already defined Sites for the selected Gate Outward Group . Select your desired Site from the list by clicking on it. Alternatively you can also enter
the Site Code.
In case of 'Edit', and 'View', Location will be displayed automatically for the selected record. It can not be changed.
(Type : Alphanumeric, Length : 6)
Denotes the Number of Gate Outward.
While 'Adding', Gate Outward Number is either generated automatically or entered manually by the user.
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Generation of Gate Outward Number is a flag driven option and depends upon the
setting of flag 'Auto Number Generate Required' |
In case of 'Edit', and 'View', Number will be displayed automatically for the selected record. It can not be changed.
Specifies the Date of Gate Outward.
While 'Adding', today's date will be displayed by default.
In case of 'View', and 'Edit', Date will be displayed automatically for the selected Gate Outward Number.
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You can change the Outward Date but the option to change it depends upon the setting of flag 'Do you want system Date and Time in Gate Inward/Outward Entry and not changeable?'
If the flag is 'Yes', the system will display the current Date and the users will NOT be able to change it.
If the flag is 'No', the system will still show the current Date but the users will be able to change it. |
Denotes the Customer/Vendor for whom Invoice is made.
In case Invoice Outward is selected -
While 'Adding' a new Gate Inward, click on the field to access a list of already existing Customers and Vendors defined through Customer Master option and Vendor Master option of Purchase Module. Select your desired Customer/Vendor from the list by clicking on it. Alternatively you can also enter the Customer/Vendor Code.
In case Other Outward is selected, enter the name of the Customer/Vendor.
In case of 'Edit', and 'View', Customer/Vendor will be displayed automatically as per the selected Gate Inward Type + Gate Inward Year + Gate Inward Group Code + Gate Inward Location + Gate Inward Number. You can NOT change it in 'Edit' mode.
Denotes the Transporter for the Invoice Items.
In case Invoice Outward is selected -
While 'Adding' a new Gate Inward, click on the field to access a list of already existing Transporters defined through Codes Master Entry (Code Type='TR') option of Administrator Tools Module. Select your desired Transporter from the list by clicking on it. Alternatively you can also enter the Transporter Code.
In case Other Outward is selected, enter the name of the Transporter.
In case of 'Edit', and 'View', Transporter will be displayed automatically as per the selected Gate Inward Type + Gate Inward Year + Gate Inward Group Code + Gate Inward Location + Gate Inward Number. You can NOT change it in 'Edit' mode.
(Type : Alphanumeric, Length : 15)
Denotes the Vehicle Number of the Transporter.
While 'Adding' a new Gate Inward, enter the Vehicle Number of the Transporter.
n case of 'Edit', and 'View', Vehicle No. will be displayed automatically as per the selected Gate Inward Type + Gate Inward Year + Gate Inward Group Code + Gate Inward Location + Gate Inward Number. You can change it in 'Edit' mode.
Click on the 
button to continue.
Next, a list of all authorized DC Cum Invoices created through DC Cum Invoices Entry option for the selected Customer/Vendor will be displayed in a grid as follows-
While 'Adding' a new Gate Outward, press <SPACEBAR> on a row to select or de-select that particular Invoice.
Field Description of the grid -
Expand/Collapse:
Click on '
Invoice/Document Number:
In case Invoice Outward is selected, this field automatically displays the Invoice Number for your information. It can not be changed..
In case Other Outward is selected, click on the field. Now enter the Invoice Document Number. Press <TAB>.
Date:
In case Invoice Outward is selected, this field automatically displays the date of the Invoice for your information. It can not be changed.
In case Other Outward is selected, click on the field. Now enter the date of the Invoice Document Number. Press <TAB>.
Shipment Address:
In case Invoice Outward is selected, this field automatically displays the Address at which the Invoice has to be shipped for your information. It can not be changed.
In case Other Outward is selected, click on the field. Now enter the Shipment Address for the Invoice. Press <TAB>.
Material Details:
Click on the field. Now enter the details of the material belonging to the Invoice. Press <TAB>.
Quantity:
Denotes the total quantity of the Invoice.
In case Invoice Outward is selected, this field automatically displays the total quantity of the Invoice for your reference. It can not be changed.
In case Other Outward is selected, click on the field. Now enter the total Quantity of the Invoice. Press <TAB>.
Out Time:
Denotes the time at which the material was sent out of the gate.
While 'Adding' a new Gate Outward, current system time will be displayed automatically. You can change it. Press <TAB>.
In case of 'Edit', and 'View', the Out Time of the Invoice for the selected Gate Outward Number will be displayed automatically. You can change it in 'Edit' mode.
Outward By
(Type : Alphanumeric, Length : 255)
Denotes the person who is responsible for the Gate Outward of Invoice.
While 'Adding' a new Gate Outward, click on the field. Now enter the name of the person who is responsible for the Gate Outward. Press <TAB>.
In case of 'Edit', and 'View', Outward By for the Invoice will be displayed automatically. You can change it in 'Edit' mode.
Time Spent:
Denotes the time spent on the Gate Outward process.
While 'Adding' a new Gate Outward, current system time will be displayed automatically. You can change it. Press <TAB>.
In case of 'Edit', and 'View', the Time Spent on the Invoice for the selected Gate Outward Number will be displayed automatically. You can change it in 'Edit' mode.
Remark:
Denotes Remarks for the Invoice.
While 'Adding' a new Gate Outward, click on the field. Now enter Remarks, if any, related to the Invoice. Press <TAB>.
In case of 'Edit', and 'View', the Remarks entered for the Invoice will be displayed automatically. You can change it in 'Edit' mode.
Denotes Remarks for the Gate Outward.
While 'Adding' a new Gate Outward, enter Remarks, if any, related to the Gate Outward.
In case of 'Edit', and 'View', the Remarks entered for the Gate Outward will be displayed automatically. You can change it in 'Edit' mode.
Once all the information has been entered related to the Gate Outward, click on 'Save' button to finally save it or 'Cancel' button to discard. The control will go back to the list.
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