1. Suggested Flow of the Software
Gate entry Module
Suggested Flow of the Software
# 004 = Gate Entry

2. File Covers the next cell of this flow chart
Purchase indent
Indent Approval
Purchase Order
PO checking
PO Approval
Gate Entry
Quantity MRR
QA – QC
Bill Passing
Paymentx

3. Sub-Topics Covered Computer at the Main Gate
Data Entry by “Front Store”
or by the “Security Guards”.
No editing rights
No facility except Gate Entry

4. Gate Entry Starts now

5. Gate entry module logs in
Has no access to any module
Except GATE

6. Fields available for gate entry
Fields available for gate entry.. As Gate person do not required so much function so as per his requirement only 3 buttons are allowed to him

7. As Gate operator selects the Supplier Name System show all pending Entries with the Supplier name,
Usualy, no PO, then no Gate Entry

8. Choose type of the MRR (Gate Entry) like its PO Based, RGP, Incoming Job Work etc.

9. He fills up vendor bill number , date
Time in ( automatic )
Item received
Quantity as per the Vendor bill
Outer packages he received

10. Gate entry slip is ready
Some people print it on a small sticker
This sticker is pasted on the back side of the vendor bill – This is non-pealable / non replaceable

11. Some options available
For info only

12. The Main stores can always see What material, received at Gate
But not yet linked in main stores MRR

14. Has the Colm for Manual signatures too
Gate Entry register
Has the Colm for Manual signatures too
So, when Gate Stores gives vendors bill to the main stores, he gets signatures of main stores
Reduces risk of “missing documents”

15. Need answers for the “Right” ERP Implementation
Some Questions
Need answers for the “Right” ERP Implementation

16. Do you have a computer on Main Material Gate?
If not, please get this done
Very highly recommended.

17. Benefit Major Problems reduced , if you have a ERP running at the Main gate computer
Vendor cannot send anything excess
Vendor cannot send the wrong material
Auto alert to the stores
Reduction of manual work of stores team

18. Gate Entry Series = How many ?
Best business Practice =
Single Series, single register, nothing allowed in back date.
Finsys has the capability to give you reports separately for
Material against PO
Cash / local market purchase material without PO
Customer Rejections
Material From Job Workers,
Material from customers for incoming job work
Excisable / non excisable

19. Next Sticker or Stamp on the main gate ?
Best business Practice =
Options are
Bar Coded sticker pasted on back of vendor’s bill ?
Non Bar coded sticker (pasted on back of vendors bill ?
No sticker, just the traditional rubber stamp continues as usual ?

21. Sticker or Stamp on the main gate ?
Best business Practice =
Finsys has the capability to give you Stickers
Paste them on back of the vendors bill
Will never be generated “twice”
Rubber stamp can be done in back date, this sticker will not allow that without your knowledge
Duplicate printout, even if allowed, will carry the words “ DUPLICATE” in bold

22. Next .

23. If you think that Security Guards cannot do this… think again.
More than 100 factories of our clients are working at main gate via the “security guard supervisor” doing the materials gate entry.
It also adds “discipline”.

24. Allow excess Quantity at gate or not ?
Next
Allow excess Quantity at gate or not ?
Need answers for the “Right” ERP Implementation

25. Gate Entry lock for Purchase Orders / Schedule

26. Idea for the Local market purchases
Next
Idea for the Local market purchases

27. SOP for “Local Market Purchases”
If the item is a production item / or is significant and you want a proper record
Make a PO + approve it as usual
Make a MRR + QC as usual
Pass it in the books, as usual
Only in this case, the vendor name will be “Local market” and it will be credited
As soon as the field person, or purchase person gives an evidence that he has paid to this vendor, pass the entry ( Local Market , bill no xxx debit, and Mr ABC imprest account credit )
This is a model method.
Full history is maintained of the inventory inwards and stock in hand
Full history is maintained of the Price
Full history is maintained of the consumption patterns
Full history is maintained of the volume of funds moving via “local market” route
Risk of double payment claim by vendor is mitigated
You also have a knowledge of which imprest person is holding how much money of the company, not yet squared off.

28. Local Market MRR

29. Bill Passing for Local Market

30. SOP for “Back Date Purchases”
Simple Answer
Sorry, Not Allowed
=========================================================
Can you enter Gate entry In back date = NO, not permitted
Can you enter Gate entry by inserting a entry
Example : between 1102 and 1103, can I enter a 1102A = NO, not permitted
For expert Tax advice, contact Finsys Directors or your Chartered Accountants

31. Thank You
Finsys Team

32. Over to Next Powerpoint