Gate entry Module

Suggested Flow of the Software# 004 = Gate Entry

File Covers the next cell of this flow chart

Purchase indent

Indent Approval

Purchase Order

PO checking

PO Approval

Gate Entry

Quantity MRRQA – QC

Bill Passing Paymentx

Computer at the Main Gate

Data Entry by “Front Store”

or by the “Security Guards”.

No editing rights

No facility except Gate Entry

Sub-Topics Covered

Gate Entry Starts now

Gate entry module logs in

Has no access to any moduleExcept GATE

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

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

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

He fills up vendor bill number , dateTime in ( automatic )

1. Item received2. Quantity as per the Vendor bill3. Outer packages he received

Gate entry slip is ready

Some people print it on a small stickerThis sticker is pasted on the back side of the vendor

bill – This is non-pealable / non replaceable

Some options available

For info only

The Main stores can always seeWhat material, received at Gate But not yet linked in main stores

MRR

Gate Entry registerHas 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”

Some Questions

Need answers for the “Right” ERP Implementation

Do you have a computer on Main Material Gate?

If not, please get this doneVery highly recommended.

BenefitMajor Problems reduced , if you have a ERP

running at the Main gate computer

1. Vendor cannot send anything excess2. Vendor cannot send the wrong material3. Auto alert to the stores4. Reduction of manual work of stores team

Gate Entry Series = How many ?

Best business Practice = 1. Single Series, single register, nothing allowed

in back date.2. Finsys has the capability to give you reports

separately for a) Material against POb) Cash / local market purchase material without POc) Customer Rejectionsd) Material From Job Workers,e) Material from customers for incoming job workf) Excisable / non excisable

Next Sticker or Stamp on the main gate ?

Best business Practice = Options are a) Bar Coded sticker pasted on back of

vendor’s bill ?b) Non Bar coded sticker (pasted on back of

vendors bill ?c) No sticker, just the traditional rubber

stamp continues as usual ?

Sticker or Stamp on the main gate ?

Best business Practice = 1. Finsys has the capability to give you

Stickersa) Paste them on back of the vendors billb) Will never be generated “twice”c) Rubber stamp can be done in back date,

this sticker will not allow that without your knowledge

d) Duplicate printout, even if allowed, will carry the words “ DUPLICATE” in bold

Next

.

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”.

Next

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

Implementation

Gate Entry lock for Purchase Orders / Schedule

Next

Idea for the Local market purchases

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 usualMake a MRR + QC as usualPass it in the books, as usual Only in this case, the vendor name will be “Local market” and it will be creditedAs 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 handFull history is maintained of the PriceFull history is maintained of the consumption patterns Full history is maintained of the volume of funds moving via “local market” routeRisk of double payment claim by vendor is mitigatedYou also have a knowledge of which imprest person is holding how much money of the company, not yet squared off.

Local Market MRR

Bill Passing for Local Market

SOP for “Back Date Purchases”Simple Answer

Sorry, Not Allowed

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Can you enter Gate entry In back date = NO, not permitted

Can you enter Gate entry by inserting a entryExample : between 1102 and 1103, can I enter a 1102A = NO, not permitted

=========================================================For expert Tax advice, contact Finsys Directors or your Chartered Accountants

Thank You

Finsys Team

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