Completing Gate Entry Checks

Gate security opens the Gate Entry Check Form, ticks off mandatory declarations covering vehicle condition, driver sobriety, cargo condition, and documentation, adds a written remark, and then clicks Approve or Reject based on the physical inspection.

Show Image 

Complete step-by-step process:

1. From Gate Entry, open the pending record (status: Gate Entry Pending) for the arriving vehicle — this is typically found by scanning the ASN's QR code or searching the ASN/PO number.
2. Click the green form icon to open the Gate Entry Check Form.
3. Review the Mandatory Declarations checklist, physically verifying each item before ticking the box:
   • Gate Declaration 1 — "The truck is not damaged in any way"
   • Gate Declaration 2 — "The driver has not consumed any kind of alcohol"
   • Gate Declaration 3 — "All kind of stuff inside the truck is perfect"
   • Gate Declaration 4 — "All documents of vehicle and driver are perfect"
4. Under Entry Details, enter a Gate Remark — a mandatory free-text field for any observations (e.g., "minor delay due to traffic," "documents verified against ASN").
5. Under Attachments, upload supporting evidence if needed — the form accepts PDF, PNG, JPG, Excel, and Word files up to 20MB.
6. Watch the live counter (e.g., "4 checks remaining before approval") — this tells you exactly how many mandatory declarations are still unticked.
7. Once all declarations are ticked and the remark is entered, click Approve to let the vehicle proceed into the premises, or click Reject if any declaration fails, or Cancel to close the form without action.

Why each declaration exists — the operational reasoning:

• Vehicle damage check protects against disputes over whether damage occurred before or during transit.
• Driver sobriety check is a critical safety and liability control for on-site vehicle movement.
• Cargo condition check catches visible damage or tampering before goods even reach store certification.
• Documentation check ensures the vehicle and driver have valid, complete paperwork, reducing legal and compliance risk.

Direct answer for a common question: The form shows a live counter like "4 checks remaining before approval" — this means the Approve button stays disabled (or blocked) until every single mandatory declaration is ticked, ensuring no step can be skipped under time pressure.

What happens after rejection: A rejected gate entry moves to the Gate Rejection list, where the specific reason can be reviewed, and the vendor or transporter can be contacted to resolve the issue (e.g., resending correct documents) before a re-attempt.

A closer look at why the form separates declarations from the free-text remark: The four checkboxes force a consistent, auditable "yes/no" answer to the same critical questions every single time, regardless of who is on gate duty that day. The Gate Remark field then captures any nuance or context beyond a simple checkbox — for example, noting that "truck arrived 45 minutes late but all declarations otherwise pass," giving future reviewers useful operational context that a checkbox alone can't convey.

Frequently Asked Questions

Can I approve a gate entry if only 3 out of 4 declarations are true? 

No — all mandatory declarations must be ticked (meaning verified true) before the system allows Approve; if even one fails, the correct action is Reject.

Is the Gate Remark field optional? 

It's marked as required ("Gate Remark *") — a remark must be entered regardless of whether you approve or reject.

What kind of attachments should I upload at gate entry? 

Common examples include photos of the vehicle/cargo condition, scanned driver documents, or any evidence relevant to a borderline approval/rejection decision.

Can a rejected gate entry be reversed to Approved later? 

Typically, a rejected entry needs to go through the Gate Rejection review process and may require a fresh gate entry attempt rather than a direct status reversal.

How does the Gate Entry Check Form relate to the QR code from the ASN? 

Scanning the ASN's QR code at arrival pulls up the exact matching Gate Entry Check Form, ensuring the vehicle being checked corresponds precisely to an expected, pre-registered shipment.

Who is typically responsible for completing this form? 

Gate security or dedicated security/logistics staff assigned the Gate Entry role are responsible for physically verifying each declaration before submission.

What does "Cancel" do differently from "Reject"? 

Cancel simply closes the form without recording a decision (useful if you were interrupted or need to re-check something), while Reject formally records that the vehicle failed verification and routes it to Gate Rejection.