Gate Pass

Gate Pass

Gate Pass is a document authorizing movement of goods through a warehouse or facility gate. Used for outbound releases, transfers, or returns.

Industry practice: Gate pass = gate release, outbound permit. Guards check gate pass before allowing trucks to leave.

To access: Home > Warehousing > Gate Pass

1. How to Create

Typically created from Release Order or Transfer Order when goods are ready for dispatch.

2. Features

• Links to Release Order or Transfer Order
• Vehicle/driver details
• Gate-in/gate-out timestamps
• Pages Overview (Plate Scanner) for gate scanning

Complete field reference

All fields from DocType Gate Pass and nested child tables, in form order (including layout breaks). Columns: Label with technical field name in backticks, Type, and Description (from the DocType definition and standard freight/ERP semantics).

Label (Field name)	Type	Description
Basic Information (section_break_basic_info)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Series (naming_series)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: GP-.########.
Gate Pass Date (gate_pass_date)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
Gate Pass Time (gate_pass_time)	Time	Purpose: Clock time for shifts, gate hours, or cut-off times without a full date. What to enter: Time only (HH:MM or per ERPNext control).
column_break_references	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Warehouse Job (warehouse_job)	Link	Purpose: Creates a controlled reference to Warehouse Job so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Warehouse Job. Create the master first if it does not exist.
Job Type (job_type)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks). Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Reference Order Type (reference_order_type)	Link	Purpose: Creates a controlled reference to DocType so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing DocType. Create the master first if it does not exist. Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Reference Order (reference_order)	Dynamic Link	Purpose: References another document whose DocType is chosen in field reference_order_type (same pattern as ERPNext Dynamic Link). What to enter: First set the DocType field, then pick the document name for that type. Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Customer (customer)	Link	Purpose: Creates a controlled reference to Customer so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Customer. Create the master first if it does not exist. Behaviour: Read-only here — value comes from calculation, another field, or workflow. Behaviour: Auto-filled from warehouse_job.customer when the link/source changes — verify after edits.
Docking Details (docking_tab)	Tab Break	Purpose: Organises the form into tabs so related fields are easier to scan and edit. What to enter: No data — click the tab to show or hide its fields.
Dock Door (dock_door)	Link	Purpose: Creates a controlled reference to Dock Door so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Dock Door. Create the master first if it does not exist.
ETA (eta)	Datetime	Purpose: Exact timestamp for events, SLAs, or audit (more precise than Date alone). What to enter: Pick date and time; use the time zone your process expects (often local site).
column_break_transport	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Transport Company (transport_company)	Link	Purpose: Creates a controlled reference to Transport Company so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Transport Company. Create the master first if it does not exist.
Vehicle Type (vehicle_type)	Link	Purpose: Creates a controlled reference to Vehicle Type so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Vehicle Type. Create the master first if it does not exist.
Plate No. (plate_no)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Driver Name (driver_name)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Driver Contact (driver_contact)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Container Type (container_type)	Link	Purpose: Creates a controlled reference to Container Type so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Container Type. Create the master first if it does not exist.
Container No. (container_no)	Data	Purpose: Carrier, customs, or commercial reference printed on transport or customs documents. What to enter: The exact identifier from the MAWB/HAWB, B/L, container interchange, or tax invoice.
Items (section_break_items)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Items (items)	Table	Purpose: Stores repeating Gate Pass Item lines (child records) such as packages, charges, legs, or documents. What to enter: Use Add row, fill each line, and remove rows you do not need. Save the parent to persist child rows.
Authorization (section_break_authorization)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Authorized By (authorized_by)	Link	Purpose: Creates a controlled reference to User so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing User. Create the master first if it does not exist.
Authorized Date (authorized_date)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
column_break_security	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Security Checked By (security_checked_by)	Link	Purpose: Creates a controlled reference to User so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing User. Create the master first if it does not exist.
Security Check Time (security_check_time)	Datetime	Purpose: Exact timestamp for events, SLAs, or audit (more precise than Date alone). What to enter: Pick date and time; use the time zone your process expects (often local site).
Security Notes (security_notes)	Small Text	Purpose: Short note or identifier where a full Text field is not needed. What to enter: One line of text; keep it brief for list views.
Status (section_break_status)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Status (status)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Draft, Authorized, In Progress, Completed, Cancelled.
Actual In Time (actual_in_time)	Datetime	Purpose: Exact timestamp for events, SLAs, or audit (more precise than Date alone). What to enter: Pick date and time; use the time zone your process expects (often local site).
Actual Out Time (actual_out_time)	Datetime	Purpose: Exact timestamp for events, SLAs, or audit (more precise than Date alone). What to enter: Pick date and time; use the time zone your process expects (often local site).
Notes (notes_tab)	Tab Break	Purpose: Organises the form into tabs so related fields are easier to scan and edit. What to enter: No data — click the tab to show or hide its fields.
notes	Text Editor	Purpose: Field type Text Editor — stores or displays data per Frappe standard behaviour. What to enter: Enter or select a value appropriate to the label; see ERPNext docs for this field type if unsure.
Transaction Entity (transaction_entity_tab)	Tab Break	Purpose: Organises the form into tabs so related fields are easier to scan and edit. What to enter: No data — click the tab to show or hide its fields.
Company (company)	Link	Purpose: Creates a controlled reference to Company so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Company. Create the master first if it does not exist.
Branch (branch)	Link	Purpose: Creates a controlled reference to Branch so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Branch. Create the master first if it does not exist.

Child table: Gate Pass Item (field items on parent)

Label (Field name)	Type	Description
Item Code (item_code)	Link	Purpose: Creates a controlled reference to Warehouse Item so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Warehouse Item. Create the master first if it does not exist.
Item Name (item_name)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks). Behaviour: Read-only here — value comes from calculation, another field, or workflow. Behaviour: Auto-filled from item_code.item_name when the link/source changes — verify after edits.
Description (description)	Small Text	Purpose: Short note or identifier where a full Text field is not needed. What to enter: One line of text; keep it brief for list views. Behaviour: Read-only here — value comes from calculation, another field, or workflow. Behaviour: Auto-filled from item_code.description when the link/source changes — verify after edits.
column_break_quantity	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Quantity (qty)	Float	Purpose: Decimal quantity or measurement (weight, volume, count with decimals). What to enter: Enter a number using site decimal precision.
UOM (uom)	Link	Purpose: Creates a controlled reference to UOM so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing UOM. Create the master first if it does not exist. Behaviour: Read-only here — value comes from calculation, another field, or workflow. Behaviour: Auto-filled from item_code.uom when the link/source changes — verify after edits.
column_break_location	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Branch (branch)	Link	Purpose: Creates a controlled reference to Branch so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Branch. Create the master first if it does not exist. Behaviour: Read-only here — value comes from calculation, another field, or workflow. Behaviour: Auto-filled from parent.branch when the link/source changes — verify after edits.
Handling Unit (handling_unit)	Link	Purpose: Creates a controlled reference to Handling Unit so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Handling Unit. Create the master first if it does not exist.

3. Related Topics

• Release Order
• Transfer Order
• Plate Scanner
• Warehousing Module