Gate Entry

An erpnext security gate module for recording material and people movement

Demo Video: https://drive.google.com/file/d/1mzmrLoa4C1H7ZSi5jn5PSRyO7kTLzZwh/view?usp=drive_link

Installation

You can install this app using the bench CLI:

Prerequisites

• ERPNext Installed
• India Compliance Installed

cd $PATH_TO_YOUR_BENCH
bench get-app $URL_OF_THIS_REPO --branch develop
bench install-app gate_entry

Configuration

• Assign the auto-created Security Guard role to guard users. The setup hooks harden this role with read-only access to Sales Invoice, Delivery Note, and GST Settings, while keeping Desk access disabled.
• Ensure outbound sales documents capture transport details: add or expose vehicle_number, driver_name, and driver_contact fields on Sales Invoice and Delivery Note so the gate pass can auto-populate them.
• Review GST Settings and configure e_waybill_threshold (and enable_e_waybill_from_dn if Delivery Notes should be blocked) to align compliance checks with your statutory requirements.
• Keep guard users on the streamlined Gate Pass form; they should not require additional financial roles or report permissions.

Stock Entry Integration

The Gate Entry app integrates seamlessly with ERPNext Stock Entry to automate gate pass creation for material transfers that leave the plant.

Features

1. Auto-Creation of Gate Passes

   • When a Stock Entry with stock_entry_type = "Material Transfer" is submitted with the External Transfer checkbox enabled, a draft Gate Pass is automatically created
   • The Gate Pass is created in the background via an enqueued job to avoid blocking Stock Entry submission
   • Gate Passes are also auto-created for Send to Subcontractor Stock Entries

2. External Transfer Checkbox

   • A custom field ge_external_transfer is added to Stock Entry
   • Visible only when stock_entry_type == "Material Transfer"
   • When checked, indicates that the material transfer leaves the plant and requires gate documentation
   • Optional ge_gate_pass_instruction field allows stores teams to pass notes to security

3. Return Material Transfers

   • Return Stock Entries (is_return = 1) automatically create inbound Gate Passes (Gate In)
   • The Gate Pass correctly links to the original outbound transfer via outbound_material_transfer field
   • Manual return flow: Gate Passes can be created before the return Stock Entry exists, referencing the outbound transfer directly

4. Multi-Pass Allocations

   • Multiple Gate Passes can be created for the same Stock Entry to handle partial dispatches
   • Allocation validation ensures total quantities across all Gate Passes do not exceed Stock Entry quantities
   • Database-level locking prevents race conditions when multiple Gate Passes are validated simultaneously

5. Discrepancy Logging

   • Gate Passes support recording material discrepancies (lost, damaged quantities)
   • Validation ensures discrepancy quantities do not exceed movement quantities
   • Discrepancy fields are automatically cleared when has_discrepancy is unchecked

6. Cancellation Handling

   • When a Stock Entry is cancelled, all linked Gate Pass references are automatically cleared
   • Auto-created Gate Passes are cancelled when their source Stock Entry is cancelled
   • Gate Passes can be cancelled independently, clearing the gate_pass reference from Stock Entry

Workflow Examples

Outbound Transfer:

1. Create Stock Entry with stock_entry_type = "Material Transfer"
2. Check External Transfer checkbox
3. Submit Stock Entry
4. Gate Pass is auto-created in draft status (Gate Out)
5. Security guard reviews and submits Gate Pass

Return Transfer:

1. Create return Stock Entry (is_return = 1) referencing original outbound transfer
2. Submit return Stock Entry
3. Gate Pass is auto-created in draft status (Gate In)
4. Gate Pass automatically links to original outbound transfer
5. Security guard reviews and submits Gate Pass

Manual Return Flow:

1. Create Gate Pass manually with manual_return_flow = 1
2. Reference the outbound Stock Entry in outbound_material_transfer
3. Submit Gate Pass
4. Later, create return Stock Entry and link it to the Gate Pass

Custom Fields Added

The app adds the following custom fields to Stock Entry (all removed on uninstall):

• ge_external_transfer (Check): Flags external transfers requiring gate documentation
• ge_gate_pass_instruction (Small Text): Optional notes for security team
• gate_pass (Link): Links to the Gate Pass created for this Stock Entry

Technical Details

• Event Handlers: Stock Entry on_submit, on_cancel, and on_trash events are hooked
• Background Jobs: Gate Pass creation runs in background queue to avoid blocking Stock Entry submission
• Database Locking: Uses SELECT FOR UPDATE to prevent over-allocation in concurrent scenarios
• Reference Management: Automatic cleanup of references when Stock Entries or Gate Passes are cancelled/deleted

For detailed installation and uninstallation instructions, see INSTALLATION.md.

Releases

This module follows Semantic Versioning and is compatible with ERPNext v15.x.

Current Version: 1.0.0

For release information and version history, see CHANGELOG.md.

To create a new release, follow the process outlined in RELEASE.md or use the quick reference guide in scripts/QUICK_RELEASE.md.

Quick release command:

./scripts/release.sh <version>
# Example: ./scripts/release.sh 1.0.0

Contributing

This app uses pre-commit for code formatting and linting. Please install pre-commit and enable it for this repository:

cd apps/gate_entry
pre-commit install

Pre-commit is configured to use the following tools for checking and formatting your code:

• ruff
• eslint
• prettier
• pyupgrade

CI

This app can use GitHub Actions for CI. The following workflows are configured:

• CI: Installs this app and runs unit tests on every push to develop branch.
• Linters: Runs Frappe Semgrep Rules and pip-audit on every pull request.

License

mit