Gatepass Orders (RGP, NGP, RTV) - New B2B

Software Plan: Growth & Enterprise

Account Type: Seller Account

Inventory Type: Serialized & Non-Serialized

Overview

Gatepass is used when you need to send stock out of the warehouse but it is not a sale order.

Use this when:

• you are sending stock out without creating a customer order, or
• the stock will come back later or will not come back, or
• you are sending stock back to the vendor
  

The type of gatepass you select decides how the inventory is adjusted in the system.

Use Cases

          Returnable Gatepass (RGP)

• Use when stock is sent out and expected to return:

  • exhibition or demo usage
  • marketing or influencer usage
  • short-term stock movement
  • repair or testing

  ---

  
  

  Non-Returnable Gatepass (NGP)

  Use when stock is sent out and will not return:

  • free samples
  • promotional giveaways
  • internal use
  • non-sale outward of stock

  ---

  
  

  Return to Vendor (RTV)

  Use when stock is sent back to the vendor:

  • damaged or defective items
  • expired or unsellable stock
  • excess or incorrect supply
  • purchase returns
    

Prerequisites

• New B2B Enabled
• Required master data as per usage:
  • Customer
  • Vendor
    

Workflow

Order Creation

Step 1: Go to (+) icon and Click on 'Create Bulk Order'

or

Go to the main menu & Click on Orders > B2B Orders > View Orders > 'Create' button

Step 2: Select Order Type

• Returnable Gatepass (RGP)
• Non-Returnable Gatepass (NGP)
• Return to Vendor (RTV)

Step 3: Select or Create:

• Customer (if applicable)
• Vendor (if applicable)

Refer here for Customer Master

Refer here for Vendor Master

Order Type	Allowed Entity
Returnable Gatepass (RGP)	Customer / Vendor / Self
Non-Returnable Gatepass (NGP)	Customer / Vendor
Return to Vendor (RTV)	Vendor

Step 4: Enter Details & Create

• Select/Scan Product SKU
  
• Other fields are optional basis requirement
  

Step 5: View Order

• Order appears in one of the following tabs:
  
• B2B Orders > View Orders (if auto approved)
  or
  B2B Orders > Unapproved Orders (if this setting is turned on 'Auto Assign Inventory For B2B Orders at order import')

• To Approve: Open the order > Review order details > Approve order > Enter qty
  

• On approval, order moves to View Orders (Unassigned Orders) and inventory assignment becomes available
  

• Find your gatepass order using the right filters

Picking and Order Batching

Step 6: Create Picklist

Scroll right & click on the icon to Create Picklist

Step 7: Select Picklist Criteria

1. If Unchecked → picklist split by zone
2. If Checked → single picklist
3. Click Submit
4. After clicking Submit, picklist will be generated and the order will automatically get added to an order batch.
   

Step 8: Go to Order Batches B2B

Order batch can be viewed here.

You can also assign the Picker and the Packer on this page

In case of Web picking, you can apply filters and download picklists, by clicking Action button
In case of HHT/Device based picking, go to the HHT > Picking > Start picking
Refer here for HHT based picking process

Packing and Box Management

Step 9: Scan Picklist & Begin Packing

Click on the Batch ID & Scan Picklist ID

Step 10: Create New Box ID

Step 11: Scan the Box ID & Product Code

Bulk Scanning (Non-Serialized only)

If enabled:

1. Quantities can be entered in bulk
   

If disabled:

1. Items must be scanned one by one
   

To enable:

1. Settings → Other Settings → Activate bulk SKU scanning at B2B Order processing

Packaging Material

• Optional
• Visible only if enabled
• Can be selected before closing the box
  

Once all items are scanned, Close Box button turns red with a confirmation message

Box Number:

- Auto-generated per order

- Sequential (starts from 1)

- Fixed once created

Invoicing

Step 12: Go to Start Invoicing

Go to Orders > B2B Orders > Start Invoicing

Step 13: Scan First Box

Scan the first Box ID

Order details and total box count get populated

Step 14: Scan Remaining Boxes (if required)

Scan all remaining Box IDs

If an incorrect box is scanned, system shows an error and requires removal

View Boxes (Optional)

Click View Boxes

All packed boxes with their status are displayed

Step 15: Generate Invoice

Click Generate Invoice

Invoice is generated & available under View Exports

---

Partial Invoicing (If Applicable)

Invoice can be generated for all or selected boxes

If not all boxes are scanned, system shows a soft alert

Remaining boxes can be:

• Invoiced later
• Cancelled

Cancellation Handling (If Boxes Cancelled)

Cancelled boxes are treated as unpacked

Items move to cancellation bin and require putaway

Step 16: Go to Manage Consignment

Go to Orders > B2B Orders > Manage Consignment

Consignment is auto created after invoicing

In case invoicing is not completed, it can be completed from this page using the Action button

---

Step 17: Verify Consignment

Find the consignment created after invoicing

• Status should be Invoiced
• Note the Consignment Number

---

Handover & Dispatch

Step 18: Create Handover

Go to Orders > B2B Orders > Manage Handover

Click Create Handover

---

Step 19: Scan Consignment

Click Action → Scan Consignment

Scan / enter the Consignment Number

Consignment gets added to the handover batch

---

Step 20: Add Shipping Info (If Required)

Click Add Shipping Info

Enter required details

Rule

• Mandatory if invoice value > ₹50,000
• Optional if below
  

---

Step 21: Generate Manifest

Click Generate Manifest

Handover document can be downloaded from the same page after manifest generation

---

Order Shipped

After manifest generation:

• Order is marked as Shipped

View in:
Orders > B2B Orders > View Orders > Shipped Orders

Gatepass Order Invoice Behavior

Order Type	Account Type	Document
RGP	Same State	Delivery Challan
RGP	Different State	Tax Invoice
RGP	International	Export Invoice
RGP	Self	Delivery Challan (0 tax mentioned)
NGP	Same/Different	Tax Invoice
NGP	International	Export Invoice
RTV	Same/Different	Debit Note
RTV	International	Export Invoice

---

Operational Rules

• Order type cannot be changed after creation
• RGP tracks pending returns
• NGP does not allow returns
• RTV must be created against vendor
• Inventory must be assigned before picking
• One manifest per invoice

---

Outcome

• Inventory is outwarded through gatepass flow
• Document is generated
• Shipment is completed via manifest

---

FAQs

Q1. Can I change order type after creation?

No

---

Q2. Can I partially invoice an order?

Yes
Remaining boxes can be invoiced later or cancelled

---

Q3. Can NGP orders be returned?

No

---

Q4. When is a consignment available?

After invoice is generated

---

Q5. Is shipping information mandatory?

Mandatory only if invoice value exceeds ₹50,000

---

Q6. Can multiple consignments be added in one handover?

Yes

---

Q7. When is the order marked as shipped?

After manifest is generated

Related Articles

1. Create Customers using Customer Master

2. Creating Vendor in EasyEcom

3. HHT- Pick & Pack process for B2B orders

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