RGP and NRGP Software

Material gatepass management system with returnable/non-returnable material outward workflow for corporates and large organisations.

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Material Gatepass Management System

The RGP and NRGP software is a comprehensive module for Returnable & non-returnable Material Gatepass management system. This module is designed for large enterprises with multi-site and multi-user operations.

Features of Material Gatepass management system

Users can create a Material outward request
Based on the approval policy, a custom approval-workflow can be defined in the RGP and NRGP Software.
As soon as a Material outward request is entered in the system, email alerts are sent to the approvers. Approvers can “Approve” or “Reject” an outward request.
Once an outward request is approved as per the defined workflow, the outward request is seen at the security gate.
A physical, barcoded Material Gatepass can be printed, if required, in the RGP and NRGP software. This outward Gatepass can be given to the vendor and can accompany the goods on return.
Security at gate can inspect, scrutinize and verify the Material leaving the premises with quantities, serial numbers and specifications mentioned in the Gatepass.
Photographs of the material & vendor can be stored with the outward transaction in the RGP and NRGP software.
Photo ID and Vehicle details of the vendor/carrier can be stored with the transaction.
Barcode stickers can be affixed on the material going out for easy identification on return.
The material is considered to be outward only after approval by gate security.
For returnable materials, a pending log is maintained.
Before the expected day of return – email alerts can be sent to vendor, initiator and security in the RGP and NRGP software.
When the returnable goods arrive back at the security gate, the security person can scan the barcode on the Gatepass or the material to open the Transaction and marks the inward of the returnable item.
An alert is again sent to the initiator informing about the arrival of returnable material in the RGP and NRGP software.
Initiator can complete the full RGP cycle by flagging-off “Material Received”.
Multiple MIS reports like Outward register and pending Returns are available.
User defined fields are available.

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Features:

What is a Returnable Material Gatepass?

A returnable material Gatepass tracks the movement of returnable goods. It keeps track of materials that are loaned, rented, or borrowed, and are meant to be returned. It records the material that is moved, who is moving it, and when will it be returned.

Issuance: RGP can be issued to suppliers, contractors, or service providers to allow them to enter the company’s premises with goods or equipment that are expected to be returned.
Validity: RGP is typically issued for a specific period of time and must be returned upon the supplier’s or contractor’s departure.
Tracking: RGP can be scanned or recorded at the entrance and exit points to keep track of the movement of goods and ensure proper documentation.
Returnability: The RGP system requires suppliers or contractors to return the pass when they leave the company’s premises with the goods or equipment.
Security: RGP helps to ensure that only authorized personnel have access to the company’s premises and that the company’s assets and goods are secure.

What is a Non-Returnable Material Gatepass?

Issuance: NRGP can be issued to suppliers, contractors, or service providers to allow them to enter the company’s premises with goods or equipment that are not expected to be returned.
Tracking: NRGP can be scanned or recorded at the entrance and exit points to keep track of the movement of goods and ensure proper documentation.
Non-Returnability: The NRGP system does not require suppliers or contractors to return the pass as the goods or equipment are not expected to be returned.
Documentation: NRGP typically includes details such as the supplier’s or contractor’s name, the date and time of entry, the type and quantity of goods being delivered, and any relevant documentation such as invoices or delivery receipts.
Security: NRGP helps to ensure that only authorized personnel have access to the company’s premises and that proper documentation and accountability are maintained for all deliveries.

Material movement approval workflow

Material movement approval workflow is used to ensure material movements authorization and tracking. Steps involved:

Request: A request for a material movement is initiated by an employee within the organization.
Review: The request is reviewed and approved by the manager or supervisor.
Documentation: This includes the type, quantity of material and the from & to location it is being moved.
Execution: Material movement is executed by the appropriate personnel, like a worker or truck driver.
Tracking: Material movement is tracked till the material arrives at its destination safely and on time.
Confirmation: Upon completion of the material movement, the receiver confirms the material receipt.
Reporting: Material movement reports are available for future reference.

Frequently Asked Questions

What is RGP and NRGP software?

RGP and NRGP software automates the material gate pass process for tracking returnable and non-returnable materials in and out of a facility, ensuring accurate documentation and compliance.

How does the RGP and NRGP software streamline material movement?

The software digitizes gate pass generation, tracks approvals, maintains detailed records, and sends alerts for returnable items due for retrieval, reducing manual errors and improving efficiency.

What types of industries benefit from RGP and NRGP software?

Industries like manufacturing, logistics, retail, and warehouses that frequently deal with material movement and asset tracking gain operational efficiency with this software.

Can the software integrate with other systems?

Yes, many RGP and NRGP solutions support integration with ERP and inventory management systems, providing a seamless workflow for material and inventory tracking.

How does the software handle returnable materials?

It sets return timelines, issues reminders, and generates alerts for overdue items, ensuring proper accountability and reduced material loss.

What are the key features of RGP and NRGP software?

Features include automated gate pass creation, approval workflows, real-time tracking, return alerts, multi-location support, and customizable templates for reports.

Is the system suitable for multi-location operations?

Yes, the software supports centralized management of material movement across multiple facilities, providing real-time visibility and detailed analytics.

How secure is the data in RGP and NRGP software?

The software employs advanced security measures, such as encrypted data storage, user access controls, and audit logs, to ensure sensitive information remains protected.

What are the benefits of using an RGP and NRGP system?

It enhances operational transparency, reduces paperwork, prevents material loss, ensures compliance, and provides actionable insights through analytics.

Can small businesses use RGP and NRGP software?

Yes, the software is scalable and can be customized for businesses of all sizes, making it cost-effective for small and medium enterprises.

Disclaimer: The features and functionalities listed here are licence, version, device and module dependent. Some of the features may be in development/testing/prototype phase and may require additional development effort, time and cost to be available in production environment. Some of the features are tailor made for specific installations and may not be available in the standard application.