CODEerts
Inventory app for Odoo
Gate Pass Management
Issue material gate passes that post real stock moves, so on-hand quantity stays truthful while goods are off site.
Overview
Gate Pass Management.
Control everything that leaves and enters your premises in Odoo. Returnable gate passes move stock into a custody location with real transfers, so on-hand quantity drops while the goods are off site and the stock stays on your books. Guards check passes in and out by barcode, external partners follow their own pass from a private portal link, and overdue returns are flagged automatically.
New to Odoo Inventory? Read our practical guide to how it works
How it works
Built around what you actually do.
Every screen below is the module running in Odoo, not a mockup.
01
Returnable gate passes that post real stock moves into a custody location
- On-hand and forecasted quantity drop while goods are off site, and the stock stays on your books
- Inward, outward, returnable and non returnable pass types
- Short stock is refused before a pass can leave, so custody never drives a location negative
- Returns processed through Odoo's own return transfer, with returned quantity rolled up per line
- Partial returns tracked line by line with pending, partial, returned and overdue states
02
Guard barcode screen to check a pass in or out and stamp who did it
- Partner portal page so vendors and contractors can follow a pass raised against them, read only
- Four roles: User, Approver, Security Officer and Manager, each enforced server side
- Approval step that can be switched off for sites that do not need it
- Overdue return flagging with an automatic activity to the requester
- Custody stock protected from inventory adjustments and quant deletion
03
Create a gate pass directly from an inventory transfer
- Printable pass with a scannable barcode
- Five capabilities individually switchable on or off per company
- Per company record rules on every record the module owns
Every screen
The whole module, screen by screen.
The captures the walkthrough above did not use, in the order you meet them in the product.
What it does
Gate Pass Management controls everything that leaves and enters your premises, and it is the only gate pass app that tells your inventory the truth while it happens. When a returnable pass is checked out, the module posts a real internal transfer into a custody location. On-hand quantity drops because the goods genuinely are not on site, but the stock is still yours and still on your books. When the material comes back, a return transfer puts it where it came from and the line is reconciled. Every other gate pass tool records a document and leaves your stock figures untouched.
Who it's for
Manufacturers, warehouses, construction and project sites, workshops and any business that moves tools, equipment, materials or samples in and out of a controlled site and needs the stock ledger to stay correct while those goods are away.
Questions
About Gate Pass Management.
How do I track returnable material that leaves the premises in Odoo?
Raise a returnable gate pass and check it out. The module posts a real internal transfer into a custody location, so the goods leave your available stock but remain on your books. When they come back, a return transfer brings them into the source location and the line is marked returned.
Does a gate pass actually change my stock, or is it just a printed slip?
It changes stock. A returnable pass posts a validated transfer into a custody location, so on-hand and forecasted quantity both drop. Most gate pass tools only record a document and leave inventory untouched.
What stops someone issuing a gate pass for stock that is not there?
Availability is checked before the pass can leave, aggregated per product and source location and converted to the product unit of measure. If there is not enough stock the check out is refused, so custody can never push a location negative.
Can a security guard check passes in and out without back office access?
Yes. The guard screen accepts a scanned or typed pass reference, moves the pass to the next state and records who did it. It is available to the Security Officer role and can be switched off if you do not use it.
Can vendors and contractors see their own gate passes?
Yes. An external partner opens a pass from its own private portal link and sees only passes raised against their own contact tree. The page is read only, so a partner cannot create or change a pass, and the whole portal can be turned off per company.
What happens if returnable goods are never brought back?
A scheduled action flags any line past its return due date that has not been fully returned, marks it overdue and raises an activity for the requester. A manager can force close a pass with a written reason, which is recorded in the chatter.
Which Odoo versions and editions are supported?
Use the version selector at the top of the Odoo Apps Store page to pick your Odoo release. It works on both Community and Enterprise.
On the Odoo Store
Get Gate Pass Management on the Odoo Store.
Pick your Odoo version and install it in a click, with free updates and real support behind it.
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CODEerts
CODEerts is a team of certified Odoo partners and full-stack engineers. We implement, customise and support Odoo ERP, then build the software around it.
