Transport Order – Gate Pass Manual

Version: V1.0.38.2
Prepared by: Arul Jothi
Date: 10/12/2025

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
    4.1 Gate Pass Access and Permissions
    4.2 Creating and Printing a Gate Pass
    4.3 Gate Pass
    4.4 Mandatory & Non-Mandatory Fields
    4.5 Printing Gate Pass
    4.6 Printing Duplicate Gate Pass
    4.7 Viewing the Print Log

5. Troubleshooting Common Issues

6. FAQs

7. Support

1. Introduction

This section of the Transport Rental Details module focuses on the creation and management of Gate Passes linked to Transport Orders (TO).
It ensures that dispatch-related activities are tracked accurately and securely, with proper access control and full auditability for original and duplicate prints.

2. System Requirements

• Browser: Chrome 90+ or Firefox 85+

3. Logging In

1. Log into the ZEALIT system using your user credentials.
   

4. Main Features and Functions

4.1 Gate Pass Access and Permissions

• The Gate Pass option is visible only to users with the required access rights.

• Gate Pass creation requires the following conditions to be fulfilled:

  • Truck Number and Driver details must be entered.

  • The Transport Order must be in Confirmed status.

  • The user must have Gate Pass creation permission.

4.2 Creating and Printing a Gate Pass

• Once all prerequisites are met, the Create Gate Pass button becomes enabled on the Transport Order screen.

• Data from the confirmed TO will be automatically prefilled into the Gate Pass form.

• The Original Gate Pass can be printed only once.

• If a system or printing error occurs, a Duplicate Gate Pass may be generated.

• Duplicate Gate Pass printing requires the user to enter a valid reason, which will be recorded and displayed on the printed document.

4.3 Gate Pass

The Gate Pass module is used to record and authorize the movement of trucks, trailers, or containers entering or leaving a location.
It ensures proper tracking of vehicle and driver details, routing, timings, and movement history for security and audit compliance.

This module is used after the Transport Order is confirmed and when the vehicle is ready to enter or exit the yard, port, or customer premises.

4.4 Mandatory & Non-Mandatory Fields

🔴 MANDATORY FIELD:

Field Name	Description
Gate Pass Date*	The date the vehicle enters/exits the location. Used for audit & transport tracking.
Driver Name*	The name of the assigned driver for this trip. Auto-fetched from TO if mapped.
User Name*	System username of the person creating the gate pass.
Transport Order Number*	The TO reference for which the gate pass is being created.
Truck Type*	Specifies the truck/container type (Ex: 20FT, 40FT, 40FT HC). Required for yard validation.
Agency*	Transport agency or owning company of the vehicle.
Truck Number*	Registered number of the truck that is entering/exiting.

🟢 Non-Mandatory Fields

These are optional but add additional clarity for operations.

Field Name	Description
Gate Pass Sequence	Auto or manual sequence number for gate pass tracking.
Trailer Number	Trailer ID (if trailer is attached).
Distance	Total trip distance; used for internal reporting.
Routing Details	Route or destination of the vehicle (Ex: Colombo Port, BIA, Warehouse).

 

 

 

4.5 Printing Gate Pass

• Click the Print icon.
  

• The system displays two options: Original and Duplicate Print.
  

4.6 Printing Duplicate Gate Pass

• Select Duplicate Print from the Print menu.
  

• The system will prompt the user to enter a Reason for Duplicate Print.

• Once the reason is submitted, the duplicate Gate Pass can be printed.
  

4.7 Viewing the Print Log

• Click the Three-Dot (⋮) Menu on the Gate Pass section.

• Select Print Log to view details of all prints made for that Gate Pass.
  This includes original and all duplicate print records.

5. Troubleshooting Common Issues

6. FAQs

• Can I print the original Gate Pass more than once?
No. Only one original print is allowed. Duplicate printing requires a justification.

• Where is the reason for the duplicate shown?
It appears directly on the printed Duplicate Gate Pass.

• What if the Gate Pass was printed by mistake?
Use the Duplicate Print option and provide a proper reason.

7. Support