The Challenge: Manual Gate Operations and Supply-Chain Bottlenecks

In many SAP-driven warehouses and plants, gate entry processes are still manual, recorded on paper, or isolated in systems. This causes serious issues for Finance, Stores, and Security teams. From lost documents and delays in goods receipt to mismatched invoices and unauthorized access, the problems are real and recurring.

• 🚫 Human Errors: Manual data entry at the gate often leads to incorrect or missing records.
• ⏳ Delays: Queues form due to time-consuming verifications of challans, POs, and invoices.
• ❓ Mismatch in Data: Lack of integration between gate entry and SAP causes invoice mismatches and material discrepancies.
• 🔒 Security Risks: Without a digital record, it’s hard to track who entered, when, and with what.

This outdated process weakens supply chains and blocks real-time inventory and invoice visibility.

Webtel’s Gate Entry Solution: SAP-Integrated and Fully Automated

To solve these issues, Webtel has built a fully automated Gate Entry Solution, seamlessly integrated with SAP ECC and SAP S/4HANA. It eliminates manual gate entries, digitizes weighbridge integration, automates goods receipt (MIGO), invoice verification (MIRO), and even tracks returnable/non-returnable gate passes (RGP/NRGP).

💡 What It Does

1. 🚛 Digital Gate-In

• Vendors, visitors, and trucks are verified digitally via E-way Invoice and E-way Bill via their API.
• Gate passes are autogenerated.
• Unregistered vendors or expired passes are instantly flagged.

2. ⚖️ Automatic Weighbridge Integration

• Gross and tare weights are auto-captured from the weighbridge system.
• Real-time data flows into SAP, and net weight is calculated instantly.
• Debit/credit notes can be auto-generated if weight mismatches are found.

3. 📦 Goods Receipt (MIGO) Trigger

• Once materials arrive and pass basic checks, SAP MIGO is triggered automatically.
• Batch, quantity, and serial numbers are captured.
• If required, a quality inspection lot is generated.

4. 📑 Invoice Integration with MIRO

• Vendor invoices are scanned or pulled via EDI/API(E-way, E-invoice).
• The system auto-validates against PO and GRN data in SAP.
• MIRO is posted only after successful verification.
• E-way bill and e-invoice data are captured automatically.

5. 🔁 Subcontracting / Job Work Automation

• Challans for job work are auto-generated.
• The returned material matches the original PO and challan.
• GRN is posted and tracked to ensure full reconciliation.

6. 📥 RGP/NRGP Handling

• Returnable or non-returnable material movements are digitized.
• The system ensures approvals, photo capture, gate pass generation, and follow-ups for return tracking.

7. 👥 Employee & Visitor Passes

• Fully digital visitor and employee gate pass system.
• Track entry/exit, photo capture, and purpose of visit.
• Emergency-ready visitor logs.

Gate In ➜ Weighbridge ➜ Verification ➜ Gate Pass ➜ MIGO ➜ QC (if needed) ➜ Invoice Validation ➜ MIRO ➜ Inventory Update

🚀 Key Benefits

✅ Faster Processing

Gate activities, weighing, and posting to SAP happen within minutes. No more backlogs or approvals over email.

✅ Zero Manual Entry

No duplicate typing in SAP. MIGO, MIRO, QC all trigger automatically once verification is complete.

✅ Invoice & E-way Bill Validation

E-invoice and e-way bill are validated at the gate. Finance teams get pre-verified invoices.

✅ Tight Inventory Control

Stocks are updated in real-time in SAP, reducing mismatches during audits or physical counts.

✅ Compliance & Audit Ready

Every entry, exit, and material movement is tracked with timestamps, photos, and full audit trails.

✅ Multi-Level Security

Only authorized persons, trucks, or vendors are allowed in. Instant alerts for gate pass expiry or rule violations.

✅ Job Work Tracking

Subcontracting deliveries and returns are tightly controlled with real-time SAP reconciliation.

✅ Dashboard & Reporting

Real-time dashboards for store, purchase, security, and finance teams. Quick insights into what’s pending or approved.

🎯 Industry Use-Cases

This solution fits perfectly for:

• 🏭 Manufacturing Plants
• 🧃 FMCG Units
• 🚗 Automobile Assemblies
• 🔩 Steel & Heavy Engineering
• 🏢 Logistics & Warehouses
• 📦 Retail Distribution Centers