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From the gate to the GRN: one record for every vehicle

Why the gate, the weighbridge, unloading and stores should work on one vehicle record, what goes wrong when they do not, and what to capture at each step.

At a plant with heavy inbound traffic, four teams touch every truck: security at the gate, the weighbridge operator, the unloading crew and stores. When each keeps its own register, the GRN is a reconciliation exercise.

What goes wrong with four registers

• The weighbridge slip and the GRN quantity disagree, and nobody can say which is right.
• A vehicle is unloaded before anyone checked it against a PO.
• Vehicle photos, if taken, live on someone’s phone.
• Month-end becomes a hunt for the slip that matches the invoice.

What to capture at each step

1. Gate: vehicle number, supplier, the PO or advance shipping notice it is delivering against, time in.
2. Weighbridge: gross and tare, on the same record.
3. Unloading: the unloading step and the vehicle images.
4. Stores: the GRN posted against the PO, from the quantities already on the record.

Know what is coming

An advance shipping notice from the supplier lets the gate expect the vehicle and lets stores plan the bay. Service deliveries follow the same idea with service confirmation and service entry sheets.

The invoice checked at the gate

If the supplier’s invoice travels with the truck, the gate is the cheapest place to check it. The SupplierX Gate-Match agent reads the invoice at gate entry, matches it to the open PO and flags mismatches for your team. It runs in shadow mode and never posts to SAP.

How SupplierX does it

Security records the vehicle at the gate. The weighbridge reading, the unloading step and vehicle images are captured on the same record. Stores post the GRN against the PO. Plant and stores teams use the mobile-friendly web app or the SupplierX mobile app.

Related: Gate entry and weighbridge, Gate-Match agent.

See it on your process

Book a 30-minute demo on demo data, set up around your ERP landscape.

SupplierX is an independent source-to-pay platform. Its deepest native connectivity is with SAP ECC, SAP S/4HANA Private Cloud and SAP S/4HANA Public Cloud, and it connects to any other ERP.