Definition
RGP is a controlled document used when material, tools, equipment or other organizational property leaves the premises with an intended return. NRGP is used where the material is authorized to leave without a normal return expectation, subject to organizational policy and approvals.
Objectives
- Prevent unauthorized movement of organizational property.
- Maintain complete outward-material traceability.
- Track return due dates and outstanding quantities.
- Reconcile gate records with Stores and ERP records.
- Support security, audit and asset control.
- Escalate overdue RGPs.
RGP Workflow
- Receive authorized request.
- Verify item identity, quantity, condition and ownership.
- Create RGP with expected return date and destination.
- Obtain required approvals.
- Record gate-out transaction.
- Maintain outstanding RGP register.
- Receive returned material.
- Inspect condition and quantity.
- Close RGP and reconcile the record.
NRGP Controls
- Confirm that non-return status is genuinely applicable.
- Obtain required commercial, technical and management approval.
- Record item and quantity accurately.
- Link movement to disposal, subcontracting, customer return or other authorized purpose.
- Reconcile gate records with the corresponding ERP or Stores transaction.
RGP Register
| Field | Purpose |
|---|---|
| RGP No. | Unique traceability |
| Date | Movement date |
| Item / Asset | Identity |
| Quantity | Outward quantity |
| Destination | External recipient/location |
| Purpose | Reason for movement |
| Expected Return | Due date |
| Actual Return | Closure date |
| Status | Open / Returned / Overdue / Closed |
| Remarks | Exception or condition |
Ageing Control
Outstanding RGPs should be grouped into ageing buckets and reviewed with the responsible department or external party. Overdue critical equipment or high-value items should receive escalation.
Common Errors
- RGP issued without expected return date.
- Material returned physically but RGP remains open.
- Partial return not recorded.
- Condition on return not inspected.
- NRGP used when RGP should apply.
- Gate record and Stores record do not reconcile.
KPIs
RGP Closure Rate
RGPs closed within the defined period.
Overdue RGP Value
Value of outstanding overdue material.
RGP Ageing
Open RGPs by ageing bucket.
Reconciliation Accuracy
Agreement between gate, Stores and ERP records.
Excel / MIS Application
Maintain RGP No., Date, Department, Item Code, Description, Quantity, Value, Destination, Purpose, Expected Return, Actual Return, Age, Status, Responsible Person and Escalation.
Related Areas
Stores Management · Inventory Management · Purchase Management · Material Planning · ERP & MIS