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Different types of farm records  


Mbali Nwoko - 21st Apr 2020 - 7 comments

In my previous blog, I wrote about record-keeping and the importance thereof. This week we explore the various types of records that you should consider having when compiling your farm records. 

As previously stated, a farm record can either be a book, document, file (excel spreadsheet), or software that is used to keep track of the different activities that occur on your farm relating to your operations. 

Below are the various types of records that make up your farm records: 

Production records

Crop production records include planting, fertilising, harvesting, monitoring water ph levels, soil moisture, as well as pest and disease management. Each day you would record how many seeds/seedlings you planted, which chemicals were used to fertilise and spray for pests and diseases, and how many kilograms /tons of crop were harvested on the day.

Livestock production records may include recording the number of cattle, goat and sheep on the farm, their different breeds, when vaccinations were done, animal health checks (screening for any abnormalities and diseases) and the quantities of feed available (if necessary).

Employee Records

These relate to the number of staff members (permanent or contract) you have on site for the day and absenteeism, their working hours and what activities they performed on the farm (i.e: planting, weeding, harvesting, packing),

Logistics records

This includes the date and time of delivery, the name of product delivered and to whom (client/customer), the quantities (number of pallets or crates), the drivers’ name responsible for the delivery (if you have multiple drivers) and filing each delivery note/receipt. 

Sales records

These are records that have to do with the revenue generated from the sale of your goods and/services. The price they were sold for and to whom, quantities sold, payment terms discounts offered etc. 

Financial records

Financial records encompass the daily management of your accounting records: Vat, interest charged, bank transactions, refunds, invoices paid or unpaid.  

Note that the examples given in each record above are not exhaustive, but serve as a guideline of the things to consider when preparing your farm records. The important thing to remember about record-keeping is to be accurate and consistent with the records and they must be accessible to you at any given point in time. 

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7 comments

  1. Lindiwe Skhosana

    Good day Mbali

    I recently started recording but I’m not sure if I’m doing it correctly do you mind sharing excel spreadsheet just for me to confirm if im on the right path.

    Thank you

  2. Mbali Nwoko

    Hi Lindiwe, please email me at info@mbalinwoko.com and I shall forward you a template.

  3. Neo Ruele

    Hey Mbali

    May you please assist me with drafting a business plan for Crop production.

  4. Ntuthuko

    Hi Mbali I’m keen to venture in this industry, I’ve been researching and collecting some info on Livestock and crop farming but I’m planning to start with Crops maybe next year so I saw your post and felt that I reach up to you as someone who’s been to industry for time and who have lot of knowledge. Your advice’s and assistant will be appreciated

  5. Emmah

    Greetings Mbali

    I started farming at home (backyard) then now I expanded with spinach as my crop.

    I now have a big challenge on sales dropping during the later stage of lockdown where people started doing their gardens and planting spinach as well…

    That reduced my sales a lot, so now is it advisable to change a crop due competition?

    My other question is how to approach big shops like pickn pay for the market?

    Regards
    Emmah

  6. Nonjabulo Dlamini

    Hi Mbali

    Thank you so much for this article. I have recently started a nursery. I was clueless on how to structure my spreadsheet and understanding the importance of record-keeping. I was so discouraged. Thanks to this article.

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