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:
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).
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),
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.
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 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.