Purchasing Medicines,Chemicals, Fertilisers, Seeds and Feeds

Purchasing Medicines, Chemicals, Fertilisers, Seeds and Feeds

The correct recording of all purchased materials is critical to the system and the subsequent recording of use and disposal. The information recorded includes suppliers, manufacturer, batch code and suppliers codes in addition to the date, quantity etc. The purchase price may also be recorded by entry into the ledger.

So to record a purchase:

You may initiate the 'Add Product' screen by either selecting the 'Enter new purchase or delivery' menu option from the 'Medicines, Chemicals, Fertiliser etc' sub menu under the main 'Farm' Menu.

You may also initiate the 'Add Product' screen by double clicking the '<new>' entry on the list of current farm stock found by clicking the 'List Current Stock' item in the same menu.

The 'Add Product' screen is then displayed.

Name:

The name of the agricultural product. If the product you have purchased is not on the list you may select the '<new>' entry and add the details of the product, this will then be added to the list for future use so saving you time nect time you buy the same product. This will also make sure you record as much information as possible about the product that may be required for farm inspections. If you type a different name in this box without clicking on '<new>' this item will not be stored in any future list and you will miss the form to fill in withdrawal periods. The name is a manditory field.

Type:

The type of product identifies its basic group, for example animal medical or chemical treatment, fertiliser or seed crop or animals feed. The type is automatically updated from the agricultural product information and is used to identify products as you treat animals, fields etc. This is a manditory field. Make sure you change it from its default if this is not the correct type.

Manufacturer:

This records the manufacturer of the product.

Batch Number:

The batch number provides traceability of the product. It may also be necessary should the manufacturer recall the product or subsequent events need you to identify animals which had treatment from a particular batch. This is a manditory field.

YOU CAN NOT ADD TWO PRODUCTS WITH THE SAME NAME AND BATCH NUMBER TO THE SYSTEM.

Should you purchase the same product with a identical batch number from the supplier we suggest adding your oun reference number to the batch number to identify the batch.

e.g. if you purchase a product named = ' STUFF' batch number = '100001' then purchase the same product again with the same manufacturers batch number, you may enter it into the system by modifying the batch number as follows. batch number = '100001/1'

Description

The description field allows you to record the information, usage, or instructions you wish.

Purchase Date

The date you purchased or had the product delivered. Remember to change the default date if necessary

Use By Date

The use by date of the product. This date will be used to inform you of out of date stock. You may not add a product where the use by date is before the purchase date. Remember to change the default date

Qty Purchased

Specify the quantity purchased in the unit that you are going to use the product. This will ensure that the stock level of the product is maintained correctly.

Unit

Select the unit for the product. If the unit you require is not listed you may add units by selecting '<new>' from the drop down unit list and completing the details of the unit.

Supplier

Select the supplier from the drop down list of farm suppliers or select the '<new>' option to enter the details of a new supplier.

Supplier Code

Enter a supplier code for the product if the supplier has a reference or part number for the product.

Price

Enter the total price paid.

Invoice Number

Enter the invoice number so you may cross check your purchase later.

Storage Location

Record the storage location on the farm. You may add farm locations from the 'Farm Menu'. The storage location is important in accounting for the product and is a requirement of many farm assurance schemes in ensuring you have stored the chemicals correctly.

Click the 'OK' button to add the product to your stock of agricultural products.