Record each sale in Sales and each purchase in Purchases and expenses; with that, in Home > «Finance» you see the farm's sales, expenses (purchases plus labor from tasks) and profit for the year, and a month-by-month comparison by crop. These modules are available from the Harvest plan up.
Sales
- In Customers and suppliers , create the people you sell to.
- In Sales > «Products» tab, create what you sell, with its «Crop» and «Unit of measure»: for example, parchment coffee in Kg.
- On the «Sales» tab, record each sale with «Customer», «Product», «Quantity», «Unit price» and «Sale date». The «Total to pay» is calculated automatically.
Since each product belongs to a crop, coffee sales and plantain sales stay separate.
Purchases and expenses
In Purchases and expenses , each purchase has a «Supplier name», a «Date» and one or more lines. Each line has:
- «Crop».
- «Expense type», for example Fertilization or Crop protection.
- «Expense classification», for example Fertilizers, Herbicides or Fuel.
- «Description», «Quantity» and «Unit price».
Each line's «Value» and the purchase's «Total Value» are calculated automatically. That way, a farm supply store invoice with fertilizer for both coffee and plantain is split by crop. Types and classifications come from an Owari catalog, the same for every farm.
Profit on the Home screen
In Home > «Finance»:
- «Sales», «Expenses» and «Profit» for the whole farm this year, compared with last year. Expenses add up purchases and labor from tasks, by each task's date, whether it's been paid or not.
- «Accounts payable», what's owed in tasks, and «Advances», what the workers owe.
- With the «Crop:» filter, «Sales vs Expenses» month by month and «Expense classification».
- «Sales by products» and «Average price per product».
What it doesn't do
It isn't a cash flow statement or full accounting: it doesn't keep cash or bank balances or accounts receivable from your customers; you get sales against expenses by month, and profit. Also, sales and purchases go by crop, not by plot; by plot you see production and labor, as we explain in profitability and costs by plot.
For your accountant
Sales and purchases can be downloaded in Excel or PDF, with the detail of each purchase line and by date range. See how to export reports. On the Seed plan, the sales and purchase screens appear but don't let you create records; the differences are explained in what each plan includes.