farm record keeping templates

These forms include the essential information an organic inspector will need to see, as well as the information you need to provide when you make a claim on your crop insurance plan. The records listed in the summary tables are categorized as “Farm Activity Records” and “Supporting Documentation Records”. Farm activity records may include records that the farm completes, such as the annual water distribution system inspection. Supporting documentation records may include well water test results that the farm gets from the lab. The table indicates whether the record is required for most farms, required if applicable, or optional. It is recommended to maintain production records in case actual production history plan of multiple peril crop insurance becomes available. Each operation is unique, and you may or may not need all of these forms.

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farm record keeping templates

If you must use personal money, record it using the Journal Entry Module in QuickBooks™. Before adopting a new recordkeeping system such as QuickBooks™, it is important to step back and consider the big picture.


They may also require production records and an estimate of expected sales and expenses for the next year. Increasingly, regulations point toward the keeping of chemical application records and soil and water conservation plans for environmental concerns.

  • This form tracks fertility, pest and disease management, crop and cover crop management from planting to harvest, and tillage activities.
  • Table 1 was constructed to illustrate the kinds of records that go into the making of financial statements and production summaries.
  • They help maintain open space valued by people and wildlife.Visitors flock to Chathamfor the beauty of its rural landscape.
  • QuickBooks is also a very popular finance software program and is available through many retailers.
  • A&T State University work in tandem, along with federal, state and local governments, to form a strategic partnership called N.C.

So far, it appears that labor hours vary too widely from farm to farm to generate realistic, functional default labor values. One thing it demonstrates is that farms should definitely be tracking and monitoring labor as it is an extremely significant and variable expense and you cannot assume that you are as efficient as other farms. As a result, your pricing may need to be different in order to ensure a profit. Either that or you may need to find ways to reduce labor inputs by becoming more efficient. Landowners farm record keeping templates may be considered “actively engaged in farming” if they contribute the owned land to the farming operation and in return, receive rent or income for the use of the land. The landowner’s share of the profits or losses from the farming operation must also be commensurate with the landowner’s contributions to the farming operation and the contributions must be at risk. AD-1026 Highly Erodible Land and Wetland Conservation Certification—provides producer information and information on compliance.

Recordkeeping Templates

Organic farming relies on good management rather than synthetic inputs. If you really want to use Veggie Compass and do not have real data on labor hours by crop, it is certainly possible to generate estimates. While creating the Veggie Compass spreadsheet we created a few forms to help growers collect some important information throughout the growing season. Below you can download several PDFs for tracking labor and sales in addition to the Veggie Compass spreadsheet. The “actively engaged in farming” provisions also apply to sharecroppers, cash rent tenants and foreign persons, but with restrictions placed on the contributions of active personal labor or active personal management. Substantial Beneficial Interest Reporting Form which includes producer information for any person or entity with a share of 10 percent or more in the insurance entity.

It also helps you record actual field data once crops have been planted or seeded. Figure 2 is similar to figure 1, but adds an enterprise accounting section.

farm record keeping templates

The breeding reports can help you spot trends that would not be as easy to notice using only the cage cards. These cage card make a nice backup system but we recommend the animal management software to keep track of breeding activity. Use this sample record to help you to keep track of the materials (fertilizers, pest control materials, soil amendments, adjuvants, etc.) that you apply to your farm.

However, if a hand system does not give the desired level of financial information, a computerized system should be considered. In addition, disciplining oneself to make every transaction through a bank checking account will ease record-keeping difficulties. If a farm’s water is coming from a well , a water test for generic E.coli should be made at the start of the growing season.

Grade Book

This provides a “snapshot” an adjuster can review, while also giving you information to plan and meet your farming goals quickly and efficiently. This document provides what both the crop insurance company needs to process a claim and the organic certifier needs to verify your compliance to the organic regulations. While recordkeeping is not among the top 10 best things about farming, keeping good records can provide significant benefits to farmers and ranchers. Having a historical perspective of the planting dates for each field, correlated with information on various crop yields, is invaluable in planning crop rotations from year to year. Tracking fertilizers and soil nutrient amendments and the crop responses to those inputs over time pinpoints which inputs offer the most bang for the buck. When you have your own records, you know how late you can plant a specific crop and still get acceptable yields. Financial data needed for the tool can come from accounting programs, checkbooks, receipts and invoices.

Sales data can be gathered from sales receipts, harvest logs, and from weekly sales charts (suggested sample forms are available below…see bottom of page). Labor data will need to be recorded by crop and activity through the growing season, and growers will enter their labor totals into the spreadsheet at the end of the season. Downloadable Labor data collection forms and other options to record this information are discussed below. This fact sheet provides information on recordkeeping requirements to aid producers in choosing government farm programs. The following table lists program name, managing agency and recordkeeping requirements for many of these programs. It summarizes the information and forms producers need for farm programs for which they are enrolled or are considering applying, while also pointing out the farm management uses of that information.

farm record keeping templates

CCC-314, Dairy Indemnity Payment Program Agreement, must be completed and signed by each producer in the dairy operation receiving a share of the payment when filing FSA-373, Dairy Indemnity Payment Program Application. DIPP applicants must provide a copy of the letter from the recording transactions public agency reinstating the producer’s milk to the commercial market. A copy of all laboratory analysis of feed and milk must be provided by the DIPP applicant. If the milk is off the market for longer than one month, there should be at least one milk analysis per month.

Free Homesteading, Farm & Animal Recording Keeping Forms

Supporting documents must show evidence of loss, current physical location of livestock in inventory and location of the livestock at the time of death. “These farm forms come directly from our experience here on the farm,” the author writes. “They follow the natural flow of information needed to plan crops, order seed and soil amendments, grow transplants, project yields and income, and then track what really happens against your projections.” The projected monthly cash flow statement is used to look ahead to the next year of operations. By projecting a cash flow for the next year, potential cash shortfalls can be noted and appropriate changes in the farm operation can be analyzed.

The table also lists Extension resources that may be used to keep applicable records to each farm program. FORM #A004 Use this form to record daily feed rations, bedding, wool fiber, and What is bookkeeping other feed and production information for sheep. FORM #A003 Use this form to record daily feed rations, bedding, fiber, rabbit, and other feed and production information for rabbits.

Pasture, Rangeland, Forage Pilot Insurance

FSA-2301, Request for Youth Loan—provide applicant information, description of project, projected income and expenses, asset and debts, advisor recommendation and parent/guardian recommendation. Proof that the applicant cannot obtain credit from private sources at reasonable rates and terms. A referral letter from a bank or other local lending institution serves as proof and may or may not be necessary, depending on the applicant’s financial situation. Having a bookkeeper or accountant assist in setting up QuickBooks™ can be money well spent and time saved.

Field Planting Records Template

All farmers can benefit from an efficient and well organized record keeping system. This handbook takes you step by step through the process of setting up a field-to-table audit trail, making both your customers and your inspector happy! Not only do more consumers want to know how their food was grown and processed, but more countries are adopting mandatory organic standards that require evidence that producers are following the standards. Each partner, stockholder or member with an ownership interest must contribute active personal labor and/or active personal management to the farming operation on a regular basis. The contribution must be identifiable and documentable; as well as separate and distinct from the contributions made by any other partner, stockholder or member.

Homestead Farm Documentatie & Record Keeping Bundel Letter Pdf Printable

A “good” record keeping system is one that is simple, reliable and understandable to others. It is not uncommon to get off on the wrong foot by overlooking a few key items that can put holes in your recordkeeping system and distort the farm’s financial picture. When transitioning from another recordkeeping system to QuickBooks™ decide on a date to restart your books such as the first day of the current fiscal year. Find the beginning statement for each bank statement, credit card and loan. This will help when entering the correct beginning balances for the balance sheet items. Use My Animal Manager to track all of your animals feed, production, medical, income, expense and breeding records. These cards are not necessary if you are using the My Animal Manager software which provides reports for breeding information and trends for both doe and buck.

If you use these spreadsheets, please email Joel with feedback as to their usefulness. The storage record was developed for commodity crops, but could be easily modified for long-term storage of specialty crops. This record notes fields where crops were grown, and provides a running inventory to help with sales and future planning. Whole Farm Revenue Protection crop insurance relies heavily on the information on the Schedule F of your federal tax return.

This annual publication was a series of legal and ledger size paper worksheets for farmers to write down different types of farm income and expense, separated into columns. By completing this Alabama Farm Book, the farmer had all the information they needed to manage the farm and prepare their tax return. The design of the sheets allows users to quickly record the time spent on a crop by task.

The package includes a CD with the templates plus a booklet that explains how to enter your own numbers in each template. It also provides blank versions of the templates, with the formulas visible, for those who don’t have computers or prefer to keep records by hand. If one of your goals for your winter down time is to upgrade your recordkeeping system, you should consider the spreadsheet template system called Market Farm Forms.

At this time, growers need to collect their own labor records to populate the spreadsheet. Another excellent option for growers to track labor is to use Google Doc Forms. With a free Gmail account, anyone has access to Google Drive which is a cloud-based file creation and management system. Google Doc “Forms” resemble on-line survey instruments and provide a very easy way to collect information. Each ‘question’ in a Form becomes a column in the spreadsheet and every time you complete the form and click ‘submit’ a new row of data is added to the spreadsheet. Multiple farm programs are offered to assist agricultural producers through the Farm Service Agency, Natural Resources Conservation Service and Risk Management Agency.

Author: Edward Mendlowitz