How to Track Farm Inputs: Tools, Fuel and Spare Parts

Sprayers, tools, fuel: keep them in the app, with what they cost and how much is left. Farm Inputs holds the tools, supplies and spare parts you buy for the farm, and counts supplies down as you use them. Feed and medicine have their own stores.

Who it's for: anyone who buys tools, fuel or spare parts for the farm and wants to know what they have and what it cost. Plan: every plan. Starter keeps 5 farm inputs, Growth 25, Scale and Enterprise no limit. Time: about 2 minutes per item.

What you need first

• What you bought, and what it cost per unit.
• For supplies that get used up, a unit to count in, such as one litre of diesel or one bag of fertiliser.

Step-by-step

Step 1: Find Farm Inputs

On the Home screen, tap More. Under Stock & supplies, tap Farm Inputs. Three tiles count what you keep, by kind: Tool or Equipment, Consumable and Spare Part.

Step 2: Add a tool

Tap Create, then New Farm Input. Under Farm Input Name, type what it is, such as Knapsack sprayer. For Type, choose Tool or Equipment: anything you keep and use again, like tractors, incubators or feeders. Pick a Category, such as Equipment. Add the Brand, here Solo, and what it cost under Unit Cost: 45.

Switch on Record procurement expense? and the cost goes into Finances too, as an expense. The form shows the total, 1 × $45.00 = $45.00, and you can link it to a batch. Tap Save farm input.

The sprayer is now in the list. A tool carries a status, shown on the list: Available, In Use, Under Maintenance, Damaged and more.

Step 3: Add a supply

Diesel gets used up, so add it as a Consumable: fuel, lubricants, fertilisers, cleaning supplies, insemination straws. Consumables have their own categories; pick Fuel & Lubricants. Enter the Quantity, 40, and the Unit Cost, 1.20. With Record procurement expense? switched on, the app works out the total for you, 40 × $1.20 = $48.00, and records it in Finances. Tap Save farm input, and the list shows Diesel × 40.

Step 4: Record what you use

Used some for the water pump? Tap Create, then Manage Stock. Choose Stock Out, then the item under Select Farm Input. The form shows its current stock. Enter the Quantity Deducted, 12, pick a Reason for Farm Input Out such as Used on Farm, and add a note if you like: "Water pump, week 39". Tap Deduct Stock.

The list now shows Diesel × 28. Tap the item to open it: its Stock History lists every delivery and every use, month by month. When more arrives, use Stock In on the same screen.

Common mistakes

• Choosing the wrong type. A sprayer you keep is a Tool or Equipment; diesel you burn is a Consumable. The type decides which categories you can pick and which fields the form shows.
• Leaving the expense switch off. Without Record procurement expense?, the cost is saved on the item but not in Finances. Switch it on when you want the purchase in your accounts.
• Counting in different units. The app counts supplies in plain units. Decide what one unit is, a litre or a bag, and keep to it for every delivery and every use.
• Changing the quantity by hand instead of recording a use. Manage Stock keeps a dated history of what came in and went out, and why. Use it for every delivery and every use.

Frequently asked questions

What can I track in Farm Inputs?

Three kinds of things: tools and equipment you keep, such as sprayers, tractors and feeders; consumables that get used up, such as fuel, lubricants and fertiliser; and spare parts.

How many farm inputs can I add?

It depends on your plan. Starter keeps 5 farm inputs, Growth 25, and Scale and Enterprise have no limit.

Does the cost of a farm input go into my Finances?

Only if you switch it on. When you add an item, turn on Record procurement expense and the app multiplies the quantity by the unit cost and records the total as an expense, which you can link to a batch.

How do I record using some of a supply?

Tap Create, then Manage Stock. Choose Stock Out, pick the item, enter the quantity used and a reason such as Used on Farm, and tap Deduct Stock. The use shows in the item's Stock History.

How do I add more when a delivery arrives?

Tap Create, then Manage Stock, and choose Stock In. Pick the item and enter the quantity added. Turn on Record Expense if you want what you paid in Finances, then tap Add Stock.