Paperwork

[Muddyroads]

What would they do though? I've thought about it and am worried I would be wasting my money as I'd still have to write down everything or else sit down and tell them and then I would be better off just doing it myself?

That’s what I often think, but I reckon a good secretary would organise it for you. Just let them tell you how to sort it rather than the other way around,

 

[Jdunn55]

That’s what I often think, but I reckon a good secretary would organise it for you. Just let them tell you how to sort it rather than the other way around,

Might be worth trying, anyone got any recommendations? I'm in cornwall for reference

 

[kiwi pom]

Try and find time to do it by keeping things simple, look after your cows and understand the paperwork side of things yourself so you can see where the money is coming and going from. I've heard you mention machines and tractor work a few times. I wouldn't get involved with any of that at this stage. Sell everything that isn't needed for day to day feeding etc, use contractors, spend the time on the compliance/accounts side.

 

[jimmer]

By the time you've texted someone, you could have entered it on uniform / herd watch app etc
Set up correctly all data is farce assurance ready

 

[dinderleat]

By the time you've texted someone, you could have entered it on uniform / herd watch app etc
Set up correctly all data is farce assurance ready

Who does all your information entering?

 

[jimmer]

You've two options to cut down on paperwork
Stop buying unnecessary stuff
Pay a secretary once a month to do it

 

[jimmer]

Who does all your information entering?

My business partner

 

[jimmer]

My business partner

She can enter a calving in less than a minute which automatically applies for a passport too
About the same amount of time to enter a medicine record

 

[Yonlass]

Might sound stupid to some of you, but one of the main things I'm really struggling with is the paperwork side of things. I obviously knew there would be copious amounts but the sheer volume is now becoming overwhelming. Have any of you got any tips to make it easier and more organised? I'm now getting to the stage where if I dont catch up now I'm not going to be able to catch up at all.
Its things like medicine records, ai records, calving, pedigree registrations etc but also paying the bills, and then random things like scanning in direct debit letters for feed companies, nmr etc as well
Do you guys prioritise things or have certain times/days to get it done? I keep trying to have a day to catch up but then something happens and my plans all fly out the window faster than my sanity left my body after starting up the parlour for the first time

At ground level, it might sound obvious, but try to do it as it happens. At the end of each milking I think "what just happened?" and have a couple of minutes putting it in Dairyplan-calved, served, dried off, tubed etc. You soon forget if you don't keep up. I also have a quick look at who's to go dry, and who's to pull out to calve, so I know to look for them springing up.
I try to put calvings in my movement book as they happen. Again, it's easy to lose track.
Bills. This is one that I've found increasingly difficult. It used to be milk cheque comes in, wade through pile of bills and pay them.
But now you're attacked via email too, so you have to find those aswell
Pain in the arse, checking that you're not paying anyone twice.
BCMS-tend to log on when selling calves or culls (or something's died ) and apply for whatever births at the same time.
Farm assurance-delivery notes, etc tends to get shoved in a drawer until the week before inspection, then made to look respectable
Every week or two I need a morning in the kitchen wading through a pile of post, sorting the wheat from the chaff. Add in kid's homework strewn everywhere, kid's drawings, Profi magazines, calculations on the back of envelopes .......I feel your pain

 

[Barmyfarmer]

Have you got a girlfriend? Can be pretty handy

 

[Ducati899]

Any calvings are entered daily into a book and onto the computer as well here,any drugs administered to dairy cows are also entered digitally straight away as office is next to dairy.

anything done with youngstock I always put the information into notes section of my iPhone,that way you have the date as well.
As I say we try to do everything as it happens,5 minutes a day whilst it’s fresh in you’re mind is better than once a month spending hours trying to remember things and getting in a muddle with it all,that’s just my opinion

 

[jondear]

She can enter a calving in less than a minute which automatically applies for a passport too
About the same amount of time to enter a medicine record

What app , Program do you use atm?

 

[jondear]

Have you got a girlfriend? Can be pretty handy

He hasn't time for that there is paperwork to do!

 

[Whitewalker]

I suppose if I'm planning on trying the phone method above I could find someone who would be willing to let me just message them all the stuff I do during the week for them to write it down and then I wouldnt need to write it down again for them

program your own number into your phone and message yourself

 

[Farmer Keith]

Just a little thing but we try to use as few suppliers as possible, nothing frustrates me more than paying for two bags of dog food from one store then the next invoice is a pair of wellies from next door.

 

[Sid]

Just a little thing but we try to use as few suppliers as possible, nothing frustrates me more than paying for two bags of dog food from one store then the next invoice is a pair of wellies from next door.

Stick a lot of stuff on a credit card, it's paid for and can get a discount for paying on the day, can earn cash back, automatically clears every month on Direct debt,









Just don't let the other half have it!

 

[dinderleat]

Direct debts are another way and there are normally savings from suppliers but you will need to manage cash flow.

 

[frederick]

What package are you running for your accounts.
Xeroc comeswith hubdoc included. You simply forward any email invoices or take photos of every posted one or credit card. Go to hubdoc check data and populates zero. Second time round it will get most headings correct.
being on top of your accounts is more important than anything else you can do in the farm.

Nmr diary is great for farm office and also aids lots of red tractor ticking.

as others have said use your phone however suits you what's app texts or notes to record on the fly.

 

[Spudley]

I have a diary which is in the farm office next to the computer. After each milking I write down anything that's happened and put the diary on the keyboard, then every night I put that day's events on uniform and bcms. We record with nmr and the uniform syncs to herd companion so when we record the nmr lady downloads everything before she comes. I have a box file next to the computer for feed notes etc, I file them when I can't close it anymore. mother in law used to work in the bank so she pays the bills every Monday. Accountants do the vat.

 

[bigw]

We have an A4 diary on the farm and everything goes in it and is then transfered over to computer. Dont let it slip too far as its a nightmare to catch up.