Paperwork

[Boysground]

Basically I couldn’t service here without Xero and uniform. NMR diary also lives alongside the dairy computer. Everything with the cows is entered as it happens, staff are trained on uniform to do the parts they need, I always check the passport information before it’s sent just to be sure it’s right.

Mrs Bg started helping me in the office last year which has been brilliant, she does all the post and scans emails into Xero for me and all the other stuff I forget.

The most important thing is that everyone outside knows that if I am in the office I am actually working not just avoiding the rain. You can’t earn any money unless the paperwork is up together these days it’s the most important job

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[Fendt516profi]

Basically I couldn’t service here without Xero and uniform. NMR diary also lives alongside the dairy computer. Everything with the cows is entered as it happens, staff are trained on uniform to do the parts they need, I always check the passport information before it’s sent just to be sure it’s right.

Mrs Bg started helping me in the office last year which has been brilliant, she does all the post and scans emails into Xero for me and all the other stuff I forget.

The most important thing is that everyone outside knows that if I am in the office I am actually working not just avoiding the rain. You can’t earn any money unless the paperwork is up together these days it’s the most important job

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Just a coincidence that when your working in office it's raining

 

[Boysground]

Just a coincidence that when your working in office it's raining

Of course it is seems to be wet every day at the moment

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[Friesianfan]

What you need is a ‘Clare’. Super efficient. I could not farm without one. The only problem is if I input the information in the wrong place. Gets temperamental then. Can occasionally malfunction once a month but soon reboots

 

[buffalo_soldier]

I've an app on me phone for all management stuff. So it gets done live.
Also have a notepad app for any extra, well, notes I may need

Invoices are opened and checked they are correct on arrival. Then put back in the envelope with the payment date written on it. Then fortnightly I pick up all the bills due in that period, pay them and put them in a file.
End of the month that file is dropped at the accountants and they do all the other gubbins.

I get a rolling historic cashflow back every month and any forward or future planning is done as and when.

I keep a list of phone calls I need to make that week, with any notes as to why or what is needed. Try and have that cleared each Friday.

Input quoting is generally a group text, that saves a fair bit of time.

Theres probably more do, but that's all I've time to jot down. Welcome to dairy farming

 

[Dragon]

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

Its tough on your own. I employ quite a few so not quite the same.
Most the things you mention i struggle with, I delegate lots. I Don't begrudge paying my Farm secretary invoice for vat nd correlate invoices on Xero.

For herd management enter it live on your phone, we have uniform, I believe herd watch is good. This will save back tracking.
I purchase alot of item through buying group, they act like an assistant, getting best prices for purchases, save multiple phone calls. All purchases on one invoice with one vat amount.

Most of all this is new to you, it will get easier, i expect your stress level are quite high which need to be aware of and manage.

 

[jimmer]

What app , Program do you use atm?

Herd watch

 

[Jdunn55]

I whatsapp my 10 year old son all the calvings and services. He loves it as he misses the farm with being back at school after lockdown. Now he whatsapp me on day 18 post service to keep an eye on cow served 3 weeks previous.

Do you reckon if I text him my cows info he would do mine as well?!

What you need is a ‘Clare’. Super efficient. I could not farm without one. The only problem is if I input the information in the wrong place. Gets temperamental then. Can occasionally malfunction once a month but soon reboots

You have no idea how much I miss clare - no offence but probably more than I miss you! even things like filling up the water barrel for the rinse in the parlour!

 

[Rossymons]

You've got a lot of spinning plates right now and whilst an app will make your life easier I think you would probably benefit from another person to bounce ideas and ask questions if only to put your mind at ease.

Try ringing Sara Studden - she seems to have a fair following down our neck of the woods and I'm sure she would be delighted to help out.

 

[In the pit]

The time spent posting on tff you could have milked ,washed down ,done all you’re paperwork and been in , in time for breakfast

 

[vantage]

The time spent posting on tff you could have milked ,washed down ,done all you’re paperwork and been in , in time for breakfast

And time for a “Clare”!

 

[Farmermatty]

Iv got a similar version of yours the Rach is probably a bit more expensive to run and apparently the service requirements are greatly reduced after the first 37 year

What you need is a ‘Clare’. Super efficient. I could not farm without one. The only problem is if I input the information in the wrong place. Gets temperamental then. Can occasionally malfunction once a month but soon reboots

 

[Sid]

Some farmers don't have anything to do with financials, passports or any paperwork at all.
They completely rely on their other half to keep the office running.

 

[happycows]

Yeah I txt the wife any key dates/numbers.
Oh how life has changed

I often text myself. How sad is that!

My other half does this sh!t for a living but no good asking her. She’s dropping a few customers not looking for more I’m afraid.
If you need a farm secretary try search on here.

IAgSA | The Institute of Agricultural Secretaries and Administrators Limited

iagsa.co.uk

 

[Fendt516profi]

Iv got a similar version of yours the Rach is probably a bit more expensive to run and apparently the service requirements are greatly reduced after the first 37 year

You had 37 years of high service requirements

 

[Farmermatty]

I missed most of the first 18 years

 

[frederick]

Recently had this suggested as a service requirement. Maybe not as cheap to run as I had hoped

 

[Beef farmer]

Recently had this suggested as a service requirement. Maybe not as cheap to run as I had hoped

decker load of cows there

 

[Milkcow365]

Recently had this suggested as a service requirement. Maybe not as cheap to run as I had hoped

having recently invested in similar I must says it’s one of my longer term investments

 

[Fendt516profi]

Ive just looked at your age. Yes that reduces it but 19years is not so bad