Agri inputs and farm supplies
Accounting software for fertiliser and agri input dealers
Follow every farmer's dues from sowing to harvest, pay the fertiliser companies on time, and close each month with the cash counted and the bank ticked.
In short
SimpleERP is accounting software for fertiliser, seeds and pesticide dealers. Farmer invoices, company bills, receipts and salaries post their own journals, harvest credit shows in receivables ageing, and the P&L is ready on any day.
Illustration: saving invoice INV-2026-0213 moves stock, posts the customer ledger, records tax and updates the dashboard in one step.
An accounting day at Cedar Valley Farm Supply
By the end of August, Cedar Valley Farm Supply has $460,000 out with about 260 farmers, most of it for corn and soybean inputs that will be paid for only when the crop reaches the elevator. At the same time it owes $250,000 to three fertiliser companies and a pesticide distributor, each on its own credit period.
The owner's father kept a khata book per village. It worked while he remembered every face, but nobody could say on a given day how much was overdue beyond 120 days, or whether the cash in the drawer matched the day's sales.
In SimpleERP each farmer is a customer, each company a supplier. Invoices, bills, receipts and payments post their own entries, so the receivables ageing, the payables ageing and the cash register agree with each other without a separate cash book.
Which ledger accounts does an agri input dealer watch?
The seeded chart of accounts covers most of them, and every document posts to the right one. A dealer usually adds a few, such as warehouse rent and loading charges, and a separate bank account for the farm credit lender.
- Every posting is a balanced journal, linked to the document behind it.
- Day book lists the day's entries in posting order for the evening check.
| Account | Posted by | Month-end check |
|---|---|---|
| Cash in hand | Cash receipts, cash expenses | Drawer count matches the cash register |
| Bank accounts | Card, transfer and cheque receipts, company payments | Statement lines ticked until the difference is zero |
| Accounts receivable (farmers) | Credit invoices, receipts, credit notes | Ageing reviewed county by county; over 180 days followed up |
| Accounts payable (companies, distributors) | Supplier bills, payments | Each company's statement agrees with the supplier statement |
| Stock in hand | Bills, invoices, transfers, counts | Stock value report agrees with the ledger |
| Sales tax collected and paid | Invoices and bills | Sales register ready for the sales tax return; exempt farm sales checked |
| Warehouse rent and loading charges | Expenses | Every expense has its receipt photo |
How do I follow farmer credit until harvest?
Give each grower a payment term that matches his crop, such as 180 days for corn or 150 for soybeans. The receivables ageing then sorts dues into current, 31 to 60, 61 to 90 and over 90 days, and the statement shows one farmer what he took and paid since sowing.
- Receipts are allocated to the oldest open invoices first, or to the ones the farmer names.
- Advances paid before the season stay on his account until the first invoice.
- Copy reminder puts invoice numbers, amount and days overdue into one message.
Illustration of receivables ageing: 2,441 to collect across 5 buckets, with customer totals.
What should the month-end close look like?
Reconcile each bank account by ticking cleared lines against the statement balance, compare the sales and purchase registers with what your accountant will file, review the ageing, then set the lock date. After that the database refuses any posting into the closed month.
- Trial balance, P&L and balance sheet for any dates, read from posted lines.
- Lock date that only a permitted user can move back, with the change logged.
- Reversal into the open month when a closed month's entry was wrong.
One system
What feeds the books
Farmer invoices, company bills, receipts, payments, expenses and payroll each write their own journal, so the khata book is no longer the only record.
Agri inputs and farm supplies
Mixed-rate invoices for farm inputs, stock by warehouse, and seasonal credit to farmers with ageing.
See howInvoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
See howStock for agri input dealers
Bags, packets and litres by shop and warehouse, with reorder levels set before spring and autumn planting and stock valued at average cost.
See howPayroll for agri input shops
Salaries for counter, warehouse and delivery staff from attendance, with season incentives and holiday advances recovered on the payslip.
See howAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See how
Honest limits
What SimpleERP does not do yet
- No bank feeds: bank entries are recorded and reconciled by hand
- No multi-currency; every document is in your base currency
- Tax returns are not filed and e-invoices are not issued from inside the product
- No interest worked out on overdue farmer dues; ageing shows the days, and interest is a manual journal
- No accounting for fertiliser subsidy claims or company schemes
Getting started
Start with accounting
Sign up with your email
Name, email and a password. No card for the seven-day trial.
Tell us about the business
Pick your country and, if you are registered, type your tax number. Accounts, tax rates, units, roles and numbering are seeded for that country.
Enter opening balances
Enter each farmer's dues and each company's balance as of your start date in the opening balances wizard, village by village, along with cash and every bank account.
Run the trial balance
Every posted document is already in the ledger; the trial balance and P&L are ready on any date.
FAQ
Questions, answered
I give credit to 250 farmers. Do I have to enter them all at once?
No. Start with the farmers who owe money today and enter their opening balances in the wizard. Others are added at the counter the first time they buy, with a name, address and phone number, which takes under a minute.
Can I charge interest when a farmer pays late?
Not automatically. The ageing report shows how many days each invoice is overdue. If you charge interest, post it as a manual journal or a separate invoice line, and it then appears on the farmer's statement like any other amount.
A company gives me a discount credit note after the season. Where does it go?
Record it as a debit note against the company. It reduces what you owe them, and the payables ageing and the company's statement both show the lower balance at once.
Can my accountant in town work from his own office?
Yes. Invite him by email with the Accountant role. He sees the journals, registers, tax summary and statements from his own computer, exports any report to CSV, and sets the lock date when the month is done.
Related
Keep reading
Agri inputs and farm supplies
Mixed-rate invoices for farm inputs, stock by warehouse, and seasonal credit to farmers with ageing.
Read moreInvoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
Read morePayroll for agri input shops
Salaries for counter, warehouse and delivery staff from attendance, with season incentives and holiday advances recovered on the payslip.
Read more
See how accounting works in SimpleERP for agri inputs and farm supplies
Seven days free. No card. Your first invoice in minutes.