Track how much each farmer is owed, record payments made, and manage advance balances – all from the farmer profile.
Overview
Every time milk collection is marked Done, the payment amount is added to the farmer’s total due. The farmer record shows a running financial summary so managers know exactly what to pay at the end of the week or month.
Key numbers on each farmer: Total Milk Supplied, Total Amount Due, Total Amount Paid, Pending Payment, and Advance Balance.
How It Works
- Go to Dairy → Masters → Farmers and open a farmer. The financial summary section updates automatically from completed milk collections.
- When you pay a farmer, update Total Amount Paid on their record. Pending Payment = Total Due minus Total Paid. If you gave an advance earlier, track it in Advance Balance and deduct from the next payment.
Step-by-Step Guide
- Open the Farmer record from Masters → Farmers.
- Review Total Milk Supplied and Total Amount Due (from all Done collections).
- Click Milk Collections smart button to see every collection and amount.
- After paying the farmer (cash, bank, UPI), update Total Amount Paid with the cumulative amount paid so far.
- Check Pending Payment – this should reach zero after full payment.
- If you gave an advance, enter it in Advance Balance and reduce the next payment accordingly.
- Add a note in Notes / Remarks with payment date and reference number.
Fields Table
| Field Name | Description | Example |
|---|---|---|
Total Milk Supplied (L) |
Sum of litres from all Done milk collections. |
1,250 L |
Total Amount Due (₹) |
Sum of payment amounts from Done collections. |
₹52,500 |
Total Amount Paid (₹) |
Cumulative amount you have paid the farmer. Update when paying. |
₹40,000 |
Pending Payment (₹) |
Auto: Due minus Paid. What you still owe. |
₹12,500 |
Advance Balance (₹) |
Outstanding advance given to farmer (deduct from next payment). |
₹2,000 |
Payment Mode |
Preferred method: Cash, Bank, UPI, or Cheque. |
Bank Transfer |
Bank Account Number |
Farmer bank account (visible to managers only). |
XXXX1234 |
UPI ID |
For UPI payments. |
ramesh@upi |
Field Explanations
Below is a detailed explanation of each field listed in the table above.
Total Milk Supplied (L)
Sum of litres from all Done milk collections. For example: 1,250 L.
Total Amount Due (₹)
Sum of payment amounts from Done collections. For example: ₹52,500.
Total Amount Paid (₹)
Cumulative amount you have paid the farmer. Update when paying. For example: ₹40,000.
Pending Payment (₹)
Auto: Due minus Paid. What you still owe. For example: ₹12,500.
Advance Balance (₹)
Outstanding advance given to farmer (deduct from next payment). For example: ₹2,000.
Payment Mode
Preferred method: Cash, Bank, UPI, or Cheque. For example: Bank Transfer.
Bank Account Number
Farmer bank account (visible to managers only). For example: XXXX1234.
UPI ID
For UPI payments. For example: ramesh@upi.
Tips
- Only Done collections count: Draft or rejected milk is not included in amount due – confirm collections are Done before paying.
- Pay after quality clearance: If your centre rejects milk after collection, the rejected entry should not remain as Done.
- Bank details are manager-only: Regular users cannot see bank account numbers – only Dairy Managers can.
Common Mistakes
- Paying without checking pending amount – Always verify Pending Payment matches your manual calculation.
- Not updating Total Amount Paid – If you only pay cash but don’t update the field, pending will stay wrong.
- Ignoring rejected collections – Rejected milk should not be in Done status or it will inflate amount due.