Stock Planning And Record Keeping

A proper system for planning stock is essential. Records should be kept when stocks are received or issued as it reflects the stock on hand and will prevent shortages of specific inputs as they can be ordered immediately. It also secures the "first in - first out" basis.

This is especially important for pesticides and fertilisers that have a limited shelf-life as this will prevent the accumulation of obsolete stocks. Major problems may develop where inputs are not tracked. A system is thus required to track agricultural inputs in the store.

Recording Systems

Record-keeping systems are designed to record the movement of inputs in and out of the stores. The system used will differ from farm to farm and will adjust according to the size of the store. The records should ideally be kept separately from the store.

Small Stores

In the case of small stores, detailed records may not be required. A person farming on a small scale will only use limited quantities of pesticides etc. Even though this may be true the small-scale farmer should also adhere to basic store practices.

The minimum information to be recorded should be the date of purchase or arrival, the name and type of pesticide, batch numbers and volumes. The system may be as simple as writing the information directly on the container.

All containers must have proper labels that must remain attached to the containers, clean and legible at all times.

The small-scale farmer should keep all invoices, delivery notes or receipts obtained in connection with pesticide purchases separate from the store. This will enable the farmer to contact the pesticide supplier in the event of an emergency or if further advice is needed. The farmer should also have a supply of material safety data sheets, which the supplier or manufacturer can provide.

Large Stores

Large stores will require some sort of formal recording system. The adapted system depends on circumstances. Records should be kept separate from the pesticide stock so that they are not destroyed in the event of a major disaster (such as fire, flood, earthquake, hurricane or destruction during civil unrest).

Records may be kept as sheets in a ledger or in card index form. Duplicate records adjacent to the stock itself may also be required, perhaps in simplified form. Again, a supply of material safety data sheets should be requested from the supplier or manufacturer.

Records should be accurate and sufficiently detailed to enable a replacement to take over responsibility with ease.

Pesticides have a limited shelf-life and stock batches bought at different times may vary in formulation and packaging. It is important to have a separate record allocated to each consignment as it is received from the store.

The national authority responsible for the procurement of pesticides needs to be updated regularly on stocks kept in various locations in the country. These figures can easily be obtained from records.

Click here to download a handout that explains pesticide storage and stock control.

Click here to download a handout that explains the procedures when receiving the delivery of items.