1. Overview of Record Keeping
Session 12
Overview of Record Keeping 

2. Objectives: At the end of this session, participants will be able to:
discussed the importance of keeping records;
enumerate the different types of records needed.

3. What is record?
A written proof of what happened, what is happening, or what is anticipated to happen.
a written proof of what was said, and who said it.
examples : minutes of a meeting, a report on the number of group members who worked in the group project, a record of the names of members who have brought in their membership contribution.

4. Why keep records?
Record keeping is important because you cannot keep everything in your head. People are forgetful by nature.

5. Advantages of record keeping:
You will know. . .
how much money you have received, how much money you have spent and how you have spent it.
how much are the amount of inputs and materials used to grow the enterprise.
the price of produce sold and cost of inputs. You can calculate whether you are making a profit or a loss.

6. Advantages of record keeping:
You will be able to. . .
to make better decisions on what to buy and sell.
keep records of buying and selling on credit, so that people cannot cheat you.
Know how much volume you produce

7. Types of Farm Business Records:
Production Records
Labor Records
Cash Inflow Records
Cash Outflow Records
Home Consumption Records
Profit and Loss Records
Fixed Asset Records
Sales Records

8. Practice of keeping farm business records
Session 13
Practice of keeping farm business records

9. Objectives: At the end of this session, participants shall have:
Enumerated the kind of records needed;
Described how to maintain them on a regular basis;
Identified the kind of records needed;
Discussed the ways to maintain them on a regular basis.

10. Production Record  It provides information on production output.
 Helps the farmer to understand how well his production programme is performing.
 It can be used to compare the performance of one farm with another farm.
 It is necessary for assessing the farm business plans prepared previously.

11. Enterprise/Commodity
Production record
Enterprise/Commodity
(a)
Land size ha
(b)
Expected yield/ha
(c)
Total yield
(tons/kg/bags)
d = (bxc)

12. Enterprise/Commodity
Production record
Enterprise/Commodity
(a)
Land size ha
(b)
Expected yield/ha
(c)
Total Expected yield
(tons/kg/bags)
d = (bxc)
Corn 1
16,000kg/ha
16,000 kg

13. Labor Record
 It provides information on the number of people required for each activity and the number of hours they will take each day.
 It will assists the farmer in understanding the labor requirements for each activity.

14. Labor record Date Activity Number of people working
Number of days taken
(d)
Total number of days taken
e = (cxd)

15. Labor record Date Activity Number of people working
Number of days taken
(d)
Total number of Persondays taken
e = (cxd)
25 Feb 2010
Land preparation 2 4
30 Mar 2010
Planting 6 12
6 Oct 2010
Harvesting 1 8

16. Cash Inflow Record
 help farmers to prepare enterprise budgets for the next round of planning.
 helps farmers to construct cash flows for the farm.

17. Cash Inflow Record Date (a) Sales/output (b) Quantity (c) Unit price
Total income
e=(cxd)
Comments
(f)
Total

18. Cash Inflow Record Date (a) Sales/Output (b) Quantity (c) Unit price
Total income
e=(cxd)
Comments
(f)
12/04/2010
Sold Corn
500 kg
23 per kg
11,500
Sold at farm gate
15/04/2010
400 kg
22 per kg
8,800
Sold at town market
20/04/2010
200 kg
4,600
25/04/2010
21 per kg
8,400
Total
1,500 kg
33,300

19. Cash Outflow Record
 help farmers when they need to set up enterprise budgets for the next round of planning.
 help the farmer when he needs to calculate the cash flow for the whole farm.
 provides information of all the activities that require the farmer to spend money either to buy inputs or pay for services and
operations.

20. Cash Outflow Record Date (a) Particulars (b) Quantity (c) Unit price
Total Expenses
e=(cxd)
Comments
(f)
SUBTOTAL

21. Cash Outflow Record 25/01/10 Purchased seed 50 kg 50 2500
Date
(a)
Particulars
(b)
Quantity
(c)
Unit price
(P)
(d)
Total expenses
e=(cxd)
Comments
(f)
25/01/10
Purchased seed
50 kg 50
2500
Bought from Pedro
01/02/10
Purchased fertilizer
1 bag
700
Bought from Dalisay
18/02/10
3500
25/02/10
Labor
4 hrs
200
800
Did some of the work myself
Labor Plowing
5 hrs
500
05/03/10
12hours
300
3600
local
Pesticides
1 liter
1000
Bought from Letecia
05/10/10
Transportation 1
Hired Go Trucking
Bags 40
2000
Mabuhay Packing
06/10/10
Harvesting
8 hrs
250
Hired from barangay
TOTAL
19600

22. Home consumption record
assists farmers to know where some of the income from the farm enterprises is going;
helps him make a business decision whether to sell all of his food crops to generate cash or to consume food as an alternative;
records produce that have been stored, consumed, or given as gifts to relatives, friends and family members;
provide information on the amount and the value of what the family has consumed from the farm or has given away;

23. Home consumption record
Date
(a)
Consumed items
(b)
Quantity
(c)
Unit Price
(P)
(d)
Total Value
e = (cxd)
Comments
(f)
Total

24. Home consumption record
Date
(a)
Consumed items
(b)
Quantity
(c)
Unit Price
(P)
(d)
Total Value
e = (cxd)
Comments
(f)
5/03/10
Corn
50 kg
20/kg
1,000
Family
5/04/12
1000
Total
100 kg
2,000

25. Profit and Loss Record  helps to keep track of profits and losses.
 helps farmers to analyze his enterprise and to plan for the next cropping season

26. Profit and Loss Statement
Measuring my enterprise profit for the period _________________
Area / size of the enterprise _________________
Quantity
(a)
Unit Price or
Cost (P/unit)
(b)
Total
(P)
c=axb
Income
Sales
Home consumption
Other
Total Income (a)
Expenses
Inputs and Materials:
Seed
Fertilizer
Pesticide

27. Profit and Loss Statement
Measuring my enterprise profit for the period _________________
Area / size of the enterprise _________________
Quantity
(a)
Unit Price or
Cost (P/unit)
(b)
Total Value
(P)
c=axb
Field Operations:
Land preparation
Plowing
Planting
Weeding
Harvesting
Storage Fee
Total costs (b)
Profit (a-b)

28. Profit and Loss Statement
Measuring my enterprise profit for the period _________________
Area / size of the enterprise _________________
Quantity
(a)
Unit Price or
Cost (P/unit)
(b)
Total
(P)
c=axb
Income
Sales
1500 kg
22.20
33300
Home consumption
100 kg 20
2000
Other
Total Income (a)
35,300
Expenses
Inputs and Materials:
Seed
50 kg 50
2500
Fertilizer
2 bags
700 +
3500
4200
Pesticide
1 liter
1000

29. Profit and Loss Statement
Measuring my enterprise profit for the period _________________
Area / size of the enterprise _________________
Quantity
(a)
Unit Price or
Cost (P/unit)
(b)
Total Value
(P)
c=axb
Field Operations:
Land preparation 4
200
800
Plowing 5
500
2500
Planting 12
300
3600
Weeding
Harvesting 8
250
2000
Storage Fee
3000
Total costs (b)
19,500
Profit (a-b)
15,700

30. Fixed Asset Record
 helps farmers remember when and for what price they bought the equipment
 helps farmers remember when to repair or replace an item

31. Fixed Asset Record
 helps farmers calculate the fixed costs for their farms when calculating the profit for the whole farm.
 Includes farm equipments (e.g. tractor), implements and tools, packing shed, farm infrastructure (e.g. fencing)

32. Fixed Asset Record Life Date Items Purchase price (P) Quantity Span
(Years)
Comments

33. Fixed Asset Record TN-09 Life Date Items Purchase price (P) Quantity
Span
(Years)
Comments
1/2/2008
Hand tools
800 5
2-3
Replace in 2011
3/4/2008
Knapsack Sprayer
1000 3
Bought from Pedro
4/4/2008
Irrigation pipes
2000 10
Bought from AgriCor
The life of the item varies.

34. Monitoring the record keeping process
Keep the records up to date
Keep records per enterprise on a regular basis
Agree who will be responsible for keeping the records
Separate records should be kept for each farm and farmer
Meet regularly to discuss the entries that they are making and any noticeable differences
Spend adequate time for the group to discuss the records or any problems the teams might have