For agro-input shops & agrovets

Agro-input shop software for seasonal stock and farmer credit

You sell twice a year and much of it goes out on credit against a harvest nobody can promise. PesaScope keeps track of who took what, who paid afterwards, and what died on the shelf in between.

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You are lending, whether you call it that or not

An agro-input shop earns in two short windows, in the weeks after each rain starts, and much of it leaves on credit. The farmer takes seed and fertiliser in March and pays in July, if the harvest is good and the market price holds. That is not a sale on terms. It is your shop financing a crop it has no control over.

The second cost is quieter. Chemicals carry an expiry date and seed loses germination whether or not anyone opens the store. What has not moved by the end of a season is carried forward at a discount you only discover when you try to sell it.

Both losses happen away from the till, which is why a season can feel busy and still end thin. PesaScope's job is to put numbers on the two of them: which farmers actually paid after harvest, and what left the shelf as a write-off rather than a sale.

How a season runs on it

  1. Set the units the way you actually sell themA 50kg bag of NPK and a kilo scoop are two products with two prices, and so are a one-litre herbicide and a 100ml sachet. Repacking is where agrovet margin disappears.
  2. Record each delivery at that load's costFertiliser moves with the import price between seasons. Stock-in holds the supplier and the cost per unit for that delivery, so profit is against what you paid this time.
  3. Give credit against a name and a dateEnter what the farmer handed over at the counter. The balance sits against them as a dated debt, not a line in a book under the till that only you can read.
  4. Write off expiry and dead seed with a reasonAdjust the quantity down and choose Expired or Damaged. Two seasons of that history tells you which chemicals you keep over-ordering.

Setting up the store

Pick "Agro-input shop (agrovet)" at sign-up and this list is already there — then add the brands your own suppliers actually deliver. Keep seed, fertiliser and chemicals in separate categories or the reports will say nothing.

Maize seed (2kg) Bean seed (5kg) NPK fertiliser (50kg) Urea (50kg) Herbicide (1L) Insecticide (100ml) Knapsack sprayer Dewormer tablets

Set the low-stock level on the fast movers before the rains rather than during them. Sprayer hire is a service; everything else carries a count.

A season, counted properly

Season sales paid at the counterUGX 14,200,000
Season sales taken on creditUGX 6,800,000
Cost of everything sold− UGX 15,750,000
Rent, staff and transport, four months− UGX 2,400,000
Expired chemicals and dead seed− UGX 720,000
Farmer credit never recovered− UGX 1,500,000
Kept for the seasonUGX 630,000

Gross margin on 21,000,000 of sales was 5,250,000. The two lines that took 2,220,000 of it — stock that went out of date, and farmers whose harvest did not cover the bill — are over two fifths of that margin, and neither ever passes through the till.

What PesaScope does not do

It holds no expiry date against a product or a batch. It cannot warn you that a drum of herbicide has sixty days left, and it knows nothing about seed lots or germination rates. Walking the shelves with a torch stays a job for a person.

It is not a veterinary system either. There are no animal records, no treatment histories and no prescriptions of any kind. If you sell a dewormer, PesaScope records the sale and the payment — nothing about the animal it went to.

And it will not decide who deserves credit. There is no scoring and no limit that enforces itself. What it does is show you what each farmer took last season and how long they took to pay, which is a firmer basis than the one most shops use.

Where the season's margin goes

  1. The farmer who part-paid and went quietThe ageing report groups every balance by age. After harvest, the ninety-day column is your list of conversations.
  2. Chemicals that outlived the seasonA litre bought for demand that never came is money spent twice — on the drum, then on the write-off.
  3. Repacks priced from memoryA kilo out of a 50kg bag, priced by feel, is usually priced too low. Two products keep it honest.
  4. The bag that walkedFertiliser stored where several people can reach it goes missing quietly. An adjustment logged with a reason makes the pattern visible.

The detail, if you want it

Stock controlProducts, units, write-offs and low-stock levels. Farmer credit & ageingDebtors, payments, reminders and how old each debt is. Purchases & suppliersDeliveries, cost per unit and what you owe. Poultry farmsFor the customers on the other side of your counter.

Questions agrovet owners ask

Can I sell to farmers on credit until harvest?

Yes. Enter what they paid at the counter and the balance is held against their name with the date. The ageing report shows what has slipped past ninety days.

Will it warn me before chemicals expire?

No. No expiry date is held against a product or a batch, so the shelf check stays manual. What it keeps is the write-off history — which lines expired, and how often.

Do you keep animal or treatment records?

No. There are no veterinary, clinical or prescription records at all. The sale and the payment are recorded; nothing about the animal or the advice given.

I sell fertiliser by the 50kg bag and by the kilo.

Set them up as two products, each with its own cost and selling price. A single blended line will always overstate the margin on the repack.

Fertiliser prices changed between deliveries. Does that matter?

It is handled. Each stock-in records the cost per unit for that load, so margin is calculated against what you actually paid rather than an old figure.

Can I send a reminder to a farmer who has not paid?

Yes. From the debtor's profile you can send a reminder by SMS or WhatsApp, and record the payment against the specific sales it settles.

Set it up in about three minutes

Pick your trade at sign-up and PesaScope loads your starting list for you. Change any price, add what's missing, and record your first sale the same day.

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