GFP Recordkeeping

Recordkeeping Samples and Templates

We are providing a sample and a template of a wide variety of recordkeeping spreadsheets, because we understand no one recordkeeping system fits everyone. There are many commercially available recordkeeping systems, which many farmers use with great success. These are freebies that we are providing. If you have free farmer-friendly recordkeeping tools you want to share, please email them to us here at Southern SAWG.

You may want to just start with some very simple records or you may want to keep extensive records.

The files in the “Basic” folders are just that -- very basic. They allow you to store data and see at a glance how things are adding up as you go through the season.

The Ag Decision Maker is a record sheet for capturing Machinery Cost and a set of record sheets for capturing individual Crop Costs that were developed by Iowa State University. A notch up from the Basic Crop Cost Record in the “Basic Records” folder, these Ag Decision Maker Records can be a useful way for farmers to record crop expenses.

The Veggie Compass Whole Farm Profit Management is the more advanced tool.

Most of these recordkeeping tools are Excel spreadsheets. You do not have to be an expert in Excel to use these recordkeeping tools. But if you want a tutorial on using Excel, this document provides the general information you will need: The Basics of Using Excel.

The sample records are “read-only”. This means you can study them, but you cannot enter any information to change anything that is on the spreadsheet. It remains your unaltered sample, even if you do accidentally try to enter data.

With the record templates, you can record your own data, using the sample record as reference. Before entering your own data, first copy the template to your computer and save the file by a name that makes it recognizable to you, such as “Farm Expenses 2015” (The Basics of Using Excel will teach you how to do this if you do not know how).

In the templates, there are certain “cells” which have a predetermined formula in them. For example, where you see “Total” you’ll notice that it has been predetermined what data will be included in the Total. As you enter data, you’ll see the Total change. You can click on that cell to see the formula – to see what data is being included in the total. The formulas are the meat of the files and are what make it simple for you to get from your data the information you need to make smart decisions. Do not worry about deleting these important formulas. We have locked the cells that contain formulas so that you cannot accidentally change them.

 

Basic Recordkeeping

Download a zip file all the basic recordkeeping files

Expenses

Expenses Record Sample

Expenses Record Template

Sales

Sales Record Sample

Sales Record Template

Harvest

Harvest Record Sample

Harvest Record Template

Planting

Planting Record Sample

Planting Record Template

Activity

Activity Record Sample

Activity Record Template

Timesheets

Timesheet Sample

Timesheet Template

Basic Timesheet Sample — Potomac Vegetable Farms

Basic Timesheet Template — Potomac Vegetable Farms

Equipment

Equipment Owning and Operating Cost Sample

Equipment Owning and Operating Cost Template

Expenses to Cost

Schedule F Expenses to Cost Categories Sample

Schedule F Expenses to Cost Categories Template

 

Ag Decision Maker 

Download a zip file of all the Ag Decision Maker files.

Basil

Basil Crop Cost Record Sample

Basil Crop Cost Record Template

Carrots

Carrots Crop Cost Record Sample

Carrots Crop Cost Record Template

Cherry Tomatoes

Cherry Tomatoes Crop Cost Record Sample

Cherry Tomatoes Crop Cost Record Template

Eggplant

Eggplant Crop Cost Record Sample

Eggplant Crop Cost Record Template

Garlic

Garlic Crop Cost Record Sample

Garlic Crop Cost Record Template

Green Beans

Green Beans Crop Cost Record Sample

Green Beans Crop Cost Record Template

Heirloom Tomatoes

Heirloom Tomatoes Crop Cost Record Sample

Heirloom Tomatoes Crop Cost Record Template

Potatoes

Potatoes Crop Cost Record Sample

Potatoes Crop Cost Record Template

Raspberries

Raspberries Crop Cost Record Sample

Raspberries Crop Cost Record Template

Salad Greens

Salad Greens Crop Cost Record Sample

Salad Greens Crop Cost Record Template

Snow Peas

Snow Peas Crop Cost Record Sample

Snow Peas Crop Cost Record Template

Strawberries

Strawberries Crop Cost Record Sample

Strawberries Crop Cost Record Template

Sweet Potatoes

Sweet Potatoes Crop Cost Record Sample

Sweet Potatoes Crop Cost Record Template

Crop Cost

Crop Cost Record Sample

Crop Cost Record Template

Machinery 

Machinery Cost Record Sample

Machinery Cost Record Template

 

Veggie Compass 

Veggie Compass Whole Farm Profit Management Record Sample 

Veggie Compass Whole Farm Profit Management Record Template