Agriculture

Before you start: module accounts

Purpose: the Agriculture module posts automatically, so — once only — two chart-of-accounts links must be configured in Settings › Accounts before saving the first cost or harvest:

Permissions: each screen has its own permissions granted from role management: AGRI.Fields.* and AGRI.Crops.* (view/create/edit/delete), AGRI.Seasons.* (view/create/edit — closing requires the edit permission), AGRI.Costs.* and AGRI.Harvests.* (view/create).

Fields

Route: Agriculture › Fields — /agri/fields

Purpose: master data defined once: each field (or farm/plot) with its code, name, area in feddan and location. The field is one side of every season, and it lets you compare field productivity and cost across years.

When to use it: during initial setup, when renting/buying new land, or to deactivate a field taken out of service.

Create/edit screen fields

1. From the list click "Create" — the form opens with the code pre-suggested.
2. Enter the Arabic name (required), the area and the location.
3. Save with "Save", or "Save & New" to enter several fields in a row; "Back" cancels.
4. Next to the form is a record notes panel for permanent notes about the field (soil type, water source…).

FAQ

Q: I plant the same field in summer and winter — do I define it twice?
A: No. The field is defined once; open a new season on it for each planting — costs are separated by season, not by field.

Q: We measure in hectares, not feddan?
A: The area box is a plain number labeled "feddan"; in practice you can enter values in your own unit as long as you use one unit consistently across all fields so totals and comparisons stay meaningful.

Q: I split a large field into two plots — what should I do?
A: Define the two plots as new fields with their areas and deactivate the old field (untick "Active"); old seasons stay on the old field for history.

Crops

Route: Agriculture › Crops — /agri/crops

Purpose: master data: the list of what you grow (wheat, dates, tomatoes…) with a code and Arabic/English names. The crop is the second side of a season's definition, and profitability reports group by it.

Create/edit screen fields

FAQ

Q: I grow two wheat varieties (local and imported) — one crop or two?
A: If you want to compare their cost and profitability, define them as two separate crops; if treated identically, one crop is enough.

Q: Is the crop linked to a stock item in the Inventory module?
A: There is no automatic link; the harvest posts its value to the harvest inventory account in the chart of accounts. When selling, you issue a sales invoice with whatever item you use, and the harvest inventory account is settled by accounting entry.

Q: I entered the Arabic name only — what shows in the English interface?
A: The system automatically uses the Arabic name as the English name until you edit it later.

Seasons

Route: Agriculture › Seasons — /agri/seasons

Purpose: the season is the cost container: crop + field + period (e.g. Wheat 2026 — North field). Every cost and every harvest is recorded against a specific season, and the list shows each season's live totals: costs, harvest quantity, harvest value and profit.

The two season statuses: Open accepts costs and harvests — Closed is finished and accepts no further documents.

"New season" screen fields

On save the system assigns a sequential document number in the form SEAS-00001 and links the season to the default branch. "Save & New" keeps you on the screen to open another season.

List columns

Closing a season

1. Make sure every cost and every harvest has been recorded — after closing, the season accepts no documents.
2. On the season's row (Open seasons only) click the lock icon "Close season".
3. It switches to "Closed" immediately, and its end date is fixed to today if not already set.

FAQ

Q: Profit shows zero or negative although the season is profitable — why?
A: The column compares the recorded harvest value with costs. If you value harvests at cost (the recommended practice) it will naturally be near zero, and the real profit appears when the produce is sold via sales invoices. A large negative usually means not all harvests are recorded yet.

Q: Can two seasons run on the same field at the same time?
A: Yes — the system does not prevent it (intercropping, for example). Just take care to pick the right season when recording costs.

Q: I closed a season by mistake before the last harvest — what now?
A: There is no reopen on the screen. Record the remaining effect with a manual journal entry from the Accounting module, or refer to your system administrator.

Season costs

Route: Agriculture › Season Costs — /agri/costs

Purpose: record every expense against its season the moment it happens. The document is created and posted instantly in the same save: the amount is capitalized to "crop work in progress" against the chosen cash box, and accumulates in the "Costs" column of the season list.

When to use it: buying seed, an irrigation bill, daily labor wages, tractor rental… everything spent on the season before harvest.

"New season cost" screen fields

Cost types

Accounting effect (automatic on save)

Document numbers follow ACST-00001. In the list, the book icon 📖 next to each cost shows its posted journal entry.

FAQ

Q: My season does not appear in the list?
A: The list shows Open seasons only — a closed season accepts no costs.

Q: I bought fertilizer on credit from a supplier, not cash?
A: This screen posts against a cash account (cash box). For credit purchases record the invoice in the Purchasing module against the supplier, then charge its value to the season according to your accounting policy (a manual entry to WIP).

Q: One expense belongs to two seasons (tractor fuel serving two fields)?
A: Split it manually: two documents with appropriate amounts, each on its season — there is no automatic allocation.

Harvests

Route: Agriculture › Harvests — /agri/harvests

Purpose: record what was picked from the season: quantity, unit and value. The document posts instantly: the value moves from "crop work in progress" to "harvest inventory", and the quantity and value are added to the season totals. A season accepts multiple harvests (picking in batches).

"New harvest" screen fields

Accounting effect (automatic on save)

Document numbers follow HARV-00001, and the book icon 📖 in the list shows the entry.

FAQ

Q: Does the system compute the value automatically from season costs?
A: No — the value is manual so you stay in control (partial picking, damaged crop…). Use the formula in the tip above.

Q: I picked in three batches — one document or three?
A: Three documents with their actual dates; totals accumulate on the season automatically while keeping each batch's detail.

Q: Where do I enter the receiving warehouse and quality grade?
A: There are no dedicated fields for them; note them in "Notes". The stock effect here is an accounting one (the harvest inventory account), not an item movement in warehouses.

Full example: a wheat season from opening to profit

A farm opens season Wheat 2026 — North field (document SEAS-00007). Here is the whole cycle in numbers:

1) Recording costs (80,000)

Each document posted instantly: Dr Crop work in progress / Cr Cash box. WIP now carries a debit balance of 80,000, and the "Costs" column in the season list shows 80,000.

2) Cost per ton and recording harvests

Expected yield is 50 tons → cost per ton = 80,000 ÷ 50 = 1,600. The season is picked in two batches:

The season list now reads: Costs 80,000 — Harvest qty 50 — Harvest value 80,000 — Profit 0 (harvests were valued at cost, so all costs moved into inventory with no book gain or loss).

3) Closing, then selling

1. After the last batch click "Close season" — it turns "Closed" and the end date is fixed.
2. Sell the 50 tons at 2,100 per ton via the Sales module = revenue 105,000.
3. Cost of goods sold = 80,000 (from the harvest inventory account) → actual season profit = 25,000, a 23.8% margin.