Keep forecast, receipt, accepted stock and dispatch separate
For a Punjab farmer producer organisation (FPO), a collection system should show which member supplied a batch, what was weighed, what was accepted and what left the collection point. A grower’s forecast is not available stock. Agree the handover and correction rules before adding dashboards or buyer ordering.
The following collection workflow is a fictional planning example. It is not a Digittrix client result, a universal FPO operating procedure or a statement of agricultural trading requirements. The organisation’s responsible staff must approve its commercial and grading rules.
Map one collection point before extending the platform
Start discovery with anonymised receipt books, dispatch sheets and the actual roles at one collection point. Identify who enters weights, who accepts a grade, who approves corrections and who records dispatch. Include transport handover and buyer confirmation if they are part of the first release.
For a team working around Mohali and elsewhere in Punjab, confirm Punjabi, Hindi or English labels with users. List collection points explicitly rather than assuming one address or a city name defines the service area. Agree the units printed on receipts and how quantities from different locations will be compared.
The minimum records to agree
- Member and receipt: a stable member reference, collection point, time, operator and unique receipt ID. Collect only the personal details the workflow requires.
- Batch: crop or product, declared variety where relevant, grade, quantity, unit and the person approving acceptance.
- Stock movement: accepted quantity, reservation, dispatch, return or adjustment, each with its own ID and reason.
- Handover: dispatch reference, destination, responsible person and the evidence required to confirm receipt.
- Corrections: preserve original values, approved changes and reasons rather than silently overwriting a weight.
Worked example: reconcile 120 kg without hiding a correction
Fictional receipt R-104 records 120 kg at collection. An approved 2 kg correction produces 118 kg accepted stock. Of that accepted quantity, 80 kg is dispatched, 3 kg is recorded as a subsequent rejected-stock movement, and 35 kg remains available.
Recorded receipt: 120 kg − 2 kg correction = 118 kg accepted Accepted stock: 118 kg − 80 kg dispatched − 3 kg rejected = 35 kg available
The 2 kg correction and the later 3 kg movement are different events and must not be deducted twice. Record who approved each and why. This expanded example is not implemented by the current browser demo, which only demonstrates harvest receipts and dispatch.
Plan for repeated uploads and competing dispatches
Give each receipt or stock movement a stable operation ID so a retried upload can be recognised. In a server implementation, validate stock and commit the movement together; two requests must not both spend the same available quantity. Define reservations and how cancellations release them.
Database transactions group changes into an all-or-nothing operation. PostgreSQL’s transaction introduction explains this principle. A transaction alone is not a complete overselling solution: the implementation still needs suitable concurrency control, uniqueness constraints and tests for simultaneous requests.
For unreliable connectivity, decide which field records may be drafted locally and which approvals require the authoritative system. Read the Punjabi and offline app planning guide before treating an unsynchronised receipt as available stock.
Proposed checks before expanding beyond the pilot
- Upload the same receipt twice: one accepted receipt and one stock increase.
- Change a weight: the original, correction, reason and approving user remain visible.
- Try two simultaneous dispatches that together exceed stock: the approved total never exceeds availability.
- Reconcile a batch: accepted receipts minus dispatch and other approved movements equal remaining stock.
- Export one collection day: every total can be traced back to its receipt and movement IDs.
- Measure the pilot honestly: record missing receipts, corrections, unreconciled quantities and staff effort using the same definitions before and during the pilot.
These checks are a proposed acceptance plan, not measured outcomes. Payment settlements, weighing-device integrations, tax handling and any trading obligations need separate approved requirements. Bring the workflow and exclusions to a scope discussion; quotations are prepared in INR after discovery.