Member milk, quality readings, pay cycles, feed credit and tanker dispatch for dairy cooperatives.
Each farmer who pours milk at a village society gets one account. It holds every pour with its weight and its fat and SNF (solids-not-fat) reading, the rate chart applied, feed credit, loans and share capital. At the counter, a farmer’s question is answered from the printed statement. Village societies keep their own books while the union office reads the totals across all of them, so the board sees the same figures.
- Member register, rate chart and deduction order entered the way your society pays today
- Member balances, share capital and open feed credit migrated
- Changes to rate charts and society lists handled by GullySystem staff when asked
Farmers pour milk at village societies, and the union collects it. This software keeps each member’s can weights, fat and SNF readings, the chart applied, feed credit, loans and share capital in one account. Statements and tanker sheets print from that account, so the secretary and the union office work from one record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Member enrolment
A farmer joins with a member number, village society, cattle count and bank details. Share capital paid is recorded against the joining date, and a named nominee goes onto the passbook with its first entry.
- 2
Shift collection
Each pour is logged. The member number, can weight and sample ID are entered, and the fat and SNF readings from the lactometer or analyser are keyed in or loaded straight from the analyser file.
- 3
Rate and amount
The chart in force that day turns the reading into a rate and an amount. A reading outside the chart is flagged. The clerk must fix it before the shift can close, and the correction stays in the log.
- 4
Chilling and dispatch
Milk is chilled in the bulk cooler, then loaded on a tanker with its society weight and quality. The dairy’s own figure is entered on arrival, and any shortfall is explained beside it.
- 5
Pay cycle
At cycle end the system adds each member’s shifts, applies deductions in the order the board has resolved, and prints a statement with a bank payment list for the treasurer to sign.
- 6
Year end
Year end is a print job. Bonus, dividend and share transfers are worked out from member history, and the register and statements the auditors request come from the record the secretary uses every day.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Goods Receipt (GRN)
Each pour is received against the member’s number with can weight and sample ID, so the accepted quantity is on record before any rate is applied.
- Quality Control
Fat and SNF readings are recorded for every pour, and a reading outside the expected band is flagged to the tester before it feeds the payment.
- Vendor Management
Each farmer is held as a supplier with a bank account, nominee and village society, so payment lists and statements carry the correct name.
- Stock Tracking and Alerts
Feed, mineral mixture and medicines are counted in and out of the society store, and a low level prompts a reorder before the shelf empties.
- Point of Sale Billing
A bag of cattle feed issued at the counter is billed to the member’s account or paid in cash, and stock falls with the sale.
- Vehicle and Trip Management
Each tanker run is logged with loading time, society weight and destination, so the plant’s figure can be compared with the society’s own.
- WhatsApp, SMS and Email Notifications
A member receives the statement by message when the cycle closes, and the secretary is told which mobile numbers could not be reached.
- Workflow and Approvals
A loan request moves from the secretary to the committee for approval, and the decision with its date is kept on the member’s account.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the society secretary
Enter shifts, issue feed, run the cycle and answer a farmer’s question about a payment from the printed statement.
For milk testers and chilling staff
Record sample IDs and readings at the pour. Log chilling and tanker loading with weights, including the temperature read at dispatch, so the plant can compare its own thermometer later.
For the union office
Read shifts, payments, dispatch gaps and feed stock across all societies. Then chase the society that has not posted, with its missing shifts listed by date, can number and tanker.
For board members
See milk received, feed credit, loan recoveries and share capital in the form the committee meets on, with the totals matching those on the secretary’s desk.
For member farmers
Receive a statement by message or print that shows each pour, the rate used and every deduction taken, line by line.
The numbers the owner asks for.
- Milk received by society, shift and tanker
- Fat and solids averages by society and by member
- Member statements with rate used and deductions
- Society weight against plant weight by tanker
- Feed and input credit outstanding by member and age
- Loan instalments due and recovered
- Share capital, bonus and dividend by member
Who this is built for.
- Cooperatives that collect milk through village societies and sell to a union or processing dairy
- Producer companies that pay farmers by fat and solids
- Societies that sell cattle feed and mineral mixture on credit to members
- Union offices that consolidate the books of many societies
- Cooperatives that offer veterinary and breeding services to members
When it is not the right choice.
- A single dairy farm that milks its own herd will find Dairy Farm Management Software closer. Think of the cowshed, not the society.
- A collection centre that buys milk from farmers for cash with no membership will find Milk Collection Centre Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS or other messaging for statements
- Bank payment file export
- Analyser file import
- Accounting export
Questions owners ask before a demo.
Can a member see how a payment was worked out?
A statement lists each pour with weight, fat, SNF and the rate used, followed by every deduction taken. Counter staff print it, or it reaches the member by message.
How does it handle a change to the rate chart?
A new chart is added with a start date. Pours before that date keep the old chart, so an earlier statement reproduces the same figure when an auditor asks.
Can several village societies use one system?
Yes. Every village society enters its own shifts and runs its own cycle. The union office sees every society and can open one society’s record to check a disputed pour against the tanker sheet.
Can it read from our milk analyser?
Often, depending on the analyser model. When it can export a file, readings load against the member and shift without retyping. When it cannot, the tester keys them in at the pour.
How are feed credit and loans recovered?
Deductions follow the order the board has fixed. A balance not recovered in a thin cycle is carried forward, and it shows on the next statement for the secretary and the member.
Can we pay members by bank transfer?
The cycle produces a payment list in a layout your bank accepts. The layout is agreed during set-up, and the transfer itself is made through your own banking channel by the authorised signatories, never by the software.
Does it help with year-end papers?
Yes. The share register, milk history, bonus and dividend figures print from the record, and the exact layout your auditors want is agreed with your staff well before the first year end.
Will it work with unreliable power and signal?
Partly. It runs online, so a society with weak signal keys shifts after the pour and syncs once connected. Closing the cycle is the secretary’s call.
Who owns the member records?
The cooperative does. Member registers and ledgers go out in a fixed layout, and that layout is named in the quotation before anything is built.
What sets the cost?
Societies, users and analyser links drive the cost. Your own fat and SNF rate chart goes into a live demonstration first, and the board then receives a written proposal to read before agreeing.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Dairy Cooperative Management Software with your own data.
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