One pass book behind every can weighed, tested, rejected, cooled and paid.
Every can is weighed, tested and written once. Litres, fat readings, clot rejections, cooler temperatures, tanker seals and payments are stored against a supplier and a shift, so the pass book, plant statement and payment run agree. A tablet or an analyser file feeds it.
- Supplier list, villages, routes and rate chart carried in exactly as you keep them now
- Opening balances, advances and feed dues entered before the first shift
- Our team edits the rate chart and starts new payment cycles whenever you ask
This system covers the weighing platform, the fat test, the cooler log, the tanker dispatch and the supplier payout for a society or a private collection centre. Each shift’s litres, fat and solids-not-fat go against a supplier and the rate chart, and rejected cans, tanker seals and feed dues are stored beside them. Pass books come from these.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Supplier arrives
The supplier is found by code or name. Animals in milk, cycle, bank details and open balance appear on the weighing screen before the can is lifted onto the scale.
- 2
Weighing and testing
Quantity is recorded and a sample is drawn. Fat and solids-not-fat come from the analyser or by key, and a failed clot or alcohol test marks the can as rejected before any litre is added.
- 3
Rate and amount
The chart row is picked automatically. A slip is printed or a message is sent with the quantity, fat, rate and amount, and the pass book picks up the same figures without anyone copying them.
- 4
Cooling
Milk goes to the cooler. Readings are logged at set times by the person who took them, and any reading above your limit is flagged to the manager.
- 5
Dispatch
Each tanker gets a seal number. The plant’s receipt figures are entered beside the load when they arrive, so a short delivery shows up as a difference to chase.
- 6
Payment cycle
At cycle end, entries are totalled, feed dues and advances are deducted, and the bank list or cash payout sheet goes out with a statement for each supplier.
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.
- Vendor Management
Each supplier has one record with route, animals in milk, bank details and cycle, and the pass book is printed from the same weighing entries.
- Goods Receipt (GRN)
Quantity, fat and solids-not-fat are recorded at the platform for each supplier and shift, from the analyser or by key, with the can count alongside.
- Price Lists and Schemes
The plant’s rate chart and bonus slabs are held with effective dates, and each entry takes the row that applied on its day, never today’s row.
- Quality Control
Clot and alcohol test results, rejected cans and the reason given are stored for every shift, with repeat rejections shown to the manager as a list.
- Vehicle and Trip Management
Every tanker load is entered with vehicle, seal and quantity, and the plant’s receipt figures are placed beside it so a short delivery is compared.
- Stock Tracking and Alerts
Bags of cattle feed and mineral mix come off stock at the counter, with a warning when a line such as pellet feed runs low.
- Credit Limits and Control
Advances and feed dues are held per supplier and recovered at cycle end in the order the centre follows, so the pass book shows what remains.
- Receipts Management
Each payment, by bank list or cash payout, is recorded against the supplier’s cycle and printed on the supplier’s statement beside the shifts and deductions it settles.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the centre owner or society secretary
Read litres received, average fat, amount payable and dues by supplier, and compare each tanker with the plant receipt so a short load shows early.
For platform clerks
Find a supplier fast. Record the reading and print a slip. A failed test closes the can with a reason, and the clerk moves to the next supplier in the queue without writing anything twice.
For testers
Enter clot, alcohol and fat results on the same screen as the weighing line, and read the cooler log before a doubtful can goes into the tank.
For the accounts clerk
Run the payment cycle. Apply deductions for feed dues, advances and vet charges in the order the centre follows, and prepare the bank list and the cash payout sheet.
For suppliers
A slip or message arrives after each shift. It shows quantity, fat, rate and amount, plus the balance of any advance, so the supplier checks the pass book against the system and not against memory.
The numbers the owner asks for.
- Litres and average fat and solids by supplier, shift and route
- Rejected cans by supplier and reason
- Cooler readings above limit, with time and person
- Tanker loads against plant receipts, with differences
- Feed and mineral mix sold, with dues by supplier
- Payment statements by cycle, with deductions
- Suppliers whose supply has fallen across the last cycles
Who this is built for.
- Village milk societies and cooperatives with a bulk cooler
- Private collection centres that buy from many small suppliers
- Chilling centres that receive from several routes before dispatch
- Dairy plants that run their own collection points
- Producer companies that pay members on a cycle
When it is not the right choice.
- A farm that only sells its own milk to a processor is better served by Dairy Farm Management Software.
- A plant that processes milk into packs needs a manufacturing system, with batches and shelf life.
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
- Milk analyser file or cable
- Receipt printer
- SMS
- WhatsApp or other messaging
- Bank payment file
- Accounting export
Questions owners ask before a demo.
Can readings come straight from the analyser?
Where the analyser exports a file or a serial feed, readings load against the supplier you select, so the clerk never retypes the display. Otherwise the clerk keys them.
How does it avoid applying the wrong rate?
The chart is entered once with its start date, and each entry picks its row by fat and solids-not-fat. Nobody reads across a printed sheet any more.
What happens when a can is rejected?
A failed test is recorded with the reason given, the can adds no litres to the supplier, and repeat rejections reach the manager as a list.
Can suppliers see their own figures?
Yes. A slip is printed at the platform or a message goes out after the shift, with quantity, fat, rate, amount and the balance of any advance.
Does it handle cattle feed on credit?
Yes. Pellet feed and mineral mix sold on credit raise a due against the supplier, and the due is recovered at the next payment cycle in the order you set.
How are tanker differences handled?
Each tanker load is recorded with seal, vehicle and quantity, and when the plant’s figures arrive they sit beside it, so gaps are listed by load and cooler.
Can it run with unreliable power?
Only with a backup supply. The system works online, so a battery or generator for the tablet and router matters, and entries written on paper are keyed once power returns.
Who owns the supplier records?
The centre does. Pass book history and payment records leave as files, and the form they take is agreed with you ahead of the build.
How is the quotation prepared?
It reflects the number of suppliers, shifts and users and any analyser work. You first see the screens running on a sample of your own supplier list, and a written quotation follows.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Milk Collection Centre Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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