Seed lots, bookings, farmer credit and company returns.
Manage seed lots with their germination results and validity dates, season bookings from farmers, counter sales by lot, credit until harvest and the return of unsold packets to the company. Every packet sold carries its lot to a farmer and a crop, so a complaint about emergence opens the right lot at once. Field staff and counter staff read the same records.
- Crop, variety and pack list entered as printed
- Farmer names, villages and open credit migrated
- Licence fields and register columns reviewed
Dealers of seed and farm inputs keep lot registers, season bookings, counter sales and farmer credit in Seed Dealer Management Software, which GullySystem configures. Each packet sold is tied to its lot, tag, germination result, validity date and buyer, so a lot notice opens a farmer list. Near-dated lots surface first. Unsold packets become a return note.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Season plan
Before sowing, the owner lists the crops and varieties he will stock and orders them from each seed company, and farmers book a hybrid with a deposit. Plans are made early.
- 2
Receipt and tag check
A delivery arrives as sealed bags. The storekeeper records each lot with its tag number, packing date, validity date and germination result, and notes any torn, wet or weevil-hit bag. Dates are read, not guessed.
- 3
Allotment
Stock is set against the booking list in the order bookings were made, and each farmer promised packets is told by message that his hybrid or open-pollinated variety has arrived. Promises are kept in order.
- 4
Sale
At the counter the packet is billed with its lot recorded against the farmer and the crop, and a part payment can stand as credit till harvest. Each sale carries its lot.
- 5
Field follow-up
Staff visit demonstration plots and complaint farms, then write down the emergence, tillering and spacing they saw against the variety and the lot. Notes are kept.
- 6
Close of season
Unsold and expired packets are listed by lot for the return note, and credit is chased after harvest, oldest balance first, with every promised date on the books.
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.
- Batch and Serial Tracking
Each lot keeps its tag number, germination result and validity date, and follows every packet sold out to the farmer who sowed it.
- Goods Receipt (GRN)
A delivery is booked in lot by lot against the company’s note, with wet or torn bags separated before stacking.
- Order Management
Deposits for a hybrid are held in the order taken, and arriving stock is allotted down that list until the packets run out.
- Price Lists and Schemes
The printed pack rate, a season scheme and a repeat-buyer price are chosen at the counter, and the receipt shows the lot.
- Stock Tracking and Alerts
Lots approaching their validity date raise an alert that the owner can tune, so old packets reach the front of the counter.
- Credit Limits and Control
A limit and a promised date sit on every farmer, and the counter sees both before it hands over more packets.
- Collections and Payment Follow-Up
After the crop is sold, the credit book becomes a call list ordered by promised date, with each conversation noted.
- Purchase Returns and Debit Notes
Unsold and expired packets are listed by lot on the return note, and the credit note received is matched back to it.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
Read lots near expiry, bookings against arrivals, credit past its promised date and the expected return to each company, without walking the store with a clipboard. Nothing waits for a stock walk.
For counter staff
Find a farmer, see his last crop and balance, and bill the packet with its lot recorded, while the next farmer waits with okra seed. It takes seconds.
For storekeepers
Receive lots, check tags and dates, stack by lot and mark the packets that go back to the company, with torn bags and sacks set aside. Shelves stay in order.
For field staff
Open the list of demo plots and complaint farms for the day, and write notes on a phone before leaving the field. Notes are never lost.
For the accountant
Read sales, receipts, company payables and farmer dues, and export them for the books, so nothing is retyped into the accounting package at month end.
The numbers the owner asks for.
- Lots by validity date and germination
- Farmers who bought packets from a named lot
- Season bookings against stock arrived and still pending
- Credit by farmer, village and promised date
- Unsold packets by lot per company
- Sales by crop, variety and pack size
- Plot notes on wilt, blight and emergence
Who this is built for.
- Retail seed shops supplying growers in a district
- Agri input dealers selling seed beside crop care
- Wholesale seed distributors who supply smaller shops
- Seed company depots that sell directly to farmers
- Cooperative stores that stock seed for member growers
When it is not the right choice.
- A shop selling a handful of packets in a month can keep a bill book and a notebook, since lots, deposits and credit never pile up.
- A company that grows its own seed on contract plots and processes it for sale is better served by Crop Farm Management Software.
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
- Barcode and tag scanner
- Card and payment gateway
- Accounting export
Questions owners ask before a demo.
Can we find who bought from a given lot?
Yes. Each sale stores the lot against the farmer and the crop, so a lot number opens a list of buyers, packets and dates. That list is what you need when a company issues a lot notice.
How does it deal with expired or near-dated seed?
Lots are listed by validity date. The owner sets how early a warning should come, and expired packets are moved to a return list instead of staying in sellable stock.
Can farmers book a hybrid before it arrives?
Yes. A booking holds the farmer, variety, pack size and deposit, and when stock lands it is allotted in booking order while the farmer gets a message.
Does it handle credit sales until harvest?
Yes. Each farmer has a limit and a promised date. Before billing another packet, the counter shows what the farmer owes, and any part payment received is set against the oldest entry first.
What about the return of unsold packets?
The return note is built from unsold and expired packets by lot, and you can compare it with the company’s credit note when it arrives.
Does it keep our regulator’s sale register?
Yes, from your bills and lot records. Which columns your regulator wants is agreed with your staff and reviewed during implementation.
Can field staff log visits?
Yes. The day’s demonstration plots and complaint farms open in a phone browser, where staff type their notes on the spot. The page needs a connection, so a note typed out of range should be saved once the phone is back online.
We have seasons with heavy counter traffic. Will it cope?
Billing is designed for a busy sowing-week counter. Several staff can bill at once, each packet is scanned or picked from a short list, and capacity is discussed in the first workshop.
How do we start?
Share your requirements. A written quotation follows once we know your branches, your users, the lots you hold in a peak season and whether the sale register must carry extra columns.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Seed Dealer 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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