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SoftFarm/User guide/Sending produce

Sending produce to a buyer

How to send produce out, and why linking to your exporter saves you both a lot of paperwork.

For farmers
Compliance›Traceability

When produce leaves your farm, record it as a dispatch. This is the link between what you grew and where it ended up — without it, your records stop at the farm gate.

Recording a dispatch

  1. Choose the crop the produce came from.
  2. Enter the quantity and the date it left.
  3. Say who it went to — your exporter or buyer.
  4. Add the delivery note or reference number so it matches their paperwork.
  5. Save.

Linking to your exporter

If your exporter also uses SoftFarm, ask them to send you a supplier link and accept it.

Once linked, a dispatch arrives on their side automatically, carrying:

  • Which crop and which block it came from
  • Everything sprayed on it, and the compliance result of each product
  • Your residue test results
  • Harvest dates and waiting periods

You do not send any of that separately, and they do not retype it. When their buyer asks where a carton came from, the answer already exists.

What linking does not do

Your exporter does not get access to your account. They see what came with the produce they bought from you — not your finances, your other buyers, or your other crops.

Before you send

Two minutes of checking here saves a rejected consignment later.

  • Are all sprays recorded? A missing spray record is a hole in the story exactly where it matters.
  • Has the waiting period passed for every product applied to this crop?
  • Is there a residue test, and did it pass?
  • Were any products flagged risky? If so, tell your exporter before the lorry leaves, not after.
If you know there is a problem

Say so. An exporter who finds out at goods-in can reject one delivery. An exporter who finds out after packing has a contaminated lot mixed with clean produce from other farmers — and that is how one problem becomes everybody's problem.

Following it after it leaves

The traceability screen shows what happened to each dispatch. If you are linked to your exporter, you can also see what they rejected at goods-in and why — useful feedback you would otherwise never get.