Record Keeping

Financial records are commonly associated with filing taxes. This is only one reason for keeping records. Lenders also require records but, increasingly farmers and ranchers keep records as the basis for management decisions. The records included in this section illustrate some of the production, labor and financial records that a farmer or rancher might keep. These may be kept physically or electronically. The agricultural software directory lists many of the electronic software packages that are available. Other types of records that may be used by farmers and ranchers are illustrated below.

 

  Financial     Crop Production     Livestock Production     Labor     Miscellaneous

 

 

Financial

Financial records are needed to file taxes, apply for loans, and provide information needed to make strategic management decisions.  The Farm Financial Standards Council publishes guidelines that should be used in preparing financial statements.  Several computer programs are available to aid agricultural producers with financial record keeping.  Quicken and QuickBooks have become two of the most popular computer-based accounting packages used by farmers, ranchers and small businesses.  Finpack is another program widely used in the US to not only maintain financial records, but to provide needed analysis to better evaluate the financial position or health of an agribusiness.  This site provides additional resources, as well as links to other resources, that may be used in preparing and evaluating financial statements. 


Financial Records


Basic QuickBooks® Guide PDF Video
Farm and Ranch Financial Records Excel
Farm Financial Standards Council Website
Link
Finpak Link
Montana State University Software Downloads
Link


 

Crop Production

 Several type of records may be kept by a farmer. This site provides several examples of records that may be kept.

Crop Records


Chemical Application
PDF Excel
Fertilizer
PDF Excel
Field Record
PDF Excel
Production Yield
PDF Excel



 

 

Livestock Production

Dairy and beef operations are the most common types of livestock enterprises in Utah. The Dairy Herd Improvement Association program provides dairymen with a convenient way to keep needed records. These may be processed and evaluated electronically and compared to other dairy operations. Similar programs are not available for beef operators, the SPA program at Texas A&M provides some useful guidelines for beef producers. This site provides example records that may be kept by a livestock operator.

Swine

Breeding Record
PDF Excel
Farrow Record
PDF Excel
Litter Record
PDF Excel
Sow Record
PDF Excel
All
Excel


Dairy

Dairy Herd Improvement Association
Link










Labor

Every firm that hires individuals must keep labor records. Employers are required by the Internal Revenue Service to complete certain forms relative to their employees.  Some of the IRS forms and additional labor record keeping templates are available on this page.


Labor






I-9 Form
PDF Link
W-4 Form
PDF
Link

Miscellaneous

Numerous other records may be kept by farmers and ranchers. These might include grazing, machinery, as well as other types of records. This site provides several examples of these types of records.

Miscellaneous Records


Equipment Repairs
PDF Excel
Equipment Inventory
PDF Excel
Tool Inventory
PDF Excel

PDF Excel

Excel