Agri-Input Dealer Billing (fertiliser, seed and pesticide shops)

About the Agri-Input Dealer Billing (fertiliser, seed and pesticide shops)

A bill book and stock register for a fertiliser, seed and pesticide shop — a krishi seva kendra — that runs in your browser and keeps everything on your own device. Add your products once (fertiliser grade, the pesticide’s technical name and CIB&RC registration number, the seed’s crop, variety and class, HSN and GST rate) and every batch you receive with its lot number, dates of manufacture and expiry, MRP and supplier’s invoice.

At the counter, pick the farmer or buyer and the products: the bill takes stock from the batch that expires first, refuses a batch past its expiry, and works out GST inside the MRP (CGST and SGST, or IGST to another State). The cash or credit memo carries your GSTIN and your fertiliser, insecticide and seed licence numbers, and each line its batch, dates, HSN, MRP and rate; on credit it carries the due date and crop season, and the farmer’s udhaar account keeps every part payment. The registers come from the same entries: batch-wise stock with expiry alerts, date-expired stock to segregate, the insecticide sale register and the seed dealer’s monthly return. In the free preview, memos, registers and returns show as marked page images; a Premium pass gives the clean documents.

Common uses

• A krishi seva kendra or agro shop that sells fertilisers, seeds and pesticides to farmers on cash and on credit until the harvest.
• A pesticide dealer who must keep date-expired stock apart and a register of sales to licensed retailers and bulk buyers.
• A seed dealer who files a monthly return of stock and sales in quintals.
• A shop that wants each farmer’s udhaar, part payments and due dates in one place, with reminders by WhatsApp or SMS.

What the memo carries

• Fertiliser: clause 5 of the Fertiliser (Control) Order, 1985 asks every dealer to issue a cash or credit memorandum in Form M to each buyer of fertiliser. The memo here carries your name and address, your authorisation (registration) number, the buyer’s name and village, each fertiliser with its grade, maker, batch and quantity, the price and the total, and spaces for both signatures; compare it once with the Form M your notified authority uses.
• Seed: clause 9 of the Seeds (Control) Order, 1983 asks every dealer to give a cash or credit memorandum to each buyer of seeds; seed lines show the lot number, the date of test and the date the seed is valid up to.
• Pesticide: rule 15(1) of the Insecticides Rules, 1971 says every sale of an insecticide is made by a bill or cash memo; pesticide lines show the technical name and formulation, the registration number, the batch and the dates of manufacture and expiry.
• GST: with your GSTIN the memo is a tax invoice with the particulars of rule 46 of the CGST Rules, 2017 — HSN, taxable value, CGST and SGST or IGST, the buyer’s GSTIN, and the place of supply for another State; goods at 0% alone make a bill of supply (rule 49), and a composition dealer’s bills of supply carry the words rule 5(1)(f) asks for. Without a GSTIN the memo is a plain cash or credit memo.

Batches, expiry and date-expired stock

• Each batch keeps its own stock: what was received, less what your memos sold, plus or minus the changes you record (damaged, returned to the supplier, disposed of, a stock count). Nothing can be sold beyond the stock of a batch.
• A batch can be sold up to and on its expiry date; from the next day it cannot go on a memo. Rule 10A of the Insecticides Rules asks for date-expired stock to be segregated, stamped “not for sale” and kept in a separate marked place.
• Stock → Expired lists that stock in the columns of the register of date-expired pesticides that the licence form of the CIB&RC sets out (its forms), with how each balance was disposed of.
• Batches expiring within the days you set (60 by default) are flagged on the Stock tab and on the bill.

The insecticide register and the seed return

• Rule 15(2) of the Insecticides Rules asks for all sales to a licensed manufacturer, stockist, distributor, dealer or retailer, or to a bulk consumer, to be entered insecticide-wise in a register (Form XIII). Registers → Insecticide register gives, for one product and month, the columns of the CIB&RC licence form’s sale and distribution register: receipts with batch, dates and invoice, the previous balance, received, sold and balance, and each sale to a licensee or bulk buyer with the bill number, name and address. Sales to farmers come as one line a day so the balance stays true, or one line a memo if you choose.
• The same sub-rule asks for a State-wise monthly return of all sales to actual consumers in Form XIV, sent to the licensing officer within 15 days of the end of the month. The register’s lines of sales to farmers give the month’s figures for it; this bill book does not fill in Form XIV.
• Clause 18 of the Seeds (Control) Order asks a dealer to send the licensing authority a return of the month before by the 5th of every month. Its text names Form C, which is the form for renewing a licence; the return is Form D, marked “See clause 18”: opening stock, purchases, imports, sales, exports and closing stock by crop, variety and class of seed, in quintals. Registers → Seed dealer’s monthly return works it out from your batches and the weight of each pack; use the form your licensing authority asks for.
• Clause 4 of the Fertiliser (Control) Order and clause 8 of the Seeds (Control) Order ask a dealer to display the day’s stock and the prices: Registers → Stock board prints them.

Subsidised fertilisers stay on the government’s system

Fertilisers sold with the government’s subsidy fall under the Department of Fertilizers’ Fertilizer Subsidy Scheme, a Direct Benefit Transfer scheme, and their sales are made through the department’s Integrated Fertilizer Management System (iFMS) and its point-of-sale devices. Keep making those sales there: this bill book does not connect to iFMS and does not replace it. Mark such a product subsidised and the bill reminds you; its stock and the memo, if you give one, are kept here for your own records.

Credit (udhaar) until the harvest

• Put all or part of a memo on the buyer’s account with the date it is due and the crop season (Kharif, Rabi or your own label): the memo says “On credit ₹… due by …”.
• Record part payments on the buyer’s page; they settle the opening balance and then the oldest memos first, so the page shows what is overdue and when the next payment falls due.
• Send a reminder by WhatsApp or SMS one buyer at a time — it opens on your phone with the text ready, and you press Send.

Your data stays on this device

• Products, batches, bills and buyers are kept in this browser on this device (IndexedDB). Nothing is uploaded and you need no account.
• Set a passcode under Data & backup to keep the register encrypted (AES-256) and locked when you step away.
• Clearing the browser’s site data deletes the register: download an encrypted backup regularly and restore it on another device to move the shop there. Your own data — products, batches, buyers, bills and payments — also downloads as CSV files.

Limitations

• It does not connect to iFMS or a fertiliser PoS device, the GST portal, the e-invoice or e-way bill systems, or any licensing authority; nothing is filed for you.
• Form layouts follow the official texts linked on this page; the format a State or a licensing officer asks for can differ — check it with them. This is not legal advice.
• A sale is changed by cancelling the memo (its stock goes back) and writing a new one; there are no separate credit notes.
• One device: the register does not sync between devices. To move it, restore an encrypted backup on the other device.
• Barcodes are read by a USB or Bluetooth scanner, or the camera in browsers that can read barcodes from it.

Privacy

Products, stock, bills and buyers are kept in this browser on this device and never uploaded. Memos go only to the printer you choose, and reminders are sent from your own phone.