Finance

Expense

A cost the system can't capture on its own from another module — labor, utilities, outside vet, maintenance, rent, taxes, transport or other — with a category, amount, date, an optional supplier and notes. It can be deactivated when it was entered by mistake and reactivated later; it is never fully deleted.Where it appears: Dashboard → Finance → Expenses

Expense category

Eight fixed categories — labor, utilities, veterinary, maintenance, rent, taxes, transport and other — that group expenses in the P&L: every category with expenses in the period shows up as its own line, never mixed with another.Where it appears: Dashboard → Finance → Expenses

Other income

Money that comes into the farm without being a sale: breeding service, manure, pasture rental, subsidies or other. Each carries a category, amount, date, optional customer, description (required when the category is "Other") and notes. It adds to the revenue of the profit and loss — one row per category —, to the cash flow and to the home "Income" tile. It can be deactivated when it was a mistake and reactivated later.Where it appears: Dashboard → Finance → Other income

See full explanation

• Milk, cheese and animals never go here: they are recorded as sales (animals, when they leave).
• The customer comes from the Customers list; with the sales write permission a new one can be created without leaving the form ("+ New customer").
• A customer deactivated later still shows on the income it already had.

Profit and loss (P&L)

A table per period (month, quarter or year) with revenue — cheese, milk, animals and other income, each on its own row, and other income split by category —, four cost lines, animal purchases, one line per expense category present, total cost, gross margin and net result. Pick the date range and the period type; every period in the range always shows up, even when nothing happened — a gap reads as "no activity", never as missing data. Expenses and other income each export as a report (PDF, Excel or CSV) from their tab, with the same filter shown on screen.Where it appears: Dashboard → Finance → P&L and cash

See full explanation

• Revenue: everything sold in the period, split into cheese, milk and animals (Sales), plus other income by category (Finance → Other income)
• Feed: feed consumption registered in Nutrition
• Health: medication consumption registered in Health
• Cheese inputs: cheesemaking-input consumption registered in Cheesemaking
• Other supplies: general supplies and semen straws
• Animal purchases: the purchase price of every animal with origin Purchase, in the period of its entry date
• Expenses: one line per expense category with activity in the period

Cash flow

Inflows (cheese, milk and animal sales, and other income) and outflows (inventory purchases, animal purchases and expenses) by period, with a running balance that starts from the range's first period. It is a simplified cash approximation: a sale counts on the day it was sold, a purchase on its movement day and an expense on its own date — the system does not yet know whether a sale has been paid.Where it appears: Dashboard → Finance → P&L and cash

Gross margin vs. net result

Gross margin is revenue minus feed, health and cheese inputs — it deliberately leaves out other supplies and expenses, to show how well sales cover the direct costs of producing. Net result subtracts everything: the four cost lines, animal purchases and total expenses. Both show as "—" when any line that feeds into them has no price.Where it appears: Dashboard → Finance → P&L and cash

Milk value (per cow)

In per-cow profitability, each animal contributes liters × the price per liter configured in Settings → Production — the same price the raw milk would sell for, never made up. Without that price configured, the table cannot compute any animal's value and shows a notice to configure it.Where it appears: Dashboard → Finance → Profitability

Animal sales

An animal is sold from its record, by registering its departure with the reason "Sold": the modal asks for the buyer (a customer or an occasional sale), the amount and, optionally, the weight. That creates a real sale with an animal line, which shows in Sales, in the profit and loss ("Animals" row), in the cash flow and in that animal's profitability.Where it appears: Animals → record → Register departure · Sales · Finance

See full explanation

• The sale belongs to the departure: undoing the departure annuls the sale, and the buyer, the amount and the weight are edited from the animal's record ("Edit sale"), never from Sales.
• The price is stored as a total amount per animal; the weight is extra information (the latest weighing is suggested) and lets you work out the price per kilogram when needed.
• Registering a sale requires the sales write permission on top of the animals one.
• Sale departures recorded before this version have no sale attached: the record says so and, if the figure matters, undo the departure and register it again with its price.

Purchase price

What the farm paid for an animal with origin "Purchase". It is entered on the animal form and counts as a cost in the period of its entry date: in the profit and loss ("Animal purchases" row), in the cash flow and in that animal's profitability, so that a steer bought and sold again does not look like pure profit.Where it appears: Animals → form · Finance

Input cost

In per-product and per-batch profitability, the cost of what was actually sold — the product's average cost per kilogram times the kilograms sold, never the cost of everything produced in the period. Own milk enters the cheese at zero cost (owner decision): a batch's input cost only counts what was purchased — rennet, cultures, salt, packaging — never the milk.Where it appears: Dashboard → Finance → Profitability

Finance permissions

Viewing expenses, other income, P&L, cash and profitability requires the finance read permission; creating or editing expenses and other income additionally requires the write permission. The Viewer only looks; Owner, Manager and Accountant can also register and edit expenses and other income. The Worker and the Veterinarian do not see Finance (see Team and roles). Selling an animal when it leaves additionally requires the sales write permission.Where it appears: Dashboard → Finance (all four tabs)

Registering the month's expenses

1. 1

   Add an expense

   Category, amount, date (not future), an optional supplier and description

2. 2

   Or use 'Repeat last month'

   Loads last month's active expenses and opens them one at a time in the modal, already prefilled

3. 3

   Review each one before saving

   The date shifts to the same day this month (clamped to month end when it doesn't exist, and never past today); everything else is editable

4. 4

   Save each one

   Nothing is created until it's saved — 'Repeat last month' never creates expenses on its own

Record other income

1. 1

   Open Other income

   Finance → Other income tab → New income

2. 2

   Pick the category

   Breeding service, manure, pasture rental, subsidy or other (with a description)

3. 3

   Amount, date and customer

   The date cannot be in the future; the customer is optional

4. 4

   Check the profit and loss

   The income shows under "Other income", on its category row

Reading the profit and loss statement

1. 1

   Pick the range and the period type

   Month, quarter or year; defaults to the last 6 months

2. 2

   Read the cost lines

   Feed, health, cheese inputs and other supplies, plus one line per expense category

3. 3

   Spot a '—'

   It means at least one item consumed on that line has no known unit cost — the items are listed below the table

4. 4

   Fix it

   Register a price on that item's purchase in Inventory; the next calculation picks it up

Reviewing profitability

1. 1

   Pick a date range

   All three tables — by cow, by product and by batch — share the same range

2. 2

   Set the milk price if missing

   Settings → Production; without it, the per-cow table can't compute milk value

3. 3

   Read by cow

   Liters, milk value, feed, health and margin; sorted from highest to lowest margin

4. 4

   Read by product and by batch

   Kilograms sold, revenue, input cost (own milk at zero cost) and margin