AgroPOSby Innobrains
Log in Sign up
Inspection

The registers an Agriculture Department inspector asks for

An inspection is not a test of your memory — it is a test of your records. This is what a pesticide, fertiliser or seed dealer is normally asked to produce, and how to have it ready before the inspector walks in.

What an inspection actually checks

The questions are usually simple and always about records: what stock do you hold, where did it come from, has any of it expired, and can you show the movement between those two points. A dealer who can print that in a minute has a short inspection. One who keeps it in a hand-written register has a long one.

Note that requirements vary by district and change over time. Treat the list below as what dealers are commonly asked for, not as a substitute for what your own department tells you.

The seven registers

1. Stock register

What you hold right now, product by product, with quantity in hand. The starting point of most inspections.

2. Batch-wise stock register

The same stock broken down by batch number and expiry date. This is the one that matters for pesticides, because two bottles of the same product are not interchangeable if their batches differ.

3. Expiry report

What has expired and what is close to expiring. An inspector finding expired stock on your shelf is a problem; an inspector seeing you already track it is not.

4. Sales register

Sales over a date range, with the items sold. Answers "what has left this shop, and when".

5. Purchase register

What came in, from which supplier, against which invoice and batch. This is how stock is traced back to its source.

6. Company-wise stock report

Holdings grouped by manufacturer, which is how supply and quota questions are usually framed.

7. Daily sales report

A single day's trading, for when the question is about a specific date.

Printing them from AgroPOS

AgroPOS prints all seven from Inspector Mode for any date range, straight from the POS records you already enter. Each register carries your shop letterhead and dealer licence number.

Two deliberate omissions, because they are your business and not the inspector's:

  • No purchase prices or stock valuation on the inspection copies. The register shows what you hold, not what it cost you or what it is worth.
  • No signature block for the inspector. These are your shop's records, produced by you. They are not a government form and should not pretend to be one.

The layout is portrait, sized so nothing is cut off when printed on ordinary A4.

Being ready before it happens

  • Enter purchases with the batch number and expiry at the time of receiving, not later. A register is only as good as what went into it.
  • Keep the registration number and technical name against each product — those are read off the carton and asked about.
  • Watch the expiry alerts and move or return stock before it lapses.
  • Print a stock register at the end of each season for your own file, so you have a dated record even for periods nobody asked about.

Check it against your own department

The most useful test is the direct one: install the 14-day trial, enter a real week of purchases and sales, print the registers and show them to whoever inspects your shop. If something is missing for your district, tell us and we will look at it.

Pricing and free trial Tell us what your district asks for

From the blog

All articles