Every farmer in an NPOP grower group must keep a farm diary, and it must stay with the farmer for inspection. This episode sets out a diary format, how to record inputs and field work, and how the diary is used at inspection.
The short version
- The farm diary is required for every group member, and stays with the farmer.
- One line per activity: date, plot, crop, work, inputs, quantity.
- Link every purchased input to its bill.
- Inspectors compare the diary with bills and the field.
A Simple Diary Format
One line for each activity, with date, plot, crop, work done, inputs and quantity, signed by the farmer.
| Date | Plot | Crop | Work done | Input and quantity | Signature |
|---|---|---|---|---|---|
| 5 Jun 2026 | P-1 | Cotton | Sowing | Untreated seed, 4 kg, bill 118 | Farmer |
| 20 Jun 2026 | P-1 | Cotton | Compost applied | FYM, 2 tonnes, own farm | Farmer |
| 8 Jul 2026 | P-1 | Cotton | Pest spray | Neem oil, 2 litres, bill 131 | Farmer |
Where farmers cannot write easily, a field officer can fill the diary with them, and the farmer signs or puts a thumb impression.
Recording Inputs and Field Work
Seed, manure, pest control and irrigation, each with source and quantity.
- Seed: variety, source, lot number if any, quantity and sowing date.
- Manure and fertilisers: type, source (own farm or supplier), quantity and date.
- Pest and disease control: the problem seen, the method, the product and quantity.
- Harvest: date and quantity.
For purchased commercial inputs, keep the bill and whatever approval or certificate your Certification Body accepts for organic use.
How the Diary Is Used at Inspection
Inspectors compare diary entries with bills, with the field, and with the harvest sold.
- The quantity recorded as applied should match what the bill shows was bought.
- The crops recorded should be the crops in the field.
- The harvest recorded should match the ICS yield estimate and the purchase receipts.
Illustrative workload. At about two minutes to match each input entry to its bill, 150 farmers with 10 entries a season take about 50 hours a season.
Check yourself
Tap an answer to see whether you are right, and why.
Who keeps the farm diary in an NPOP grower group?
- The Certification Body
- Each farmer
- APEDA
NPOP 5.5 requires diaries to be available with the farmers.
The diary shows 5 bags of compost applied, but the bill shows 3 bought. What does an inspector conclude?
- Nothing
- There is a gap to explain
- The bill is wrong
Entries and bills must agree, or the difference must be explained.
Remember these things
- Every member keeps a farm diary.
- One line per activity.
- Link inputs to bills.
- Diary, bills and field must agree.
A diary kept line by line is the farmer's best evidence at inspection. KrushiFlow validates these fields and submits farmer records to the portal in bulk.