Date errors are among the most common reasons an appraisal entry fails: an appraisal dated before a plot's conversion start, outside the crop window, or after the previous certificate has run out. This episode explains which dates must line up and how to correct them with proof.
The short version
- There is no renewal of group registration; certification renews each season.
- The scope certificate is valid 12 months from the RC's approval.
- The appraisal date must fall inside the crop window and after each plot's start.
- Correct dates only from signed records.
The Dates That Must Line Up
Sowing, the appraisal, harvest, the plot's conversion start, and the certificate's validity.
A Local Group registers only once; the guidelines state there is no concept of renewal of registration in PGS-India. What recurs is certification: each season's peer appraisal leads to a scope certificate valid for 12 months from the RC's approval.
| Step | Deadline in the guidelines |
|---|---|
| Peer appraisal (annual crops) | 15 days after sowing to 15 days before harvest |
| Summary sheet upload | At least 7 days before harvest |
| RC decision on the group's decision | Within 30 days; otherwise auto-approved and a non-compliance recorded against the RC |
| Resubmission after a return | Within 15 days; the RC then decides within 15 days |
| Actual yields upload | Within 60 days of harvest |
| RC approval of actual yields | Within 15 days of upload |
Common Date Errors
An appraisal before a plot's start date, outside the crop window, or long after the last certificate.
| Error | Likely cause | Fix |
|---|---|---|
| Appraisal before a plot's conversion start | A new plot added with a later start date | Check the plot's start date against its registration form |
| Appraisal outside the crop window | Date typed wrongly, or appraisal done too late | Enter the real date; repeat the appraisal if it was outside the window |
| Gap since the last certificate | A missed season | Talk to the RC; a gap of 12 months suspends the group |
Correcting Dates Safely
Change a date only when a signed record shows the right one.
- Find the signed record.Format-9 worksheet, summary sheet or registration form.
- Compare with the portal.Note each date that differs.
- Correct from the record.Never move a date just to pass validation.
- Resubmit.The RC approves, and the scope certificate is generated.
Illustrative workload. Checking dates for a 10-farmer group takes about 15 minutes; 50 groups take over 12 hours.
Portal screens and messages change from time to time. If an option described here is missing, ask your Regional Council, or the PGS-India Secretariat at the National Centre for Organic and Natural Farming.
Check yourself
Tap an answer to see whether you are right, and why.
Does a Local Group renew its registration every year?
- Yes
- No; certification renews each season
- Every 3 years
The guidelines say there is no renewal of registration.
An appraisal was really done after harvest. What is the right fix?
- Change the date to before harvest
- Repeat the appraisal in the next valid window
- Ignore it
Never move a date just to pass validation.
Remember these things
- Registration does not renew.
- Scope certificate: 12 months from approval.
- Dates must line up with the crop window.
- Correct only from signed records.
Dates taken from signed records are the ones that pass every check. KrushiFlow validates these fields and submits farmer records to the portal in bulk.