Progress reports are often returned because farmer counts differ between the report and the portal, or between parts of the portal. Many differences are not errors at all: registered, appraised and certified farmers are different counts. This episode shows how to tell real errors from normal differences, and how to fix them.
The short version
- Registered, appraised and certified are different counts.
- Match lists by Aadhaar or farmer ID, not by name.
- Explain every difference, or fix it on the portal.
- Use the count the report asks for, and say which one it is.
Why the Numbers Differ
Registered, appraised and certified farmers are different counts, so they rarely match exactly.
| Count | Who it includes |
|---|---|
| Registered farmers | Everyone added to the cluster's groups, including new members |
| Appraised this season | Farmers whose appraisal is in the uploaded summary sheet |
| PGS-Green | Farmers still in the conversion period |
| PGS-Organic | Farmers who completed full conversion without major non-compliance |
| Left or suspended | Farmers no longer active in a group |
Before treating a difference as an error, check which of these counts each figure is.
Reconciling the Lists
Put the portal lists and your own records side by side, matched by Aadhaar or farmer ID, and explain each difference.
- Export the portal lists.Farmers, groups and certification status for the cluster.
- Build one master sheet.Farmer ID, name, village, group, status, and your own record of each.
- Match by ID.Use Aadhaar number or farmer ID. Names are spelt differently too often.
- Explain every difference.New member, left, suspended, duplicate, or data error.
Illustrative workload. At 2 to 3 minutes per farmer, reconciling 500 farmers across 10 clusters takes about 17 to 25 hours.
Fixing Real Errors
Correct wrong names, areas and statuses at the source record, remove duplicates properly, and record farmers who left.
| Error | Fix |
|---|---|
| Name or area wrong | Correct from the Aadhaar card or land record |
| Duplicate farmer | Keep one record; have the other released (episode 5) |
| Farmer left but still active | Remove from the group, recording the reason and date |
| Status looks wrong | Check the group's latest appraisal and the RC's decision |
Before You Submit
Say which count you are reporting, match it to the portal, and keep the reconciliation with the report.
- State which count each figure is: registered, appraised, PGS-Green or PGS-Organic.
- Match each figure to the portal on the day of submission.
- Attach or keep the reconciliation sheet, so any query can be answered quickly.
Check yourself
Tap an answer to see whether you are right, and why.
Your report shows 50 farmers but the portal shows 42 as PGS-Organic. Is that an error?
- Always
- Not necessarily; the other 8 may be PGS-Green or new
- Never
Registered and certified are different counts.
What should you match farmer lists by?
- Name
- Aadhaar number or farmer ID
- Village
Names are spelt differently too often.
Remember these things
- Know which count is which.
- Match by ID, not name.
- Explain or fix every difference.
- Say which count you report.
A report that names its counts and matches the portal is accepted first time. KrushiFlow validates these fields and submits farmer records to the portal in bulk.