Why traders hesitate
The bahi-khata has served mandi families for generations. The munim knows every page, and the system works as long as he is there. Many traders worry that software will slow down the gaddi during the season, or that old balances will be lost in the move.
Both worries are fair. The answer is to plan the move properly, at the right time, and keep it simple at the start.
Pick the right time
Do not switch in the middle of peak arrivals. The best time is just before a season starts or during a slower period, when you have time to set up parties and train staff. A few quiet weeks of practice make the busy weeks much smoother.
Prepare your party list
Before you enter anything, make a clean list of all farmers, buyers and suppliers you deal with. Remove duplicates and add villages or father's names where names repeat. Collect mobile numbers so slips can be sent later.
- Farmers with village and mobile
- Buyers with firm name, mobile and credit days
- Suppliers and transporters
- Cold storage depositors, if any
Carry forward opening balances
Close the bahi on a fixed date and write down each party's balance. Enter these as opening balances in the software. Have the munim and owner check the list together before entering. Keep the old bahi safely, because questions about old entries will still come up for a while.
Set your charges once
Write down every charge you apply on sales: commission rate, labour, weighing, bags, transport and any other. Agree on how each is calculated. Set them up once so every bill applies them the same way. If your mandi has unusual charges, raise them during setup so they can be handled.
Run both side by side briefly
For the first week or two, some traders keep writing the bahi alongside the software. This builds confidence that the numbers match. Do not continue this for too long, though. Two systems mean double work and eventually one gets ignored. Fix a date to stop the paper book.
Train the people who will use it
The munim and counter staff are the main users. Train them on the daily tasks first: creating lots, making sale bills, posting payments and sending slips. Reports and other features can come later. Keep a printed sheet of the daily steps near the computer for the first month.
Tell farmers and buyers
Let regular parties know that slips and bills will now come on WhatsApp. Most will welcome it, because they no longer need to visit or call to check their account. Ask them to save your number so messages do not get ignored.
Common mistakes
- Switching during the busiest week of arrivals
- Entering parties without cleaning duplicate names
- Skipping the opening balance check
- Training only the owner and not the munim
- Running paper and software together for months
Check your numbers daily in the first month
During the first month, check the main numbers every evening: total sales, payments made and received, and open lots. Compare them with cash in hand and the bank. If something does not match, fix it the same day while everyone still remembers the details. A month of clean daily checks builds the confidence needed to stop the paper book for good.
Expect a few questions
For the first few weeks, farmers and buyers may ask why their slip looks different or call to confirm amounts. Answer patiently and show them their statement. Once they see the same figures every time, the questions stop.
Start small and add later
You do not need to use every feature on the first day. Start with parties, lots, sale bills and payments. Once those run smoothly, add slips on WhatsApp, GST reports and dues follow-ups. Adding one thing at a time keeps the staff comfortable and the season running.
How Krishivaan helps
Krishivaan covers the daily work of a mandi trader in one place: farmer and party ledgers, commission and bill calculation, stock by lot, payments and dues, GST reports and WhatsApp slips. It works on the web and on Android and iOS.
The D&D Technology team in Jaipur helps set up your parties, opening balances and charges, and trains your staff. It can be customised on request. Message +91 95116 38160 to book a demo.
See Krishivaan on a free demo
Tell us how your business works and we will show you Krishivaan on a call.