Cooperative management package

A good fit

Agricultural cooperatives and producer groups that take in members produce, sell it pooled and settle back to members: grain and oilseed groups, livestock marketing groups, fruit and vegetable packhouses run as cooperatives, dairy producer groups and machinery rings with member charging. It suits a cooperative manager who wants to see pools, sales and what members are owed without a spreadsheet, intake clerks recording weights and grades at the store or weighbridge, a finance person running settlements and payment files, a secretary managing shares, notices and votes, and members who want their statement and their supplies orders on their phone.

Also worth knowing

It is less suited to buying groups that only order supplies and never take in produce, to growers selling their own produce direct, who have the farm produce shop package, and to trade associations whose main need is subscriptions and events, which belong to a membership platform.

Memberships

• Member register with shares and votesMembers with share classes, voting rights and a history of transfers.
• Document store with lapse warningsScheme and assurance documents kept per member, with dates and a warning before one lapses.
• AGM notices, proxies and weighted votingNotices, proxies and votes weighted by shares.
• Member portal on a phoneMembers see their own statements, orders and votes from their phone.

Payments and policies

• Intake recordsEach delivery recorded per member with its weight, grade and quality measures.
• Pools and salesPools by crop, grade and season, with sales recorded against them as parcels.
• Input supplies orderingMembers order input supplies and see what will be deducted at settlement.

Billing and payments

• Settlement runsAdvances, interim and final settlements calculated from the rules the cooperative configures.
• Levies and deductionsLevy and deduction rules applied in a defined order, so a member's statement shows how the figure was reached.
• Statements, payment files and accounts exportMember statements, bank payment files and an export to the accounts package.

Common add-ons

• Input supplies ordering by members with deduction at settlement
• AGM notices, proxies and share-weighted voting
• Member portal on a phone with statements, orders and votes

Needs custom work

• Weighbridge and grading instrument integration at intake sites
• Integration with a specific accounts package or merchant contract feed
• Bespoke pool performance reporting beyond the standard dashboards

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can be changed later. The cooperative owns the code and its data. Members, shares, intake records, pools, settlements, statements and documents can be exported at any time in standard formats, and the package does not lock you to a provider.

Maintenance

Maintenance is optional and scoped separately from the setup. When taken, it covers security updates to the platform and its dependencies, monitoring of settlement runs, payment file generation and notices, backups with restore tests, and a monthly window for small configuration changes such as a new grade rule, a changed levy rate or a new share class. Larger changes are quoted as change requests.