DairyBookMilk rates rarely stay the same for long. A supplier agreement changes, a customer price is revised, or a new item is added. The risk is not the change itself but losing track of when it took effect. If an old entry quietly picks up a new rate, a balance that was correct last week no longer adds up.
This guide is a practical record-keeping routine, not accounting advice. Adapt it to your agreements with suppliers and customers.
Why rate changes cause disputes
Most disagreements about amounts come from one of three gaps: nobody wrote down the start date, the old rate was overwritten, or buying and selling prices were mixed together. Each gap makes it hard to answer a simple question: what rate applied on that day?
Keep a dated rate history
Write the effective date, not just the new price
For every change, record the item, the new rate, and the first date it applies. “Rate is now 60” is incomplete. “From 1 Kartik, buying rate is 60 per litre” can be checked later.
Never overwrite the previous rate
Add the new rate beside the old one. Entries made before the effective date keep the earlier rate, and entries from that date onward use the new one.
Separate buying and selling rates
The price you pay a supplier and the price you charge a customer are different numbers with different purposes. Keep them as two rates for the same item. Reports then show purchase value and sales value without one affecting the other.
Check one balance after every change
After a rate change, pick one supplier or customer and recalculate the balance by hand:
Amount = quantity × rate that applied on that date
For example, 10 litres on a day when the rate was NPR 60 is NPR 600. If the next day’s rate is NPR 62, 10 litres is NPR 620. This is an illustrative example; use your own rates and units. If the hand figure differs from your record, find the entry that used the wrong rate before continuing.
Tell people before the change applies
Suppliers and customers should hear about a new rate before it affects their account. Share the item, the new rate, and the start date, and keep a short note of when you did so.
A simple routine for every rate change
- Write the item, new rate, and effective date.
- Keep the previous rate in the history.
- Update buying and selling rates separately.
- Inform the affected suppliers or customers.
- Recalculate one balance by hand to confirm the result.
Where software can help
A dairy ledger can store each rate with its date and keep earlier transactions on the rate they were recorded with. That helps, but it does not replace checking. Confirm how your chosen system treats past entries after a rate change, and test it with a sample before relying on it for real balances.
Frequently asked questions
Should a new milk rate change past entries?
No. A new rate should apply from its effective date. Earlier entries should keep the rate that was agreed when they were recorded, so past totals and balances remain explainable.
Can buying and selling rates be different?
Yes. A dairy normally pays suppliers one price and charges customers another, so keep the two rates separate for each item.
How should I tell suppliers about a rate change?
Tell them the new rate, the date it starts, and the item it covers. Keep a note of the date you informed them in case of a later question.
What if I entered the wrong rate?
Do not overwrite it silently. Correct the entry, note the date and reason, and recheck the affected balance.