The practical answer
For a basic storage overview, record where the grain is, which crop it is, how much is there, and the unit. Add a last-updated date so everyone knows how current the amount is.
Use a name the family can recognize
Label storage locations the way people describe them: “Main yard — Bin 1” or “West shed.” If more than one farm has a Bin 1, include the property name. The purpose is to make the location unambiguous without requiring anyone to memorize a new numbering system.
List the crop alongside the location. When the stored crop changes, update the record and its date. If you are uncertain about the amount, show it as unknown or estimated rather than entering zero.
Keep quantities and units together
A number without a unit can be misunderstood. Record “12,000 bushels” rather than “12,000,” and keep totals separated by crop and unit. A bushel total and a ton total cannot simply be added together.
| Location | Crop | Current amount | Last checked |
|---|---|---|---|
| Main yard — Bin 1 | Corn | 12,000 bushels, estimated | October 20 |
| West shed | Soybeans | Amount not recorded | October 18 |
This kind of overview records a current amount. It does not need to become a load-by-load ledger to be useful to the family.
Make updates obvious
Choose a person or routine for updating amounts after a meaningful change. Show the date next to the number rather than hiding it in a settings screen. A ten-day-old estimate and a measurement taken this morning can look identical without that context.
If two people update the same location, make sure they can see which entry is current. Keep the original supporting ticket or note when it helps explain a substantial correction.
Keep market information clearly labeled
A nearby price card should identify the buyer location, crop, delivery period, unit, and source update time. An old quote should not look live. The USDA Agricultural Marketing Service publishes state grain reports, including reports for Ohio and Indiana; these can provide a public reference, with the report’s own date and coverage.
A storage overview and a market-price display answer different questions. The first helps you find and summarize grain. The second provides dated market context. Neither substitutes for the buyer’s confirmed terms or a current physical check of stored grain.
Sources & further reading
Examples and suggested workflows are from AgriFolder. External sources provide supporting context.