📘 Screen: Product Loans
This is where you track product that goes out or comes in on loan — in practice, almost always chemical inputs: the liters of glyphosate that ran short at spraying time and came from the neighbor, the insecticide lent to the grower next door, the fungicide the dealer advanced. It records who took what, how much, when — and what has already come back.
The reason for the screen is simple: the balance has to match. If product leaves the farm on loan and that is not entered, the system's inventory ends up higher than what is in the shed. Since in upCampo every product movement is recorded, a loan has its own document — instead of becoming just another issue, it keeps track of the expected return.
📍 Location in the system
Menu: Inventory > Product Loans
🧩 Main function
Record product loans in both directions and the matching returns, keeping the balance of the storage location consistent with what physically exists on the farm.
🖥 The list
Besides New and Reload, the top has View Inventory and the Reports ▼ menu. The grid lists Code, Date, Type, Status in a colored tag, Entity, Products, Total Value and Net Value, with a search box on each column.
| Status | Meaning |
|---|---|
| Pending | Entered and still open. |
| Finalized | Loan closed. |
| Is a return | The document is the return of an earlier loan. |
🔀 The three types
The Type field, at the top of the header, is the first choice and determines the rest:
| Type | When to use it |
|---|---|
| Inbound (receiving) | The farm borrowed from someone. |
| Outbound (lending) | The farm lent to someone. |
| Return | The product is coming back. In that case the Loan field appears, to point to which loan the return belongs to. |
📝 Header fields
| Field | Description |
|---|---|
| Status | Read-only: Pending, Finalized or Is a return. |
| Date and Season | Required. Day of the loan or return and the season it belongs to. |
| Number | Required. Document number. |
| Entity | Required. Who the loan is with — the neighbor, the partner, the dealer. It comes from the Entity records. |
| Delivered by and Received by | The names of both ends, so nobody has to rely on memory months later. |
| Sector | Responsible sector. |
| Total value, Products/Services Total and Net Value | Document amounts. |
| Notes | What was agreed for the loan: return deadline, conditions, anything else. |
📦 The loaned products
| Field | Description |
|---|---|
| Product & Service | Required. The item on loan. |
| Storage Location | Required. Where it leaves from, or goes into — this is what makes that location's balance follow the loan. |
| Lot | When the product tracks lots, which is common with crop protection products. |
| Quantity (invoice) | Quantity on the document. |
| Qty (scale) | Weight checked, when the load is weighed. |
| Unit price, Total Value and Net Value | Item amounts. |
| Unloading location | Where the load was delivered. |
For loans with many items, the Import from Excel button loads the list in one go; the Understand Excel file format button shows how the spreadsheet should be laid out.
Both in the list and in the entry there is a View Inventory button, to check the balance before lending.
✔️ Finalize Loan
The Finalize Loan button closes the document — it is what marks the loan as settled. The same button reopens a finalized loan, with confirmation, when something needs fixing.
- System inventory equal to what is in the shed, with no gaps from unrecorded loans
- Record of who took what, how much and when
- Return tied to the original loan
- Lot traceability preserved, which matters for crop protection products
- Visible status: what is pending and what has been closed
❓ Frequently asked questions
How do I record product I lent to my neighbor?
In Inventory > Product Loans, click New and choose the "Outbound
(lending)" type. Enter the entity, the date and who delivered, save and add the products with
quantity and storage location.
My neighbor returned the product. How do I close out the loan?
Enter a new document with the "Return" type and, in the Loan field, point to the original loan. That way the return is tied to what went out, instead of becoming a stand-alone entry.
I borrowed from another farm. Do I use the same screen?
Yes, changing the type to "Inbound (receiving)". The product goes into the storage location entered, and the record keeps who it came from — so the return can later be entered against that same document.
There are too many products to type one by one. Can I import them?
Yes. Use the Import from Excel button in the loan's product list. First, click "Understand Excel file format" to build the spreadsheet in the layout the system expects.
I lent out a crop protection product and did not record it. What happens to inventory?
The system balance ends up higher than the real one: the product left the shed and still counts as available. Enter the loan so inventory matches again — and, when the product comes back, enter the return against that same document.
What is the difference between a loan and a transfer between locations?
A transfer moves product between locations on your own farm, without changing the total. A loan involves third parties: the product leaves the farm (or comes into it) with a return expected.