An agrovet is more than a farm supplies shop. You are selling regulated chemicals, licensed veterinary medications, certified seed varieties, and controlled fertilizers — products that carry batch numbers, registration numbers and expiry dates by law. A basic point-of-sale that tracks sales and cash is not enough. You need a system that can tell you exactly which batch of a pesticide you sold last Tuesday, how many days before the next shipment of veterinary dewormers expires, and whether the supplier who delivered yesterday undercharged you for the herbicide.
The compliance requirements for an agrovet are closer to those of a pharmacy than those of a general retail shop. When an agricultural regulator asks for a dispensing record for a restricted pesticide, you need to produce it. When a vet drug recall is announced, you need to know immediately whether you have that batch on your shelves. Vendra handles all of this with the same lot and batch tracking engine used for pharmaceutical dispensing.
Batch and lot tracking for every regulated product
When stock arrives from a supplier, you receive it against a purchase order in Vendra. For each line item, you record the batch or lot number, the product registration number, the manufacture date, and the expiry date. This takes seconds at the receiving desk and gives you a permanent record tied to that specific delivery.
From that point forward, every sale at the POS or against a sales order is automatically linked to the correct batch. If a farmer buys two litres of a fungicide, the system records which batch those two litres came from. You always have a complete, unbroken audit trail:
- Which supplier delivered a product, on what date, and at what price
- The batch number, registration number and expiry date of every unit received
- Which customer bought from that batch, and when
- The remaining quantity on hand per batch, in real time
If a regulator asks for records of all sales of a specific pesticide over the past year — by batch, by customer, by date — you pull a single report in Vendra. That is your audit trail. No manual ledger, no searching through paper receipts.
Expiry date management and near-expiry alerts
Agrovets carry products with widely varying shelf lives: a seed lot may be valid for one growing season, a veterinary antibiotic for 18 months, a slow-release fertilizer for three years. Managing expiry across all of these categories manually is how losses happen.
Vendra lets you set expiry alert thresholds per product or per product category. Set 90 days for pesticides, 60 days for veterinary injectables, 30 days for short-shelf-life biologicals. When a batch crosses that threshold, the system flags it. You see which products are approaching expiry, how much stock remains in those batches, and how much you stand to lose if they go unsold.
Armed with that information you can act: discount the product to move it faster, contact the supplier about a return or exchange, or prioritise it in your sales conversations with regular farmers. The report is there every time you need it — you do not have to wait until you are doing a physical stock count to discover you have problem batches sitting on the shelf.
FIFO stock rotation — automatic, on every sale
First in, first out is the correct approach for any business that handles perishable or expiring goods. In practice, it is easy to forget at the counter when a farmer is waiting. Vendra enforces FIFO automatically: when a product is sold, the system always deducts from the oldest batch first, without anyone having to think about it.
This applies equally at the POS for walk-in customers and on sales orders for account customers. The oldest stock moves first on every transaction, which means your expiry losses are minimised without relying on staff discipline or shelf organisation.
Multiple suppliers and purchase order management
Most agrovets buy the same products from multiple agrochemical distributors depending on availability, lead time and price. Vendra keeps a supplier price history for every product so you can compare what you paid per unit from each supplier across past orders.
Request for Quotation and purchase orders
When you need to restock, raise an RFQ and send it to multiple distributors at once. Suppliers respond with their prices; you compare them side by side in the system and confirm the best offer. Vendra converts the confirmed quotation into a purchase order automatically. When the delivery arrives, you receive it against that PO, and the stock, batch data and accounting entries all update together.
Reorder point automation
Set a minimum stock level per product. When quantity on hand drops below that level, Vendra automatically creates a draft purchase order so nothing runs out without warning.
Supplier price comparison
See the last three prices per supplier for any product before you place an order. Know immediately whether the new quote is higher than what you paid previously.
Purchase history by supplier
Full purchase history per supplier: dates, products, quantities, prices and delivery performance. Useful for annual reviews and renegotiating terms.
Slow-moving stock report
Flags products that have not sold within a period you define, cross-referenced with expiry dates. Identifies what is likely to expire on your shelf before it moves.
POS for walk-in farmers
The Vendra POS is designed for fast counter service. Scan barcodes, search by product name, and complete a transaction in seconds. Receipts print automatically — tax-compliant, with the product names, quantities, prices and applicable taxes clearly shown.
Payment methods
The POS accepts cash, card and mobile money in a single transaction. Where mobile money STK push is available — including M-Pesa where available — the customer receives a payment prompt on their phone and Vendra waits for the confirmation before completing the sale. There is no manual verification, no possibility of marking a sale as paid when the money has not arrived. The payment confirmation is automatic.
Split payments work too: a farmer can pay part in cash and settle the remainder by mobile money, and both legs are recorded and reconciled correctly.
Customer accounts and invoicing
Regular farmers often buy on account — taking seed and fertilizer at the start of a planting season and settling the balance after harvest. Vendra supports this with proper customer account management: you extend credit, issue invoices, track outstanding balances, and apply payments against specific invoices when they come in.
For business customers — cooperatives, large farms, NGO projects — Vendra generates tax-compliant invoices with all required fields: invoice number, date, itemised lines, tax rate and amount, supplier details and customer details. These are the documents your business customers need for their own accounting and regulatory compliance.
Accounting and tax compliance
Every sale, purchase and payment in Vendra posts automatically to the general ledger. There is no separate accounting entry to make, no end-of-day reconciliation to run manually. The accounts are always current.
Vendra supports tax rules for 90+ countries. Whether your jurisdiction applies VAT, GST, sales tax, or a combination of rates across different product categories, the system calculates it correctly and includes it on every invoice and receipt. At tax filing time, the reports you need are already there.
Reporting for an agrovet
Beyond the compliance reports, Vendra gives you the operational visibility to run the business well:
- Sales by product category — see whether seeds, fertilizers, pesticides or veterinary products are driving your revenue, and how that split changes by season
- Purchase analysis by supplier — compare spend, volume and price trends across your agrochemical distributors
- Slow-moving stock with expiry cross-reference — the most important report for loss prevention; see what is sitting still and when it expires
- Customer account ageing — which farmers owe you money and how overdue their balances are
- Batch traceability — trace any batch from the supplier delivery all the way through to the customer who bought the last unit
What plan do I need?
Most agrovets run well on the Pro plan at $27/month — this covers the full POS, batch and lot tracking, expiry management, purchase orders, supplier management, customer accounts, invoicing and accounting. If you operate multiple branches or want consolidated reporting across locations, the Pro Plus plan at $50/month adds multi-location inventory and a unified view of stock across all stores.