Coale-Dairy
Run your dairy cooperative on ERPNext
Coale-Dairy is a dairy farming and cooperative management system built on ERPNext for Kenya and East Africa. It handles milk collection with full quality testing at the platform, quality-based pricing that rewards butterfat and SNF, automatic settlements with tax and deductions, supplier advance recovery, KDB monthly return generation, and herd management—all feeding into ERPNext inventory and accounting.
Key capabilities
Milk Collection with Quality Testing
Record milk collection at the platform with quantity, butterfat, SNF, temperature, density, and acidity. Run platform tests: alcohol test, lactometer reading, clot-on-boiling, and organoleptic assessment. Automatically estimate added water percentage and assign quality grades before milk enters the system.
Quality-Based Pricing & Auto-Rejection
Configure pricing plans with base price per litre plus quality bonus tiers for butterfat, SNF, and temperature. Positive bonuses reward high-quality milk; negative values penalize sub-standard deliveries. Auto-rejection rules block adulterated milk at collection based on alcohol test failure, acidity limits, or temperature thresholds.
Raw Milk Stock Integration
Every submitted Milk Collection automatically creates an ERPNext Stock Entry (Material Receipt) for raw milk into the Collection Center's warehouse. Track inventory by litres in real time, value stock at collection rates, and feed processing and dispatch from actual stock balances.
Milk Settlement & Payment Processing
Generate settlements by period with lines auto-populated from collections. Apply deductions including supplier advance recovery, transport, and cooperative contributions. Calculate withholding tax per supplier (with exemption support). Create buyer-initiated Purchase Invoices for eTIMS compliance. Generate payment batches for mobile money or bank transfer.
Supplier Advances & Recovery
Track loans and advances issued to suppliers for feeds, veterinary services, AI, transport, or general purposes. Set recovery by fixed amount per settlement, percentage of gross, or lump sum. Auto-deduct from settlements with balance tracking. Reverse recoveries if a settlement is cancelled.
KDB Monthly Returns
Auto-generate Kenya Dairy Board monthly production returns from collection and processing data. Aggregate total raw milk collected, average butterfat and SNF, supplier counts, rejected volumes, and product output by type. Pre-fill the KDB registration number from Dairy Settings.
Milk Routes & Collection Centers
Plan collection routes with assigned vehicles, drivers, and schedules. Manage collection centers with default raw milk warehouses, quality inspection templates, and linked pricing plans. Track supplier profiles with mobile money numbers, bank accounts, KRA PINs, and withholding tax exemption status.
Herd & Farm Management
Record animals with breed, herd assignment, farm site, and health status. Track dairy permits with expiry dates and auto-alerts. Log cooling records with hourly temperature monitoring. Manage cooperative member profiles with share capital and savings deductions for SACCOs.
Milk Processing & Lab Tracking
Record milk processing into products: pasteurized, UHT, yoghurt, cheese, butter, ghee. Track input volumes and output yields. Send composite and individual lab samples with test parameters for protein, total solids, somatic cell count, and antibiotic residue. Link results back to collection records.
Why teams choose this
- Collect milk with full quality testing at the platform—alcohol, lactometer, density, acidity
- Pay farmers fairly with automatic quality bonuses for butterfat and SNF
- Track every litre in ERPNext inventory with auto-created stock entries
- Process settlements with automatic deductions, withholding tax, and advance recovery
- Generate KDB monthly returns automatically from collection and processing data
- Manage supplier loans with scheduled recovery deducted per settlement
- Plan collection routes and manage multiple centers with warehouse links
- Track herds, animals, breeds, and farm sites alongside milk operations