FarmSure - Workflow Examples

Scenario 1: Complete Test Order Workflow

John orders a pregnancy test for his Nguni cow

Context

Farmer: John Dlamini (Barberton, Mpumalanga)

Animal: CATTLE-045 (3-year-old Nguni cow)

Need: Pregnancy test to confirm suspected pregnancy

Complete Process Timeline

Day 1: Farmer Orders Test

John logs into FarmSure
Navigates to Testing
Selects Pregnancy Test - Bovine (R 450.00)
Clicks "Order This Test"
Fills in:
- Animal: CATTLE-045
- Preferred Collection: Nov 15, 2025
- Instructions: "Please call before arriving"
Adds to cart and proceeds to checkout
Pays via EFT/Bank Transfer
Order created: TEST-2025-0012

Day 1 (Afternoon): Admin Schedules Collection

Admin sees new test order notification
Reviews payment confirmation
Schedules collection for Nov 15, 09:00
Assigns collector: Sarah Khumalo
System sends SMS to John with appointment details

Day 7: Sample Collection

Sarah calls John at 08:45
Arrives at farm at 09:00
Verifies animal (CATTLE-045)
Collects 5ml blood sample via venipuncture
Labels tube: S-2025-0012
Stores in cool box
Returns to office and marks as "Collected"
Courier delivers to lab at 14:00

Day 9: Lab Processing

Lab receives sample
Dr. Piet Nkosi performs ELISA test for PAG
Results: POSITIVE (PAG: 2.45 ng/mL)
Uploads to system:
- Result: Positive - Pregnant
- Estimated conception: Aug 10, 2025
- Expected calving: May 19, 2026
- Current gestation: 14 weeks

Day 9 (Afternoon): Admin Approves Results

Admin reviews results
Verifies all data is complete
Clicks "Approve & Publish"
System generates PDF certificate
John receives email notification

Day 9 (Evening): Farmer Views Results

John receives notification email and SMS
Logs into FarmSure
Goes to Testing → My Tests
Sees TEST-2025-0012 marked "Completed" (green)
Clicks "View Results"
Downloads PDF certificate
Now has official proof cow is pregnant!

Timeline Summary

Date	Time	Event	Actor
Nov 08	10:30	Test ordered and paid	Farmer
Nov 08	14:00	Collection scheduled	Admin
Nov 15	09:15	Sample collected	Collector
Nov 15	14:00	Sample received at lab	Lab
Nov 17	10:00	Test performed	Lab
Nov 17	11:30	Results uploaded	Lab
Nov 17	14:00	Results approved	Admin
Nov 17	15:00	Results viewed	Farmer

✅ Total Time: 9 days from order to result
✅ Cost: R 450.00
✅ Outcome: Pregnancy confirmed with official certificate

Scenario 2: Selling an Animal

Maria sells a Brahman bull on the marketplace

Context

Seller: Maria van Wyk

Animal: BRAHMAN-012 (2-year-old bull, 520 kg)

Price: R 18,500

Step-by-Step Process

Step 1: Create Listing

Maria goes to Marketplace → My Listings
Clicks + New Listing
Selects animal: BRAHMAN-012
Sets price: R 18,500
Writes description highlighting qualities
Uploads 3 photos
Creates listing - now visible to all buyers

Step 2: Buyer Discovers & Purchases

Thabo Mahlangu browses marketplace
Filters: Cattle → Brahman → R 15,000-20,000
Finds BRAHMAN-012
Reviews photos and details
Adds to cart
Proceeds to checkout
Pays via EFT/Bank Transfer
Order created: MKT-2025-0005

Step 3: Admin Processes Payment

Admin verifies buyer's payment received
Goes to Marketplace Workflow
Clicks "Pay Seller" for MKT-2025-0005
Makes EFT payment to Maria's bank account
Status: Seller Paid
Maria receives payment confirmation

Step 4: Admin Transfers Animal

Admin clicks "Transfer" for MKT-2025-0005
Reviews transfer details
Confirms transfer
System automatically:
- Changes animal owner to Thabo
- Moves animal to Thabo's farm
- Deactivates marketplace listing
- Creates transfer history
Both parties receive confirmation emails

Financial Summary

Party	Transaction	Amount
Buyer (Thabo)	Paid via EFT	-R 18,500
Seller (Maria)	Received via EFT	+R 18,500

Scenario 3: Purchasing an Animal

Sipho buys a Nguni cow from the marketplace

Context

Buyer: Sipho Nkosi

Animal: NGUNI-045 (Nguni cow for breeding)

Price: R 12,000

Payment: EFT/Bank Transfer

Complete Purchase Process

Step 1: Browse & Select

Sipho logs into FarmSure
Goes to Marketplace
Filters: Cattle → Nguni → Female → R 10,000-15,000
Finds NGUNI-045 - R 12,000
Reviews photos, description, test certificates
Clicks "Add to Cart"

Step 2: Checkout

Reviews cart
Selects destination farm: "North Pasture Farm"
Clicks "Proceed to Checkout"
Admin verifies animal availability
Payment method shown: EFT/Bank Transfer

Step 3: Make Payment

┌─────────────────────────────────┐
│ BANK TRANSFER DETAILS           │
├─────────────────────────────────┤
│ Bank: FNB                       │
│ Account: 62XXXXXXXX             │
│ Reference: MKT-2025-0008        │
│ Amount: R 12,000.00             │
└─────────────────────────────────┘

Sipho logs into online banking
Makes EFT payment with exact reference
Takes screenshot of confirmation
Returns to FarmSure
Uploads proof of payment

Step 4: Admin Verifies & Processes

Admin receives payment notification
Reviews proof of payment
Checks bank statement
Confirms payment received
Pays seller (John Dlamini)
Transfers animal to Sipho's farm
Order complete!

✅ Result: Sipho now owns NGUNI-045 on his North Pasture Farm
✅ Time: 1-3 days from order to completion
✅ Payment: Secure bank transfer with admin verification

Scenario 4: Processing Marketplace Payments (Admin)

Admin processes 5 marketplace orders at various stages

Daily Workflow Overview

┌─────────────────────────────────────────────┐
│ MARKETPLACE ORDERS - ACTION REQUIRED        │
├─────────────────────────────────────────────┤
│ Step 1: Pending Buyer Payment (2 orders)    │
│ Step 2: Verify Buyer Payment (3 orders)     │
│ Step 3: Pay Seller (2 orders)               │
│ Step 4: Transfer Animals (1 order)          │
└─────────────────────────────────────────────┘

Processing Each Stage

Stage 2: Verify Buyer Payments

Order MKT-2025-0013: Bank Transfer with Proof

Click "View Details"
Click "View Proof of Payment"
Verify screenshot shows:
- Amount: R 12,000 ✓
- Reference: MKT-2025-0013 ✓
- Date: Today ✓
Check bank statement - transaction matched ✓
Click "Confirm Payment"
Status: Buyer Paid
Moves to Step 3

Stage 3: Pay Sellers

Order MKT-2025-0015: Pay via EFT

Click "Pay Seller"
Seller: Maria van Wyk
Amount: R 18,500
Seller banking details on file
Make bank transfer externally
Record payment reference in system
Click "Record Payment Made"
Seller receives confirmation email
Moves to Step 4

Stage 4: Transfer Animals

Order MKT-2025-0017: 2 animals to transfer

Click "Transfer"
Verify: Buyer paid ✓, Seller paid ✓
Animals: NGUNI-045, NGUNI-046
From: Springbok Valley → To: Highland Farm
Click "Confirm Transfer"
System transfers both animals
Both parties emailed
Status: Transferred ✓

End of Day Summary

✅ Verified Payments: 3 orders
✅ Sellers Paid: 2 orders
✅ Animals Transferred: 1 order (2 animals)

Scenario 5: Bank Statement Reconciliation

Admin imports and reconciles 24 hours of bank transactions

Complete Reconciliation Process

Step 1: Export from Bank

Admin logs into FNB Business Banking
Navigates to Statements
Selects account: 62XXXXXXXX
Date range: Nov 10-11, 2025
Format: CSV
Downloads: FNB-Statement-20251111.csv

Step 2: Upload to FarmSure

Goes to Financial Dashboard
Clicks Bank Import
Selects bank: FNB
Uploads CSV file
Sets date range
Clicks "Upload & Process"

Step 3: Review Import Preview

┌─────────────────────────────────────────────────────┐
│ IMPORT PREVIEW - 24 Transactions Found              │
├──────────┬──────────────────────┬──────────┬────────┤
│ Date     │ Description          │ Reference│ Amount │
├──────────┼──────────────────────┼──────────┼────────┤
│ 11-10    │ EFT Credit J DLAMINI │TEST-0012 │ R 450  │
│ 11-10    │ EFT Credit M VAN WYK │MKT-0008  │ R10,000│
│ 11-10    │ EFT Credit T MAHLANGU│MKT-0009  │ R15,000│
│ 11-11    │ EFT Credit S NKOSI   │TEST-0015 │ R 850  │
└─────────────────────────────────────────────────────┘

Ready to import: 24 transactions
[Confirm Import]

Reviews data
Clicks "Confirm Import"

Step 4: Automatic Matching

Processing... ━━━━━━━━━━━━━━━━━━━━━━ 100%

Results:
✅ Auto-Matched: 18 transactions
🟡 Possible Matches: 3 transactions
❌ No Match: 3 transactions

Step 5: Manual Reconciliation

For unmatched transactions:

System suggests possible matches
Admin reviews and confirms
Links payments to orders
Marks bank fees and other transactions
All transactions accounted for

Final Reconciliation Status

✅ Total Transactions: 24
✅ Matched: 21 (87.5%)
✅ Reconciled: 24 (100%)
✅ Test Payments: 12 orders (R 8,450)
✅ Marketplace: 9 orders (R 127,500)
✅ All accounts balanced

Impact: 12 test orders and 9 marketplace orders automatically moved forward in their workflows. Farmers received instant payment confirmations.

Scenario 6: Batch Animal Registration

Farmer registers 50 sheep from auction using CSV import

Quick Batch Process

Step 1: Prepare Spreadsheet

Download CSV template from FarmSure
Open in Excel/Google Sheets
Fill in data for 50 sheep:

reference_code,species,breed,sex,date_of_birth,weight,tag_number,farm_name
DORPER-2025-001,Sheep,Dorper,Female,2023-04-15,62,ZA-D-001,Main Farm
DORPER-2025-002,Sheep,Dorper,Female,2023-04-18,59,ZA-D-002,Main Farm
DORPER-2025-003,Sheep,Dorper,Male,2023-04-20,68,ZA-D-003,Main Farm
... (47 more rows)

Save as: sheep-batch-nov2025.csv

Step 2: Import

Goes to Animals → Batch Import
Uploads CSV file
System validates data
Confirms import
Success: "50 animals imported successfully!"

✅ Time Saved: 15 minutes vs. 2+ hours for manual entry
✅ Accuracy: Reduced errors with template format
✅ Result: All 50 sheep now in system with complete records

Scenario 7: Lab Result Upload Process

Lab processes 5 different test types in one day

Daily Lab Workflow

Morning: Receive Samples

Lab receives 5 samples:

S-2025-0045: Pregnancy test (cattle)
S-2025-0046: Brucellosis (sheep)
S-2025-0047: TB test (cattle)
S-2025-0048: Blood panel (goat)
S-2025-0049: DNA profile (cattle)

Processing: Each Test Type

Sample 1: Pregnancy Test

Performs ELISA test
Result: Positive (PAG: 2.8 ng/mL)
Uploads: Result, conception date, calving date
Submits to admin

Sample 2: Brucellosis

Performs Rose Bengal Test
Result: Negative
Uploads: Test type, antibody levels, interpretation
Submits to admin

Sample 3: Tuberculosis

Performs IGRA test
Result: Negative (INF-γ: 0.05 IU/mL)
Uploads: Result valid for 12 months
Submits to admin

Sample 4: Blood Panel

Runs complete hematology & chemistry
All 15 parameters normal
Uploads: Complete panel with reference ranges
Submits to admin

Sample 5: DNA Profile

DNA extraction and PCR amplification
15 genetic markers analyzed
Uploads: Marker data, profile hash, parentage results
Attaches data file
Submits to admin

End of Day Summary

✅ All 5 results uploaded
✅ Admin notified for review
✅ Samples properly stored
✅ Quality control passed

Workflow Summary

Workflow	Actors	Duration	Key Steps
Test Order	Farmer→Admin→Lab→Admin→Farmer	7-10 days	Order→Pay→Schedule→Collect→Test→Approve→View
Sell Animal	Farmer→Buyer→Admin	1-3 days	List→Purchase→Verify→Pay Seller→Transfer
Buy Animal	Buyer→Admin→Seller	1-3 days	Browse→Cart→Pay→Verify→Transfer→Receive
Payment Processing	Admin	30 min/order	View→Verify→Pay→Transfer
Bank Reconciliation	Admin	30-60 min	Export→Upload→Auto-Match→Manual→Complete
Batch Registration	Farmer	15 min	Prepare→Upload→Validate→Import
Lab Results	Lab→Admin	2-5 days	Receive→Test→Upload→Admin Approves

📋 Complete Workflow Examples

Scenario 1: Complete Test Order Workflow

Context

Complete Process Timeline

Day 1: Farmer Orders Test

Day 1 (Afternoon): Admin Schedules Collection

Day 7: Sample Collection

Day 9: Lab Processing

Day 9 (Afternoon): Admin Approves Results

Day 9 (Evening): Farmer Views Results

Timeline Summary

Scenario 2: Selling an Animal

Context

Step-by-Step Process

Step 1: Create Listing

Step 2: Buyer Discovers & Purchases

Step 3: Admin Processes Payment

Step 4: Admin Transfers Animal

Financial Summary

Scenario 3: Purchasing an Animal

Context

Complete Purchase Process

Step 1: Browse & Select

Step 2: Checkout

Step 3: Make Payment

Step 4: Admin Verifies & Processes

Scenario 4: Processing Marketplace Payments (Admin)

Daily Workflow Overview

Processing Each Stage

Stage 2: Verify Buyer Payments

Stage 3: Pay Sellers

Stage 4: Transfer Animals

End of Day Summary

Scenario 5: Bank Statement Reconciliation

Complete Reconciliation Process

Step 1: Export from Bank

Step 2: Upload to FarmSure

Step 3: Review Import Preview

Step 4: Automatic Matching

Step 5: Manual Reconciliation

Final Reconciliation Status

Scenario 6: Batch Animal Registration

Quick Batch Process

Step 1: Prepare Spreadsheet

Step 2: Import

Scenario 7: Lab Result Upload Process

Daily Lab Workflow

Morning: Receive Samples

Processing: Each Test Type

End of Day Summary

Workflow Summary

📋 FarmSure - Workflow Examples