Monday
Totals that can be rechecked
No. 11 Keeping the Record 5 min read
Simple ways to structure stock or feed tables so every total traces back to its rows, with checks that survive staff changes and seasons.
A total is useful only when someone else can follow it back to the rows that built it. That means the table needs a clear unit, one row per item, a named quantity column, and a visible formula or rule. If the sum cannot be rebuilt from the sheet, it is a number, not a record.
What does a recheckable total actually require?
A recheckable total has three parts: a stated unit, a row-by-row quantity in that unit, and a calculation that can be repeated without guessing. For example, if the unit is kgDM eaten per day, then every row must show the same unit and the total must be the sum of those rows, not an estimate typed in at the bottom. The test is simple: hand the sheet to someone else and ask them to rebuild the total from the rows only. If they can, the total is sound.
How should stock or feed rows be set up?
Set up one row per stock class, mob, or feed line, and keep the columns in a fixed order. A workable pattern is: stock class, number of animals, days, kgDM per head per day, and total kgDM. The row total is the product of the middle columns, and the grand total is the sum of the row totals. This mirrors the approach in the B+LNZ computing workbook, which shows a row formula such as =D4*E4 and then AutoSum for the group totals Computing for Farmers Workbook.
The point is not the exact spreadsheet, but the habit: each row carries its own arithmetic, and the total is a visible sum of those rows.
Which columns stop a total from drifting?
The columns that prevent drift are the ones that name the unit and the period. A number without a period can be read as a daily figure, a weekly figure, or a season total, and the mistake will not show up until someone tries to reconcile feed or stock. Name the period in the header, for example kgDM per day, and keep the same period down the column. If one row uses a different period, split it into two rows rather than adjusting the total.
Where do the weak points appear in a feed or stock table?
Weak points usually appear at the joins: when a mob is split, when a stock class is sold, or when a feed line changes unit. The B+LNZ workbook handles this with a stock reconciliation that is updated when the numbers change, including dry animals and sold lambs Computing for Farmers Workbook. In a recheckable table, the same discipline applies: add a new row for the change, keep the old row, and let the total move because the rows moved. Do not edit the total to make the story fit.
How do you check a total without redoing all the work?
Check the total in two passes. First, confirm the row count against the expected number of rows. Second, spot check two or three rows by hand and compare them with the sheet. If the row count is right and the spot checks match, the total is likely correct. If the row count is wrong, the total is wrong even if the arithmetic in each row is correct. This is the same reason the farm plan approach starts with taking stock of what already exists rather than rebuilding from scratch Farm Plan Overview.
Should the total sit on one sheet or be split across sheets?
For most farm records, one sheet per season or per reconciliation is easier to recheck than a workbook with totals scattered across tabs. A single sheet keeps the rows, the row formulas, and the grand total in one view. If you need a second view, for example feed by stock class or feed by paddock, build it as a separate summary that still points back to the same rows. The farm plan guidance notes that you do not have to do everything at once and can use the format that keeps the plan usable Farm Plan Overview.
A simple decision checklist for a new table
Use this checklist before you trust a total for a decision, a reconciliation, or a handover.
| Check | What to look for | Why it matters |
|---|---|---|
| Unit stated | kgDM, head, bales, or days named in the header | Prevents silent unit drift |
| One row per item | Each mob, class, or feed line has its own row | Makes the row count meaningful |
| Row formula visible | Row total is a product or sum of that row | Lets others rebuild the row |
| Grand total is a sum | Total is the sum of row totals, not a typed figure | Keeps the total traceable |
| Period consistent | Same period down the column | Avoids mixing daily and seasonal figures |
| Changes added as rows | Splits and sales get new rows | Preserves the audit trail |
| Spot check done | Two or three rows checked by hand | Catches copy and unit errors |
How does a recheckable total connect to the rest of the record?
A total that can be rechecked is only as useful as the map and naming it sits beside. If the rows refer to units that are named clearly, the total can be tied to the ground. The article on naming units so others can follow explains why consistent names matter for any record that will be read later. If the rows refer to areas, a simple resource chart keeps the area figures in one place. For the paper side of the same habit, one paper sheet, one spreadsheet describes how a single source sheet reduces the chance that two totals disagree.
What should you do when a total fails a recheck?
When a total fails, fix the rows first and let the total follow. Find the row that is wrong, correct the unit or the quantity, and rebuild the sum. Do not adjust the total to match a remembered figure. If the error came from a change that was never entered as a row, add the row and keep the old one, so the history stays visible. A simple stock reconciliation, like the one in the B+LNZ workbook, is designed to be updated as numbers change, not rewritten from memory Computing for Farmers Workbook.
A total is a promise that the rows support it. Keep the rows clear, the unit named, and the sum visible, and the total will still be recheckable next season.