Clean up field and animal identifiers, dates and units before moving records. Check a small sample with this five-step migration plan.
Years of farm history may sit in a spreadsheet. The aim of moving to farm software is to preserve what each record means, not simply copy every cell. Back up the source file and work on a copy. This guide covers preparation; it does not assume that every product or file supports automated import.
1. Define what each row represents
Use one row per animal in the identity list and one row per dated measurement in the milk log. Separate relatively stable identity details from daily events. For fields, distinguish the parcel from the crop, season and associated expenses.
Do not immediately delete rows that appear to share an identifier. Confirm whether they refer to the same animal or field, preserve previous names in notes and retain the links to earlier events.
2. Make dates and units explicit
A blank value is not automatically zero. A day without a milk measurement is different from a confirmed zero reading. Do not fill an unknown birth date with an arbitrary date.
| Field | Potential problem | Preparation |
|---|---|---|
| Animal or parcel identifier | Leading zeros disappear | Keep identifiers as text |
| Event date | Day and month get reversed | Use one format, such as 2026-09-16 |
| Field area | Hectares and decares get mixed | Store the unit beside the number |
| Milk or weight | Litres and kilograms get mixed | Keep quantity and unit explicit |
| Expense | Currency or period is unclear | Include currency, date and description |
3. Reconcile a small sample
Start with one field, one season and a few animals. Compare their identifiers, quantities and dates after creating records in the new system. Check the sample before moving the full archive.
Reconcile totals over matching periods. A full month in the old spreadsheet cannot be compared directly with one week in the new system. Align filters and units before investigating differences.
4. Set a changeover date and owner
Agree when new events will be recorded in the new system. If the team temporarily works in both places, identify the primary source and the person responsible for checking duplicates. Entering one expense twice creates a misleading cost increase.
Keep a read-only copy of the final old file. Give staff the access they need and use individual accounts rather than a shared password.
5. Confirm the scope before moving to Tarliva
Compare your field, animal and staff counts with plan limits, then try the basic workflow. If bulk migration is needed, discuss a sample file and its fields with our team first. Do not assume that an entire spreadsheet can be uploaded until a supported migration path has been agreed.
- Is the original file backed up?
- Have duplicate identifiers been checked?
- Are dates, amounts and units consistent?
- Do sample records and period totals reconcile?
- Are the changeover date and responsible person clear?
