Accept or record an arrival

What this page helps you do

The arrival form adds incoming animals to the selected Farmlync farm and applies the correct government-registry workflow for the way you opened it. Use it to verify the movement, identify every animal and add useful farm details such as pen, name and RFID before the animals enter the herd.

Open Animals → Movements to Review. The page has Awaiting your action, Resubmit and Manual entry tabs. The arrival form is used from two of those tabs and from registry reconciliation.

Choose the correct entry route

Situation	Start here	What submission does
The inbound movement is waiting in the registry inbox	Awaiting your action → Accept	Adds the movement’s animals to Farmlync and queues acceptance of that existing registry movement.
You are recording an arrival from farm records and the registry has no pending movement	Manual entry	Adds the animals to Farmlync and queues one inbound movement for the batch.
Registry reconciliation says animals exist at the registry but are missing from Farmlync	Reconcile with registry → Create animals	Mirrors the animals in Farmlync and marks their registry state without filing or accepting another movement.

Do not use Manual entry when the same movement is already under Awaiting your action. Immediately before submission, the manual flow checks for a pending inbound movement from the same source, within three days of the entered movement date, with at least one matching National ID. If it finds one, it blocks the manual submission and sends you back to the existing movement.

Accept an existing registry movement

Select Accept on an inbox row. Farmlync opens a wide side panel and loads the full movement details. The form is prefilled with the source holding, movement date and registry animal roster.

In this mode:

Source CPH and Movement date are read-only because they identify the registry movement.
Each animal’s National ID is read-only.
You cannot add or remove animal rows because the registry roster is fixed.
You can complete missing farm details such as tag number, sex, breed, birth date, pen, name and RFID.
Check Reason before submission. The form currently starts it at Bought rather than carrying the registry movement’s reason into the form.

The submit button says Accept N animals. Saving adds the valid animals and queues the registry confirmation. The success message says that the registry will be confirmed shortly; it does not mean the remote registry has already accepted the response.

Enter a manual arrival

Use Manual entry only when the registry inbox has no waiting row for the arrival. The form starts with today’s date in the farm’s timezone, reason Bought, and one blank animal row.

Before registration, Farmlync checks the source holding, movement date and supplied National IDs against the registry inbox. If it finds a pending movement, it shows Already in registry inbox with the movement number and animal count when available. Stop and accept that registry row instead.

The submit button says Register N animals. A clear pre-flight check allows Farmlync to create the valid animals and queue the batch movement for registry processing.

Add animals found by reconciliation

When reconciliation identifies animals that are registered externally but missing locally, Create animals opens the same form with registry data prefilled.

In this mode:

Source CPH is optional because a reconciliation result may span animals with no single known historic origin;
movement context is informational;
no duplicate movement is filed or accepted; and
successfully created animals are marked as already registered with the registry.

The submit button says Add N animals to Farmlync. Verify every row before saving; this action creates real herd records.

Movement details

Field	Required	What to enter
Source CPH	Yes for manual and accepted arrivals; optional for reconciliation	The holding from which the animals arrived. Maximum 20 characters; letters, digits, `/`, `-` and spaces are accepted. It is locked when accepting a registry row.
Source keeper (notes)	No	A recognizable source name or note, up to 200 characters. This is context, not the holding identifier.
Movement date	Yes	The actual farm-local date the animals moved. It is locked when accepting a registry row. Do not enter a future movement date: submission creates the herd records immediately.
Reason	Yes	Bought, Leased In, Returned or Other. This also determines the animal’s Farmlync entry type.
Sale price	No	Non-negative purchase or sale amount in the organisation’s configured currency. The amount is attached to each successfully registered animal as its purchase price.
Vehicle registration	No	Registration of the vehicle used for transport when known.
Notes	No	Movement or arrival context, up to 1,000 characters.

Check the movement date and source against the physical and registry records before continuing. A wrong movement date becomes the animals’ entry date and initial lifecycle date.

Animal rows

Add at least one animal. A manual or reconciliation batch can contain no more than 100 animals. Use + Add animal for another row and Remove to discard a draft row. Those controls are hidden when accepting a fixed registry roster.

Field	Required	Meaning and accepted value
Tag number	Yes	Farm-facing tag, up to 40 characters. It must be unique on this farm and within this arrival batch.
National ID	Yes	Government identity, up to 40 characters. It is normalized and validated against the selected farm’s registry rules. An active National ID is unique across the organisation, even when the animal is on another farm. It is locked for an accepted registry movement.
Sex	Yes	Female, Male or Steer.
Breed	Yes	A breed available in the organisation’s adopted breed catalogue. Choose the Farmlync breed that correctly represents the animal; do not guess when an external breed code did not map.
Birth date	Yes	The animal’s date of birth. Farmlync uses it with sex and farm herd type to derive the initial lifecycle stage.
Pen	No	Current physical pen. Choose Unassigned when the pen is not yet known. The pen must belong to this farm.
Name	No	Familiar animal name, up to 80 characters.
RFID tag	No	Electronic identifier, up to 40 characters. An active RFID is unique across the organisation. Verify it carefully because the arrival form does not currently give an early row-level warning when another farm already holds it.
Colour	No	Colour or marking note, up to 40 characters.
Ear tag (L) / Ear tag (R)	No	These controls accept up to 40 characters, but the current arrival workflow does not retain their values. Keep the source evidence separately and do not rely on these fields until the workflow is corrected.
Dam national ID / Sire national ID	No	These controls accept up to 40 characters, but the current arrival workflow does not retain or link their values. Add verified parentage later through the animal’s supported identity or parentage workflow.
Birth weight, kg	No	A positive weight in kilograms.

Check Tag number and National ID against the physical tags and registry evidence. They serve different purposes and should not be copied into each other unless they are genuinely identical on the farm.

Validation and partial results

Before a row is registered, Farmlync checks:

duplicate tag numbers and National IDs within the submitted batch;
tag already used by an animal on this farm;
government-ID format and check-digit rules provided for this farm’s registry;
selected breed availability;
selected pen ownership; and
whether sex, birth date and farm type produce a valid initial lifecycle stage.

Rows are evaluated individually. If some rows are valid and others are not, Farmlync can register the valid rows and return a warning such as N registered, M failed. The current form shows the counts but does not show the returned row names and reasons. Treat that warning as incomplete work: compare the submitted tags with Animals list, identify the missing records, correct only those rows and never resubmit the complete batch blindly.

If this warning appears while accepting an existing registry movement, do not assume that Farmlync and the registry remain aligned. The current implementation can queue acceptance of the movement when at least one row succeeded. Check the new animals and the sync log before taking another action, and escalate the case when any registry animal is still missing locally.

The operation also respects the organisation’s animal allowance. If capacity prevents admission, follow the displayed billing or quota guidance rather than repeatedly resubmitting the batch.

Submit and verify

The sticky button at the bottom always includes the number of animal rows:

Accept N animals for an existing registry movement;
Register N animals for manual entry; or
Add N animals to Farmlync for reconciliation.

Review the verb and count before selecting it. While the request is in progress, leave the page open and do not select the button again.

After submission:

read the success or partial-failure message;
search for the new animals in Livestock → Animals list;
open a new animal and verify identifiers, pen, entry date, stage and purchase details;
for accepted or manual movements, review Government registry → Sync log until the queued work reaches its final provider status; and
investigate any failed row separately before another submission.

A queued or “notifying registry” message confirms that Farmlync recorded the local intent. It is not proof of remote acceptance. Use the sync log and registry status for that evidence.

Common problems

Message or symptom	What to do
Already in registry inbox	Stop manual entry and accept the waiting movement from Awaiting your action.
Breed is unavailable	Adopt or configure the correct breed in the organisation’s breed library, then return to the form.
National ID is invalid	Recheck the physical passport/tag and the configured registry. Do not alter a real identifier merely to pass validation.
Tag or National ID already exists	Search the Animals list before attempting another registration. The animal may already have been created.
Pen was not found	Select a current pen belonging to this farm or leave the animal unassigned.
Some rows failed	Compare the submitted tags with Animals list because the form currently shows only success/failure counts. Correct and resubmit only missing animals. For an accepted registry movement, also check the sync log because confirmation may already be queued.
Registry status remains queued or failed	Open the sync log for the provider response and use the documented correction or retry workflow.

Government registry work explains inbox, rejection, resubmission, reconciliation and sync status.
Animals list explains how to find and inspect the new records.
Animal detail and identity explains identifiers and the animal record after arrival.