Complete and follow government registry work

What this workflow does

Use this workflow to take government-registry work from a Farmlync action to the provider’s final outcome. Farmlync can support several registry providers. A provider may complete a declaration immediately, require the other holding to accept or reject it, or return a rejection that needs correction.

An animal or movement saved in Farmlync is not by itself proof that the external registry accepted it. Pending, Queued and Sent — awaiting outcome are unfinished states. The registry row, submission history and reconciliation result provide the evidence of the remote outcome.

Before you begin

The farm needs a supported registry connection. Registry decisions, pulls, submission actions and reconciliation require Manage government submissions authority, normally held by an Owner or Manager.

Check Farm Settings → Government Integration for the provider and Dispatch mode:

• Manual leaves new declarations pending until an authorized operator sends them.
• Auto dispatches new declarations and safe technical retries automatically.
• Uncertain outcomes remain held for reconciliation in either mode.

Provider terms, field formats and approval stages can differ by country. Follow the status and action shown on the actual item instead of applying one provider’s process to another.

1. Choose the correct page

Situation	Open
Another holding sent animals to this farm and a decision is waiting	Operations → Government registrations → Movements to Review → Awaiting your action
A counterparty rejected this farm’s outbound movement	Movements to Review → Resubmit
An arrival is absent from the registry inbox	Movements to Review → Manual entry
A birth, death, registration, movement or response was queued or sent by Farmlync	Government registrations → Outbound submissions
The Farmlync herd and registry appear to disagree	Government registrations → Reconcile with registry

2. Review work awaiting a decision

Open Awaiting your action. Refresh reloads Farmlync’s current inbox. Pull from registry now calls the provider and reports how many rows were fetched and how many were new. The page also refreshes about every three minutes, while the normal server pull runs about every 15 minutes.

Read the row’s Inbound or Outbound badge before opening it. Select View details and check:

• movement and arrival dates;
• the other holding and keeper;
• animal identifiers and roster;
• Registry Request/Response evidence; and
• the Activity timeline.

For a seller-side outbound review, the current detail drawer can label source and receiving holdings as if the movement were inbound. Use the direction badge and provider evidence for the true direction. Seller-side outbound reviews are currently read-only in Farmlync and show Seller-side review; there is no response action for those rows yet.

3. Accept an inbound movement

Select Accept on the inbound row. Farmlync opens a wide arrival panel and loads the registry roster.

For an accepted registry movement:

• Source CPH, Movement date and each National ID are fixed by the registry;
• animal rows cannot be added or removed;
• farm details such as tag, sex, breed, birth date, pen, name and RFID can be completed; and
• Reason currently starts at Bought, so verify it rather than assuming Farmlync carried the registry reason into the form.

Movement fields

Field	Required	Accepted value and effect
Source CPH	Yes	Origin holding, maximum 20 characters using letters, digits, /, - and spaces. It is locked for an accepted movement.
Source keeper (notes)	No	Recognizable source name or context, up to 200 characters. It is not the holding identifier.
Movement date	Yes	Actual farm-local movement date. It becomes the animals’ entry date and initial lifecycle date. It is locked for an accepted movement.
Reason	Yes	Bought, Leased In, Returned or Other. This determines the Farmlync entry type.
Sale price	No	Non-negative amount in the organisation’s currency. It is attached to each successfully registered animal as purchase price.
Vehicle registration	No	Vehicle registration when known.
Notes	No	Arrival context, up to 1,000 characters.

Animal fields

Field	Required	Accepted value and effect
Tag number	Yes	Farm-facing tag, up to 40 characters. It must be unique on this farm and within this batch.
National ID	Yes	Government identity, up to 40 characters, normalized and validated against the farm’s registry rules. An active National ID is unique across the organisation. It is locked for an accepted movement.
Sex	Yes	Female, Male or Steer.
Breed	Yes	A breed adopted into the organisation’s breed catalogue. Do not guess when a provider code did not map.
Birth date	Yes	The real date of birth. Farmlync combines it with sex and herd type to derive the initial lifecycle stage.
Pen	No	A current pen belonging to this farm, or Unassigned.
Name	No	Familiar name, up to 80 characters.
RFID tag	No	Electronic identifier, up to 40 characters. An active RFID is unique across the organisation.
Colour	No	Colour or marking note, up to 40 characters.
Ear tag (L) / Ear tag (R)	No	The current form accepts these values but does not retain them. Keep the source evidence separately.
Dam national ID / Sire national ID	No	The current form accepts these values but does not retain or link them. Add verified parentage later through the supported animal workflow.
Birth weight, kg	No	A positive weight in kilograms.

Review the button text and roster count, then select Accept N animals once. Farmlync creates valid local animal records and queues acknowledgement of the existing registry movement. The success message means the acknowledgement was queued; it does not prove the provider has accepted it.

4. Reject an inbound movement

Use Reject only when the registry movement should not be accepted by this holding.

1. Recheck the movement number, other holding and roster.
2. Select the actual provider rejection reason.
3. If you choose Other (free text), enter a clear explanation.
4. Submit once and follow the response in Outbound submissions.

The reason becomes part of the declaration evidence. Do not choose a convenient reason merely to clear the inbox.

5. Record a manual arrival

Use Manual entry only when the registry inbox contains no matching movement. The form starts with today’s farm-local date, reason Bought and one blank animal row. You can use + Add animal and Remove for a batch of up to 100 animals.

Complete the same movement and animal fields described above. Immediately before submission, Farmlync checks for a pending inbound movement from the same source, within three days of the entered movement date, sharing at least one supplied National ID. If it reports Already in registry inbox, stop and accept that movement instead.

The submit button says Register N animals. A successful request creates valid local animals and queues one inbound movement for the batch.

6. Understand validation and partial results

Before creating an animal, Farmlync checks:

• duplicate tags and National IDs within the batch;
• a tag already used on this farm;
• the government identifier’s provider format and check-digit rules;
• breed availability;
• that the selected pen belongs to the farm; and
• whether sex, birth date and farm type produce a valid initial lifecycle stage.

Rows are evaluated individually. A batch can report N registered, M failed. The current form displays counts but not the returned row names and reasons. Compare the submitted tags with Livestock → Animals list, correct only the missing rows and never resubmit the complete batch blindly.

For an accepted registry movement, a partial local result needs immediate investigation because the acknowledgement can be queued when at least one row succeeded. Check both the created animals and outbound submission history; escalate rather than making a second registry decision when the local and provider rosters differ.

7. Follow outbound submissions

Open Outbound submissions, choose the operation tab and optionally filter by Status. The tab count applies only to that operation type.

In Manual mode, Send all queues pending rows in the active operation tab. It does not send every operation type. Wait for the queued banner and background dispatcher instead of clicking repeatedly.

Open a row to inspect its payload summary, attempt count, next retry, rejection reason and full submission history.

Status	What it means	Safe next step
Pending	Local declaration has no final provider outcome. In Manual mode it may be waiting for dispatch.	Send it when reviewed and authorized.
Queued	Dispatch was requested and a background worker has not processed it yet.	Wait and refresh.
Sent — awaiting outcome	The provider received or may have received it, but no final acceptance or rejection is recorded.	Wait or reconcile; do not create a duplicate.
Accepted	The provider reports a completed accepted outcome.	Verify the final business record and retain the history.
Rejected	The provider refused the declaration.	Read the reason and use the supported correction path.
Failed	A technical attempt failed.	Use Retry now only when the row offers it as a safe technical retry.
Needs reconciliation	Delivery outcome is uncertain. The provider may already hold the effect.	Reconcile before any new submission.
Cancelled	Eligible local queued work was cancelled.	Confirm whether the provider ever received anything; cancellation does not remove a remote record.

Actions are state- and permission-dependent:

• Retry now repeats a safe technical attempt with the existing payload.
• Resubmit as a new row starts a corrected declaration from a rejected row when supported.
• Cancel closes eligible local queued work after confirmation.

Never turn an uncertain result into a fresh declaration without reconciliation.

8. Handle a counterparty-rejected movement

Open Movements to Review → Resubmit. Each row identifies the destination, movement date, rejection reason and rejection time.

The available Cancel movement action closes the rejected local movement and queues restoration of linked animals to the herd. Restoration happens asynchronously even though the current success message says the animals are restored immediately. Refresh the herd and investigate if they do not reappear.

To file the corrected outbound movement, record the exit again with the correct details. The Resubmit tab does not silently rewrite and resend the rejected movement.

9. Reconcile Farmlync with the registry

Use reconciliation when the herd lists disagree or a delivery outcome is uncertain.

1. Open Reconcile with registry.
2. Select Run reconciliation. It calls the provider directly and can take time for a large herd. Running it does not change records.
3. Read the result timestamp and the four counts: Total drift, Missing in Farmlync, Extra in Farmlync and Differences.

Missing in Farmlync

These animals exist at the registry but not locally. Select Create animals in Farmlync, review the prefilled arrival rows and choose Add N animals to Farmlync. In this mode Source CPH can be omitted, and no new movement is filed or accepted. Successfully created animals are marked as already registered.

Extra in Farmlync

These animals exist locally without a corresponding current registry record. Verify that the animal is physically present. Use Submit late registration where appropriate, then follow its declaration in Outbound submissions. If the animal has left, correct its departure from Animal Detail instead of registering it as present.

Differences

Compare both values with passports, tags and provider evidence. The current Use registry correction is supported for sex only and is protected by a stale-value check. National ID and other differences are informational on this screen. Rerun reconciliation when either side changed while the result was under review.

The reconciliation timestamp is currently rendered in the viewer’s browser timezone rather than the selected farm timezone. Use the displayed provider evidence and submission history when exact operational timing matters.

10. Verify completion

Before treating registry work as complete:

• search Animals list for every locally created animal;
• open a sample and verify identifiers, pen, entry date, lifecycle stage and purchase details;
• confirm that any movement, response or late registration reached a final provider state;
• review failed or partial rows individually;
• rerun reconciliation after resolving uncertain delivery or herd drift; and
• retain the row history as the provider outcome evidence.

Completion checklist

• The row direction and provider process were identified correctly.
• Accepted arrivals have the right source, date, reason and animal roster.
• Manual entry was used only after checking the registry inbox.
• Partial results were reconciled against Animals list and submission history.
• Pending or uncertain declarations were not duplicated.
• Rejected movements were corrected through a new supported action.
• Farmlync and registry records were reconciled after any uncertainty.

For page-level reference, see Government registrations, Accept or record an arrival and Integrations and imports.