The Peon Book
Chapter Thirty-Five
Syllabus topic 5, "Types of Farm Records- Specimen. (Muster roll, Overseer’s diary, Cultivation register, Cashbook, Stock book, Issue register, Receipt register, Labour requisition book, Attendance register, Deadstock, Ration book, Peon book, General register)."
Pages 78 to 79 of 110
In one line
The peon book is the despatch record: what was sent out from the farm, on what date, by whose hand, to whom, and the receiver's signature acknowledging it.
It is also called a despatch register, a messenger book or a delivery book. MU names it the peon book, and that is the name to write.
Why a farm needs one
Because a farm sends things out constantly and mostly by hand: cash to the market, a cheque to the bank, produce to a buyer, a sample to a laboratory, a document to the cooperative society, a spare part to a workshop.
Every one of those leaves the farm in somebody's hand, and without a signature at the other end there is no proof it arrived.
The classic loss is not theft. It is the cheque that was never delivered, the document that was never filed, and nobody able to say who had it last.
The specimen
Shivneri Farm, Baramati. Peon book.
| Sr | Date | Particulars of the article or document | To whom sent | Sent by | Date and time of delivery | Receiver's signature | Remarks |
|---|---|---|---|---|---|---|---|
| 112 | 04-11-2026 | Cheque no. 447129, Rs. 11,200 | Baramati Agro Centre | V. Salunke | 04-11, 3.10 p.m. | Signed | Invoice 4417 settled |
| 113 | 06-11-2026 | Cane delivery challans, 14 nos. | Sugar factory, weighbridge | M. Gaikwad | 06-11, 11.40 a.m. | Signed | |
| 114 | 12-11-2026 | Soil sample, field 5 | Soil testing laboratory, Pune | V. Salunke | 13-11, 10.20 a.m. | Signed | Report due in 10 days |
| 115 | 18-11-2026 | Cotton, 12 bags, first picking | Ginning factory, Baramati | M. Gaikwad | 18-11, 4.50 p.m. | Signed | Weighment slip returned |
| 116 | 24-11-2026 | Loan documents, 4 sheets | Baramati Cooperative Bank | D. B. Kadam | 24-11, 12.15 p.m. | Signed | Crop loan Rs. 1,50,000 |
| 117 | 29-11-2026 | Milk cans, 6, for repair | Tin workshop, Baramati | R. Jadhav | 29-11, 9.30 a.m. | Not returned | Follow up on 02-12 |
Reviewed weekly by the Proprietor. Open items are followed up until the signature is obtained.
What makes it work
1. A serial number that never restarts. An entry cannot be removed without leaving a gap.
2. Enough particulars to identify the thing. "Cheque" is useless. "Cheque no. 447129, Rs. 11,200" is a record.
3. The name of the person who carried it. Responsibility is on a person, not on the farm.
4. The signature at the other end, obtained on the spot. A book that comes back unsigned has failed at the only thing it does.
5. A remarks column for what is still open. Item 117 above is the reason to keep this book: six milk cans are out and nobody has signed for them.
6. Weekly review. An unsigned line that nobody looks at is not a control.
The controls
| Checked against | What it catches |
|---|---|
| Cashbook | A cheque or cash despatched and never delivered |
| Receipt register at the other end | Goods sent that did not arrive |
| Stock book | Produce leaving the farm with no sale entry |
| Weighment slip or challan returned | Short weight on a delivery |
| Its own unsigned lines | Anything still out |
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