CRM for an agricultural land manager or How to organize the accounting of land lease agreements in modern conditions

Land lease is a contract-based fixed-term paid ownership and use of a land plot necessary for the tenant to conduct entrepreneurial and other activities. The objects of lease are land plots owned by citizens, legal entities, municipal or state property. The lessor is obliged to transfer the land plot to the tenant for a fee for possession and use for a certain period, and the tenant is obliged to use the land plot in accordance with the terms of the contract and the requirements of land legislation, in accordance with the land lease agreement.

Typically, working with such land lease agreements requires constant monitoring by the lessee for high-quality and timely management decision-making. Since land is the basis for agricultural activities, its accounting should be carried out promptly and easily. The Soft.Farm system combines the ability to obtain up-to-date data from official registers, analyze them according to various criteria, and select them according to certain characteristics for further processing. Working with large amounts of information in the Cadastral Module of the Soft.Farm system does not require additional knowledge or skills. It is necessary to circle the boundaries of the fields, add cadastral numbers, and vectorize their contours for a high-quality audit of the land bank. It is also necessary to fill in documentary information about land plots in order to effectively control the terms of lease agreements, visualize their registration statuses, planned actions, and distribution by tenants on the map. There is an option to do it yourself or to use automatic data upload functions.

The electronic public cadastral map of Ukraine allows you to obtain information about the boundaries, dimensions, location, form of ownership and purpose of any cadastral plot online. Open access to the register of the State Land Cadastre (SLC) strengthens control over the use and circulation of land in Ukraine. The system provides information on land ownership rights and the date of their acquisition. The State Register of Real Property Rights (SRRR), in accordance with the Law of Ukraine, is the only state information system that ensures the processing, storage and provision of information on registered real property rights to real property and their encumbrances, as well as on the objects and subjects of these rights. The SRRR contains data not only on tenants and landlords, but also on the expiration dates of concluded lease agreements, as well as their types. The received information can be exported to KML, EXCEL, SHAPE, view extracts from the State Land Registry and the State Register of Real Property Rights in PDF format and use other analytics capabilities, in particular, “chess” visualization and convenient display of plots on the map using various layers and filters.

It is known that the object under the land lease agreement is considered transferred by the lessor to the lessee from the moment of state registration of the lease right, unless otherwise established by law. When leasing agricultural land plots for commercial agricultural production, farming, personal peasant farming, the term of the land lease agreement is determined by agreement of the parties. With this in mind, in addition to the data from the registers, Soft.Farm provides an opportunity to create your own separate contracts in the system, including lease, sublease, emphytheusis and exchange of plots, as well as registration of land purchased by the company. For their mass upload, you can use the document addition template, which stores the essential terms of the land lease agreement, namely data on the lease object (cadastral number, location and size of the land plot), entities (lessor and lessee), term of the agreement and rent. Additionally, you can place an normative-monetary assessment with its date, specify the planned action, type of land, intended purpose, form of ownership, etc. Thanks to the extensive filter system, plots can be distinguished by established criteria.

In the case of termination of the land lease agreement, for example, due to the expiration of the term for which it was concluded, the death of an individual tenant or lessor, re-registration and other conditions stipulated by law, the Soft.Farm system has a function for mass changes in information using a data update template.

At the same time, the lease of state and municipal land is the most common real right to non-private land. It is worth noting that agricultural land plots of state or municipal ownership can be leased only for the purpose of conducting commercial agricultural production. In Ukraine, there are two options for leasing non-private land, namely by decision of the relevant land management body and by the results of land auctions. To obtain such land for lease, it is worth monitoring the announcements on the website of the State Geocadastre for land auctions. To make this process more convenient, the Soft.Farm system separately marks the areas for which auctions are already planned, and the Kadastr.ua website, in addition to the visual location, provides all the necessary information about the auction.

Use system solutions developed to optimize the process of agricultural enterprises and its adaptation to modern conditions. Having up-to-date data for analysis in constant quick access, make timely management decisions together with Soft.Farm.