How to Record Applications, Read the Register, and Export Reports (Chemical Logs)

An application log is the permanent, legal record of a single chemical application: what product, where, when, at what rate, by whom, in what weather. This is the record a state inspector asks to see. Logs are snapshot-based — once recorded, the product and site details on them are frozen — and they’re never deleted, only voided. This article covers recording a log, why it locks, the register (the searchable list of all logs), and the two PDF exports. To set up the products these logs reference, see Set Up Your Chemical Product Catalog.

Compliance disclaimer: Record-keeping requirements vary by state, and can depend on the product and your license type. This software helps you keep organized, consistent records, but it is not legal advice, and using it does not by itself make you compliant. You are responsible for meeting the regulatory requirements that apply to your business — check with your state’s department of agriculture or licensing authority when in doubt.

Before you start

An operator account with access to the Work menu.
At least one product in your Chemical Products catalog — the log requires you to select one.
A customer and job site (in standalone mode you pick them from dropdowns; the job site supplies the recorded site address and links the customer).
The application details: date, rate, total product actually used, applicator name, and — for a Restricted Use Pesticide — the applicator’s (or a supervising applicator’s) license number.

Steps — recording a log

There are two ways to start a log:

From the register or calculator: click New log entry (on the Chem Log register page or the Dose Calculator page). This is standalone mode — you choose the customer and job site yourself.
From a visit: on a job’s summary page, each visit row has a Chem Log button. This is visit mode — the customer, job site, visit date, measured area, and the visit’s weather snapshot are pre-filled and shown in a green banner (you don’t re-pick them).

Then fill in the form, which is organized into cards:

Where — In standalone mode, pick the Customer, then the Jobsite (the job site list filters to that customer). In visit mode this is the pre-filled banner instead.
Product & Dose — Select the Chemical Product (required) and enter Area Treated (sq ft) (required). Selecting the product pre-fills the rate fields; if it’s a RUP, a red “Restricted Use Pesticide — an applicator license number is required” notice appears. Enter Rate Amount + Rate Unit, Per Area (sq ft) (defaults to 1,000), and Total Product Used + Total Product Unit (all required). Carrier volume, tank size, and tanks used are optional. There’s an expandable Dose Calculator here (a scratchpad over the same engine as the standalone calculator) — expand it, enter the label rate, and click Apply to log to copy the computed totals into the fields above.
Application Details — Application Date (required, defaults to today), optional Target Pest, Start/End Time, and Application Method (with suggestions: Broadcast spray, Spot spray, Granular spreader, Injection).
Applicator — Applicator Name (required, defaults to you) and Applicator License # (required for RUP products; a supervising applicator’s number is acceptable).
Weather — Temperature, Wind, Wind Direction, Conditions. Use Use current weather to pull your location’s current conditions, or (in visit mode) Use visit snapshot to load the weather captured on the visit.
Notes — free text.

Click Save Application Log. On success you land on the log’s detail page with a green “Application logged successfully!” banner.

Why logs are locked snapshots

When you save a log, the software copies the product’s name, EPA reg number, active ingredient, and restricted-use status — and the job site’s composed address (address, city, state, zip) — into the record and freezes them. It does not store a live link to the catalog or job site for those details. This means:

Renaming a product, changing its EPA number, or editing a job site’s address later never changes what an existing log says. The log reflects the facts as they were on the day of application — which is exactly what a legal record must do.
On an edit, the frozen snapshot is only refreshed if you actually change the product or job site selection. Editing an unrelated field (say, the weather) never silently pulls in a renamed product.
Because the snapshot is resolved on the server from your selection, the record can’t be forged by tampering with the form.

Editing and voiding

Edit — open a log and click Edit to correct it. The applicator who originally recorded it is preserved. Voided logs cannot be edited.
Void — logs are never deleted. If a record shouldn’t stand, click Void, enter a required reason, and confirm. The record stays in the register marked VOIDED (with your reason), keeping your audit trail complete. This cannot be undone.

The register (Chem Log list)

Work → Chem Log is the register — the searchable, filterable list of every application log. By default it shows the last 90 days.

Filters (across the top): From/To dates, Product, Applicator (name contains), Customer, and an Include voided checkbox. Click Apply Filters; Clear Filters resets to the default view. The filters are carried in the page’s web address, so a filtered view can be bookmarked or shared.
Columns: Date, Product (with a red RUP badge for restricted products), EPA Reg #, Customer, Site Address, Applicator (with license number beneath), Area, Rate, Total Used, and — when Include voided is on — a Status column (Active / VOIDED). Extra columns (UID, License #, Target Pest, Method) are available via the grid’s column menu. The grid supports search, sort, and Excel/CSV export from its toolbar.
Row actions: View (the log detail page) and Record PDF (the single-application PDF).
If more records match than are shown, a note appears (“Showing X of Y matching records”) — narrow the date range or filters to reach older records.

PDF exports

There are two PDFs, both generated on demand:

Record PDF — a single-application record sheet, from a log’s detail page or its Record PDF row action in the register. It lays out the product, site & customer, applicator, application, weather, and notes, plus a signature line — designed for hand-off to a state inspector. Voided records print with a VOIDED banner and reason. The file downloads as chemical-application-<record id>.pdf.
PDF summary — the whole filtered register as a table, via Export PDF summary on the Chem Log page. It respects the current filters (date range, product, applicator, customer, include-voided) and prints a header describing them, one row per application, and a count. The file downloads as chemical-application-register-<date-time>.pdf.

For Excel or CSV instead of PDF, use the grid toolbar’s export buttons on the register.

What happens next

Each saved log gets a permanent Record ID (shown on the detail page and the Record PDF) and created/modified timestamps (in UTC). The log now appears in the register and both PDF exports, and — if it was recorded against a visit — is linked to that visit. Keep the records for at least your state’s required retention period; the register keeps them indefinitely, but your retention obligation is defined by your state.

Tips & best practices

Record from the visit when possible — visit mode pre-fills the customer, site, date, measured area, and weather, so there’s less to type and less to get wrong.
Use “Apply to log” in the embedded calculator to fill Total Product Used from the label rate rather than doing the math by hand.
Capture weather at application time — the one-click weather buttons make this painless, and many states expect wind/temperature on the record.
Void, don’t work around. If a record is wrong beyond editing, void it with a clear reason. A complete trail (including voided entries) is more defensible than a gap.
Export a PDF summary each month or season and file it — a dated paper archive independent of the software.

Troubleshooting

“…is a Restricted Use Pesticide — an applicator license number is required.” — the selected product is flagged RUP. Enter the applicator’s or a supervising applicator’s license number.
“Select a jobsite.” / “Select a chemical product.” — both are required. In standalone mode, choose the customer first so the job site dropdown populates.
“— No jobsites yet for this customer — add one first —” — that customer has no job sites; add one on the customer’s summary page, then return to the log.
“The selected visit is for a different jobsite.” — the visit you linked doesn’t belong to the chosen job site. Recheck the customer/job site selection.
“Area treated must be a positive number.” / “Rate must be a positive number.” / “Total product used must be a positive number.” — these fields must be greater than zero.
I can’t edit a log — voided logs are read-only. If it needs correcting and shouldn’t have been voided, you’ll need to re-record it (voids can’t be undone).
Older records aren’t in the register — the default view is the last 90 days. Widen the From date (or clear it) and Apply Filters.
A log shows an old product name or address — that’s the frozen snapshot from the day of application; it’s meant to stay fixed even after the catalog or job site changes.

Chemical Logs Overview — the module’s purpose and the catalog → calculate → log workflow
Set Up Your Chemical Product Catalog — the products (and RUP flags) these logs reference
Using the Dose Calculator — work out totals from a label rate, standalone or inside the log form