Keep track of your controlled substances directly in Digitail.
You can access the report from the top navigation bar under Reports > Inventory Reports > Controlled Substances
Report filters
You can use multiple filters in order to generate specific reports.
Date (by default, the report displays today's changes)
Categories (by product category)
Type (in case you want to filter only the product administrations, the stock adjustments, or the receptions)
Products (for finding specific products)
Staff (the team member the movement is attributed to, see How staff is attributed below)
Consumable type (Goods or consumables)
Report details
The report includes all the products marked as 'Controlled Substances' in Product Directory. The report displays the following information:
Product name
Date (when the product was administered, removed from the stock, or added to the stock) * see below
Product Details (category, expiration date, batch, supplier)
Doc. No. (record/sale number + link or reception number + link)
Staff (the team member the movement is attributed to, see How staff is attributed below)
Type (product administration, stock adjustment, or reception)
Client (name, phone number, email, and address)
Patient (name, breed, gender and neuter status, date of birth)
Quantity change (the quantity that was added to the stock, adjusted or sold/administered to a patient)
Balance (product quantity left after the change in both units and subunits)
Reason (displays the reason logged for manual stock adjustments, if any)
* Note: for administered products, this report shows the date of the visit (SOAP record date) and not the actual date the product was added to the record.
If you edited a yesterday record today, and added a controlled product, it will be displayed in the report with yesterday date.
📌 You can drag and drop the column around to change their order.
📌 You can change the width of the columns by hovering over their right side.
How staff is attributed
The Staff column depends on the movement type:
Administration: the provider on the product's line item in the record. This defaults to the primary team member on the SOAP.
Stock adjustment: the team member who made the adjustment.
Reception: the team member who created the purchase order or reception note. This isn't necessarily the person who marked the stock as received.
To show the veterinary technician who administered a drug, change the provider on that line item in the Plan section of the SOAP. If the drug is nested under a service, the service has one provider for all of its items, and that name shows for every drug in it.
Important: Changing the provider on a line item also moves any commission for that item to the new provider.
Edits and corrections
The report shows each movement as it currently stands.
If you edit the quantity of a controlled product on a saved record or counter sale, the original row on the report is updated.
No separate correction row is added, so the report doesn't show the previous quantity.
See who changed a record
To see who changed a controlled product on a patient's record, and when, open the record and use Record History. Filter by Section: Medications or Services & Products.
Note: Record History can't be exported or printed, and it doesn't capture a reason for a change. If you need a copy for an inspection, take a screenshot of the history log.
Reasons for stock adjustments
The Reason column shows the reason entered for a stock adjustment. A reason is optional, both for manual stock adjustments and for bulk updates with Update Stock. If it's left blank on a bulk import, Digitail adds "inventory update of stocks".
Tip: Always add a reason when you adjust a controlled substance, so every change on the report is explained.
Export
You can easily export the report to a CSV file.
Frequently Asked Questions (FAQs)
Why does the report show the vet instead of the veterinary technician who gave the drug?
For administrations, the report shows the provider on the line item, which defaults to the primary team member on the SOAP. Change the provider on that line item in the Plan section to show the technician.
Why is received stock attributed to someone who didn't receive it?
Reception rows show the team member who created the purchase order or reception note, not the person who marked the stock as received.
Can I see the original quantity after a controlled product is edited?
Not on this report, because edits update the original row. For changes made on a patient's record, Record History shows who made the change, when, and the old and new values.
Why does a controlled product show on an earlier date than it was added?
For administered products, the report uses the date of the visit (SOAP record date), not the date the product was added. A product added today to yesterday's record shows with yesterday's date.