Narcotics Reg.
Narcotics Register is a manual receipt/issue ledger for Schedule H1, X and other controlled substances, required for regulatory compliance. Every entry — a stock receipt from a supplier or an issue against a patient prescription — automatically computes and stores a running balance for that drug and schedule class.
Overview
Every entry is one of two types: RECEIPT (stock coming in from a supplier) or ISSUE (drug dispensed to a patient); the form shows different fields for each.
The running Balance is calculated at save time from the most recent prior entry for the same Drug Name and Schedule together — RECEIPT adds the quantity, ISSUE subtracts it — and is stored on the entry, not recalculated on the fly when you view the register later.
This register is independent of Prescriptions — narcotics entries are not automatically created when a prescription is dispensed at billing; each entry must be logged here manually.
Before You Start
- You must have the Billing feature enabled on your plan.
Step-by-Step Guide
1 Log a stock receipt
- Open Pharmacy → Narcotics Reg. and click "+ New Entry".
- Keep the RECEIPT tab selected, choose the Schedule (H1 / X / H) and enter Drug Name and Quantity (with unit) — both required.
- Fill in Supplier Name and Invoice No. under "Supplier (Receipt)", add a Batch Number and Remarks if relevant, then click "Record Entry".
2 Log an issue to a patient
- Click "+ New Entry" and switch to the ISSUE tab.
- Enter Drug Name and Quantity, then fill in Patient Name, Prescription No., Doctor Name and Doctor Reg. No. under "Patient & Doctor (Issue)".
- Click "Record Entry" — the balance for that drug/schedule is reduced by the quantity issued.
3 Review and filter the register
- Use the search box to filter by drug name, patient name, doctor name or batch number.
- Use the schedule chips (All / H1 / X / H) and the two date pickers to narrow the register to a specific class or date range.
- Each row shows the entry's type (green RECEIPT / red ISSUE badge), quantity with a +/− sign, and the resulting running Balance in that drug's unit.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Date | Defaults to today; can be backdated for a receipt/issue that happened earlier. |
Schedule | H1, X or H — the controlled-substance schedule class this drug falls under. Balance is tracked separately per drug name + schedule combination. |
Drug Name / Batch Number | Drug Name is required and used both for display and for matching prior entries when computing the running balance; Batch Number is optional free text. |
Type | RECEIPT (adds to balance) or ISSUE (subtracts from balance) — chosen via the tab at the top of the New Entry form. |
Quantity / Unit | Quantity is required; Unit defaults to "tablets" but can be changed to any free-text unit (e.g. ml, vials). |
Patient Name / Prescription No. / Doctor Name / Doctor Reg. No. | Only shown and relevant for ISSUE entries. |
Supplier Name / Invoice No. | Only shown and relevant for RECEIPT entries. |
Balance | Computed once at save time from the previous entry for the same drug + schedule (0 if there is none yet) and stored on the entry — it is not a live/recalculated total. |
Tips & Best Practices
- Log entries in chronological order where possible — because the balance is computed from the most recent prior entry at save time, entering an old backdated entry after later ones will not retroactively correct balances already recorded on those later entries.
- Use consistent Drug Name spelling for the same medicine every time — the running balance is matched by exact drug name plus schedule, so "Codeine Phosphate" and "Codeine Phosphate 15mg" are tracked as two separate balances.
- This register is entirely separate from Prescriptions dispensing — remember to add an ISSUE entry here yourself whenever a controlled substance is dispensed against a prescription at billing.