Records & admin · Records
Do a controlled drug count
In Vivetra: Records › Physical Counts
On this page
A physical count checks what's actually on the shelf against what the dispensing log says should be there. Every count is witnessed by a second person, and Vivetra tells you straight away whether it reconciles.
Recording counts needs controlled-count permission, which veterinarians and practice managers have.
Record a count
Count the drug with your witness first, then:
- Select Records › Physical Counts in the menu.
- Under Record a physical count, choose the Stocked controlled substance.
- Choose the Count type: Shift (AAHA best practice), Spot, or the biennial count.
- Enter what you counted in Counted quantity (physical), in the drug's unit.
- Choose the Witness — two-person sign-off, required (any authorized team member).
- Have the witness type their own password in Witness password — the witness types their own password to co-sign.
- Check the Count date, add notes if needed, and select Record count & reconcile.
The witness must be a different person from whoever did the count.
Read the result
Count recorded — reconciliation result shows what you counted, what was Expected (from the running ledger) and the variance between them.
| You see | Means |
|---|---|
| Count reconciles — zero variance. | The shelf matches the log. Nothing else to do. |
| DISCREPANCY DETECTED — NON-ZERO VARIANCE. | The shelf and the log disagree. Investigate before you do anything else. |
If the discrepancy turns out to be a real loss, select Report this as theft/loss on the ledger →. It opens a theft/loss entry in the dispensing log, filled in with the missing amount; nothing is saved until you submit it there (see Log a controlled drug event › Theft or loss).
See past counts
Under Count history, choose the drug in View history for item. Every count for it is listed, newest first, with who counted and who witnessed.