VetSnap

Regular Physical Count

A Regular Physical Inventory Count can be performed by any authorized staff member at your hospital. This count can be completed on a schedule that suits your hospital's needs, such as monthly, quarterly, etc.

• Verify Inventory Counts:

  • After physically counting your inventory, confirm that the Total Quantity of On-Hand Containers in LogButler matches your physical count

• Check for Discrepancies:

  • If there is a difference, review the Recently Closed Containers With Balance section to see if any finished containers still have a non-zero balance
  • If so, note the container numbers and navigate to Manage Containers to zero out those finished containers before proceeding

• Adjust Open Container Discrepancies (if needed):

  • If a discrepancy exists with an open container, go to Manage Inventory and make an adjustment within that container. (Before making an adjustment we recommend to confirm the logs for that container are correct and also it is recommended to clear your reconcile tab.)

• Finalize the Count:

  • Enter the concentration form (e.g., 10mg/ml)
  • Optionally, add a comment (not required)
  • Sign the entry and select Save
    • Note a secondary signature is optional for a regular physical count and would be based on your location protocols if it is required

• Access the Report:

  • The Physical Count Report will be available under Reporting for review

Biennial Physical Count

A Biennial Physical Inventory Count has stricter requirements and must be conducted by a DEA-registered DVM with a secondary staff witness. This count must be performed either at the Beginning of the Day or End of the Day—any other time may affect balance accuracy.

• Verify Inventory Counts:

  • After physically counting your inventory, confirm that the Total Quantity of On-Hand Containers in LogButler matches your physical count

• Check for Discrepancies:

  • If there is a difference, review the Recently Closed Containers With Balance section to see if any finished containers still have a non-zero balance
  • If so, note the container numbers and navigate to Manage Containers to zero out those finished containers before proceeding

• Adjust Open Container Discrepancies (if needed):

  • If a discrepancy exists with an open container, go to Manage Inventory and make an adjustment within that container. (Before making an adjustment we recommend to confirm the logs for that container are correct and also it is recommended to clear your reconcile tab.)

• Finalize the Count:

  • Enter the concentration form (e.g., 10mg/ml)
  • Optionally, add a comment (not required)

  • Signature Requirements:

    • Only signatures with DEA information attached will be available in the signature dropdown
    • If the DEA-registered Provider's signature is missing the required information, it can be updated by going to Signatures under Settings, clicking on their name to open, and update as needed
    • Select Save to complete the count
      • If your state does not require a DEA registrant to sign the biennial count this setting can be turned off by going to Signatures under Settings and toggle the Require Primary Registrant Signature For Biennial Count off

• Access the Report:

  • The Physical Count Report will be available under Reporting

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