Medicines Record and medicine purchase history

Choose the record you need

Open Operations → Reports → Browse all reports. Medicines Record brings together medicine receipts, recorded treatments and vaccinations, disposals, and other health-stock movements for a chosen period. Use it when you need to follow what came into the farm, what was administered to an animal, and what happened to remaining stock. Medicine purchase history starts with a received batch and shows its supplier, cost, balance and full movement trail. Neither report creates a treatment or changes stock. For the actual recording steps, use treatment, vaccination and inventory receiving.

Medicines Record: choose the period

From and To are inclusive farm-local dates. The page initially attempts to run from the same calendar date one year before today through today. On 29 February, the current browser calculation constructs 29 February in the previous non-leap year; this is not a valid date and the report can fail until you choose a valid From date such as 28 February or 1 March. From cannot otherwise be later than To. Changing either date loads the sections again. They have different date meanings: Purchases uses the batch receipt date, Administrations uses the treatment or vaccination date, and sections 3–4 use the stock transaction date. A batch received before From can therefore have an administration or disposal in the selected period without appearing in Purchases. A selected-period receipt can have later movements that do not appear in this period’s movement sections.

The page reads four independent sources. Wait for all of them to finish before printing or exporting; a section error tells you to reload and is not evidence that no record exists. A blank section has its own No … in this period message. Expired stock does not enter the disposal section just because its expiry date passed: a disposal or write-off must be recorded. The page includes depleted batches in Purchases, unlike the purchase-history page’s default.

1. Purchases

Each row represents a received health-stock batch. Received is the receipt date; Product, Batch, Expiry and Supplier identify the purchased medicine. Quantity is the quantity received in the product’s unit, not the current balance. Cost is the recorded purchase cost; a dash means no cost is available. Check the package and supplier paperwork if an identifier is missing. The current Purchases source also loads each batch’s complete movement trail even though this section does not display it, so a long period with heavily used batches can take more work than the visible receipt rows suggest. Narrow the period if this section is slow.

2. Administrations — treatments and vaccinations

The Animal link opens that animal’s record. Date is the treatment or vaccination date. Medicine and Dose come from the clinical record. A treatment can have several medicine lines. If one line used several physical stock lots, it appears on several rows so each lot remains traceable; the requested and unallocated totals are shown only once for that line, not multiplied by the number of lots.

Column	How to read it
Batch and Expiry	A physical stock allocation supplies the batch/lot and expiry when available. Without stock evidence, a batch entered on the clinical record is marked (recorded) and has no proven inventory-lot expiry. A dash means it was not supplied.
Requested	Amount requested from stock when a stock request exists. It is not necessarily the amount administered.
Effective qty	Quantity effective after a treatment correction. A cancelled treatment retains its recorded quantity as historical evidence, but shows zero effective quantity when the stock use was reversed. A vaccination recorded without stock allocation can show the administered millilitres here; it does not acquire a stock request merely because a dose was given.
Unallocated	Requested stock that was not allocated to a batch. A dash means no stock allocation figure, not proof that stock was available.
Reason, Status, Correction, By	Clinical reason, treatment status, any replacement/cancellation link, and the recorded performer. Correction can show a short treatment reference; hover for the full identifier. Vaccination rows use Vaccination as the reason and do not show a treatment correction.
Milk clear, Meat clear	Recorded withdrawal end dates when present. A dash is not evidence that milk or meat is safe to release. Check the animal’s live withdrawal status and required clearance before dispatch.

The table keeps a cancelled or replaced treatment for traceability. It shows its replacement relationship rather than silently erasing the earlier entry. If an administration has no linked physical stock allocation, the clinical fact can still appear, but its batch and stock figures cannot be inferred from the stock ledger. Compare the animal record and physical product when preparing evidence for an inspection.

3. Disposals and write-offs

This section uses recorded Disposal and WriteOff stock transactions. Date, Product, Batch, Type and Quantity identify what left stock. Method / recipient / reference displays available disposal details or notes, and By identifies the recorded performer. Its empty message explicitly reminds you that an expired batch awaiting disposal is still on hand; expiry alone does not create a disposal transaction.

4. Other stock movements

This section catches health-stock movements not already shown as a receipt, clinical administration, disposal or write-off: for example direct manual use, adjustment, stock take, transfer and other movement types. The columns show Date, Product, Batch, Movement (transaction type and reference type where available), Quantity, Reason and By. Quantity currently uses the inventory ledger’s internal sign: a positive number means stock moved out and a negative number means stock moved in. This is the opposite of the farmer-facing +/− presentation in Medicine purchase history, so read the Movement type together with the number. Use it to investigate why a batch balance differs from receipts less administered/disposed amounts. It is visible on the page and in the Print layout.

Print, export and large periods

Print prints the rendered register; Export CSV downloads the selected period’s records. Both stay disabled until all four sources load. Each source is fetched at up to 100 rows per request and at most 20 pages. If a source has more than 2,000 rows, a warning appears and both actions are disabled. Narrow the date window and produce consecutive parts rather than presenting a partial register as complete. In a read-only support session, printing and export are unavailable.

Current CSV limitation: the CSV currently contains Purchases, Administrations and Disposals, but omits section 4 Other stock movements, even though that section appears on the page and in Print. Do not use that CSV alone as a complete stock-movement reconciliation. Open section 4 or use Print while this gap remains. The CSV also includes clinical correction and clearance details in an Extra column; a recorded batch without physical allocation is not the same as a verified stock batch.

Medicine purchase history: filter batches

This page is a batch trail for Health stock, not a list of every purchase order. Received from and Received to optionally limit the batch receipt date; blank means no boundary. The end date includes its whole farm-local day. The date controls prevent To from preceding From. Include depleted batches is off initially, so batches stored as depleted are hidden until you tick it. Turn it on when auditing an old purchase that has been fully used. The displayed status can also reflect current effective availability, such as expiry.

The page shows 20 batches at a time. Use pagination for earlier receipts. Batches, Total purchased and On-hand value summarize the entire filtered set, not only the current 20 cards, but the summary cards appear only when the current page contains rows. Total purchased is received quantity × recorded unit cost; on-hand value is current on-hand quantity × that cost. Missing unit cost contributes zero to these totals; do not mistake zero for a verified free purchase. These are stock-cost figures, not milk income or treatment cost.

Each batch card shows the product, Antibiotic and Rx labels if catalogued, batch number or No batch #, supplier when recorded, receipt date, expiry, current status, on hand / received quantity and unit cost. Choose the card to expand it. Used, Disposed, Adjusted out and Adjusted in summarize stock movements; Disposed includes disposal, write-off and recorded expiry transactions. Purchase cost and active ingredient appear when available. In Movement trail, the first Receipt is synthesized from the batch arrival, then recorded transactions follow in date order. The table shows Date, Movement, signed Qty, Reason / ref and By. Here the page translates the ledger convention: a displayed − quantity means stock went out; displayed + means it came in or was returned. A treatment reversal can reduce effective Used while its original and compensating movements remain visible in the trail.

The receipt-date filter selects batches; it does not cut each selected batch’s movement trail to the same dates. A batch received in the chosen window may show uses and disposals outside it. For a selected-period movement register, use Medicines Record and compare its four sections. For current animal-specific medication and withdrawal decisions, open the animal’s clinical record and withdrawal follow-up.