Run Controlled Substance Perpetual Inventory and Monthly Reconciliation — Free

Inspection Scope and Inventory Period

Inspection date and reconciliation period documented critical (required)

Record the date/time of the inspection and the inventory period covered by this reconciliation.

Note (optional)

Controlled substance inventory set identified critical (required)

Select the Schedule II controlled substances included in this perpetual inventory review.

Note (optional)

Reference to perpetual inventory log available critical (required)

Confirm the current perpetual inventory record is available for review and matches the reconciliation period.

Yes No N/A

Inspector and witness names recorded

Enter the inspector name and any required witness or second verifier name.

Perpetual Inventory Record Review

All Schedule II transactions posted without unexplained gaps critical (required)

Verify receipts, dispensing, returns, wastage, transfers, and adjustments are posted in sequence with no unexplained gaps in the record.

Yes No N/A

Receipts documented with date, quantity, and source critical (required)

Confirm incoming Schedule II receipts are documented with date received, quantity received, and supplier or transfer source.

Yes No N/A

Dispensing and administration reductions documented critical (required)

Verify reductions to inventory are documented with the transaction date, quantity removed, and supporting record.

Yes No N/A

Adjustments and wastage entries authorized and traceable critical (required)

Confirm any inventory adjustments, wastage, or reversals include authorization and a traceable explanation.

Yes No N/A

Running balance updated after each transaction critical (required)

Verify the perpetual inventory running balance is updated after each transaction and remains mathematically consistent.

Yes No N/A

Physical Count Reconciliation

Physical count performed for each selected item critical (required)

Confirm a physical count was completed for each selected Schedule II item in the reconciliation set.

Yes No N/A

Book-to-physical variance recorded critical (required)

Enter the variance quantity between the perpetual inventory balance and the physical count.

Note (optional)

Variance is within acceptable tolerance critical (required)

Confirm the variance is zero or within the organization's approved tolerance threshold.

Yes No N/A

Count performed by authorized personnel critical (required)

Verify the physical count was completed by authorized personnel and, where required, independently verified.

Yes No N/A

Count location secured during reconciliation critical (required)

Confirm the storage area remained secured during the count and access was limited to authorized staff.

Yes No N/A

Storage Security and Access Control

Controlled substances stored in locked, access-restricted area critical (required)

Verify Schedule II stock is stored in a locked area with access restricted to authorized personnel only.

Yes No N/A

Access list current and reviewed critical (required)

Confirm the access list for controlled substance storage is current and reviewed for authorized users.

Yes No N/A

Security incidents or tampering signs absent critical (required)

Check for signs of tampering, unauthorized entry, missing seals, or other security incidents.

Yes No N/A

Discrepancy Review and Escalation

Discrepancies investigated and root cause documented critical (required)

Confirm any variance was investigated and a root cause or probable cause was documented.

Yes No N/A

DEA or regulatory reporting initiated when required critical (required)

Verify discrepancies meeting reporting thresholds were escalated to the DEA or applicable regulator per SOP.

Yes No N/A

Corrective action assigned with due date

Document the corrective action owner, action steps, and target completion date.

Closeout and Sign-Off

Inspection findings reviewed with responsible manager

Confirm findings, variances, and corrective actions were reviewed with the responsible manager or pharmacist-in-charge.

Yes No N/A

Inspector signature captured critical (required)

Capture the inspector signature to complete the reconciliation record.

Note (optional)

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Run: Controlled Substance Perpetual Inventory and Monthly Reconciliation

Inspection Scope and Inventory Period

Perpetual Inventory Record Review

Physical Count Reconciliation

Storage Security and Access Control

Discrepancy Review and Escalation

Closeout and Sign-Off

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