Regulated stock register
Retail Extensions · App · checked 2026-10-24
Regulated stock register keeps the legal books your market asks you to keep for certain stock. It is coming and is not in the App library yet. This page says what it will do, which markets ask for it and what it waits on. It is part of Pharmacy on iVendNext.
What it does
A retailer that sells regulated stock keeps a legal register, and an inspector can ask for it at any time. A pharmacy keeps poisons and controlled-drug books. A liquor or tobacco seller keeps a register, and so does a duty-free store. Most retailers keep it on paper today.
This app will keep it for you. It is one app for any regulated stock. Each market's books are data: which book, which items, which movements, which columns and which printed layout. A second market, or a second trade, is a new data file and needs no new code.
Each line is written in the same save as the sale or the receipt. It gets the next number with no gap. Where a book has a running balance, two tills cannot break it. A line is never edited. A mistake is corrected the way the market's law asks: a struck line, a reversing line, a dated note or a signed amendment.
The app prints each book in a starting layout for your market. A starting layout is not certified for the country. It is read from the instruments the data names, and each print says so. Your partner certifies it for your market, changes it, or adds a market.
The person responsible for the register gets the approver role. That is a pharmacist in charge or a licensee. At the counter, the cashier fills the sale's details for a regulated sale, such as occupation and purpose. These details are never required, so no other till is stopped. The check before payment in Pharmacy counter rules refuses an incomplete controlled sale.
Which stock goes in which book comes from the drug schedules you keep in Pharmacy counter rules. The class names in the first data sets are working names. Your partner renames them to your own.
Which markets ask for it
Eight markets have a first data set: Kenya, Jordan, Nigeria, the UAE (Abu Dhabi), Saudi Arabia, Egypt, Ghana and Mexico. What the record may be, a book or software, differs by market. The last column shows what each data set prints for. Your market's own rule may differ, so read What your market asks of a pharmacy too.
| Market | Its books | What the data set prints for |
|---|---|---|
| Kenya | The Poisons Book (Form 16), the Prescription Book and the NPP Ledger Book | The two poisons books are kept as printed books. Electronic records are cited for the NPP ledger only. |
| Jordan | Form 9 for narcotics and psychotropics, and Form 8 for Schedule 10 preparations | The book received from JFDA, or a system JFDA approves |
| Nigeria | Part A (obtained) and Part B (sold or supplied) for six of the classes in regulation 18(1)(b), and one book for the drugs Part III covers by Order: 14 books. Codeine and dionin have none for a retailer | Signed printed pages. The law does not say |
| UAE, Abu Dhabi | PH 20 for narcotics, and PH 17 for psychotropic and semi-controlled medicine | DOH's own book |
| Saudi Arabia | One register for each drug, with 17 columns | Signed printed pages, until SFDA verifies a system |
| Egypt | The received and dispensed book | The authority's numbered, sealed book |
| Ghana | The Dangerous Drugs Record | Signed printed pages |
| Mexico | A control book (libro de control) for each of the first three groups in Article 226 of the health law | The authorized folio book, or an authorized system |
Kenya's three books
The app sends each movement to the book Kenya's law names. The NPP Ledger Book is Kenya's ledger for controlled drugs.
| Book | What it takes | Which lines enter it |
|---|---|---|
| Poisons Book | Part I poisons | A sale with no prescription |
| Prescription Book | The same poisons | A sale on a prescription |
| NPP Ledger Book | Controlled drugs | Every receipt and every issue |
A prescription supply of pethidine enters the Prescription Book and the NPP ledger. A counter sale of a Part I poison enters the Poisons Book only. A transfer, an issue or a loss of a poison enters no sales book. The NPP ledger has a page for each drug, with a running balance.
Returns to the regulator
Some markets ask for a return to the regulator at the end of a period. Abu Dhabi asks for PH 17 monthly and PH 20 every quarter. Saudi Arabia asks for its register every six months. Egypt asks for its book every six months, in the first fifteen days of January and July. The app sets each period and reminds you seven days before the return is due. Abu Dhabi and Saudi Arabia name no due day, so the reminder falls on the last day of the period. Sending the return is still your task.
What it waits on
A book is a legal record. Its line must be written in the same save as the sale or the receipt. An app cannot do that alone, so iVendNext POS needs a general part for it, called the register door. The door is not in iVendNext POS yet.
The app arrives with the next iVendNext POS update that carries the door. Until then, keep your books as you do today. No book is written or printed before then. This page gives no date.
Limits
- Your partner certifies each layout. Until then, each print says it is a starting layout.
- A print reads at most 10,000 lines. A book printed with a page for each drug shows at most 2,000 drugs. Print a shorter range for more.
- A correction struck through on a print is matched within the printed range. A correction of an entry in an earlier range shows as a correction line only.
- A signed-in person prints the book. A background print or an e-mail cannot read it, so the print says so and shows no empty book.
- Put the strength and the dosage form in the item's name. The NPP ledger's header and a page for each drug show the drug by its item name. Jordan and Saudi Arabia ask for both in the page header. Nigeria's column "Form in which obtained" prints the item's stock unit, so name the unit by its form.
- Dates print as the record keeps them, for example 2026-10-20. The print's own words are in English: the number column, the notes and the footer. A column label is in its market's language.
- A book prints from left to right, with one header row. Jordan, Saudi Arabia and Egypt use right-to-left forms, so their columns print in the form's order, from left to right.
- A book printed into the authority's own book does not follow that book's page and line numbers yet. This covers Jordan, Abu Dhabi, Egypt and Mexico. Print it on paper and copy it, or keep the register in an approved system where the law allows one.
- Some columns print empty for you to write in. These are the patient's age in Saudi Arabia and Egypt, the medical file in Saudi Arabia and the prescriptions book entry number in Egypt.
- Saudi Arabia's ID number and Abu Dhabi's patient identifier come from the buyer's patient record. When a carer buys, or the sale names a walk-in customer, the column has the carer's ID or nothing. Sell a controlled medicine to the patient's own customer record.
- A return prints in the same books as its original sale, as a movement of its own. A loss, a disposal or an issue prints with its prescription and patient cells empty. Mark such an entry by hand for now.
- Mexico's prescription date and Jordan's special-prescription date come from Pharmacy counter rules. A sale made before that app recorded the date prints it empty. The till's date is typed text, so a date that is not in the form 2026-10-19 prints empty or shows a wrong day.
- Nigeria's "ingredients of the prescription" is a Desk field, so a counter sale prints it empty.
- On the ERP's stock-entry path no supplier is carried, so the NPP ledger's Received from prints empty there.
- A sale takes one prescription. If a basket has a poison on prescription and another poison sold without one, both would enter the Prescription Book. Pharmacy counter rules refuses such a line when you tick "Sold in a sale of its own when not on the prescription" on the Part I poison schedule. The cashier then sells the other poison in a sale of its own.
- Form 16 asks for the purchaser's signature at the sale. The app does not print a slip for it yet. Have the purchaser sign the paper book, or a slip, at the counter.
- Some books the law names are not in these data sets: Saudi Arabia's prescriptions register, Egypt's prescriptions book, Abu Dhabi's PH 18 for wards, Ghana's book for a Class B supplier, and Mexico's raw materials and magistral book. Jordan's Form 7, the daily prescriptions register, is a print from Pharmacy counter rules, not a book here.
- Dubai is not in the UAE data set, because its register's columns were not read. Cameroon and Rwanda are not researched.