Keeping a "sales register" and "controlled-drug reports" is not paperwork for show — it is a legal requirement under the drug law that modern-medicine pharmacies must follow, especially for dangerous and specially controlled drugs. These registers are what officials use to check where the shop sourced its drugs, who it sold them to, and how much remains.
The common problem is keeping these by hand in a ledger, which is easy to miss entries in, hard to search, and out of sync with real stock. This article summarises what these registers are, what the law requires you to record, and how a POS that forces lot and prescriber entry at the point of sale helps build them completely.
What are sales registers and controlled-drug reports?
Under the Drug Act, a modern-medicine pharmacy has a duty to keep records of drug purchases and sales, plus reports in the prescribed forms — collectively the Kor Yor (ข.ย.) forms (such as Kor Yor 9 and others). These registers vary by drug type and the shop’s scope of sale.
In general, the registers cover recording purchases (receipts), sales of dangerous and specially controlled drugs, and the balance on hand. The aim is to be able to trace, after the fact, when each item came in, from whom, how much was sold, and how much remains — which aligns directly with the record-keeping requirements of the GPP standard.
What the law requires you to record
The data required depends on the drug type and report form, but overall a shop should be ready to show the following for drugs in scope of the registers:
- Drug name, form and strength
- Quantity received and the source (supplier/manufacturer)
- Quantity sold and the sale date
- Buyer or patient details, and the prescriber, where required
- Balance on hand — and in many cases the lot number
Why keeping it by hand is risky
Keeping the registers in a ledger separate from real sales causes several problems, because data is recorded in two places and often does not agree. At inspection time, the shop spends a lot of effort searching and reconciling.
- Forgetting to record some lines, leaving the register incomplete at inspection
- Register figures that do not match the shelf
- Slow, difficult searching of historical entries
- Missing prescriber or lot data because nothing forces it to be entered
A POS that forces lot and prescriber entry
The best way to get complete registers is to record correct data at the point of sale, not reconstruct it later. A GPP-oriented POS forces required fields before closing the sale — such as the lot dispensed and the prescriber — so nothing is missed and the data is tied to real stock from the source.
Because CuraLink deducts stock automatically on every sale and ties each unit to its lot and expiry from goods receipt, the data needed for the registers is already captured automatically: quantity in, quantity out, balance and lot. Prescriber and patient details are captured through Prescriptions linked to the sale.
- Force required fields before closing a controlled-drug sale
- Automatic stock deduction tied to lot/expiry
- Capture prescriber and patient via prescriptions linked to the sale
- Keep searchable sales history available any time
Tax reports and the FDA tab for controlled-drug registers
Once data is captured systematically at sale and receipt, producing reports is a matter of pulling it by date range — not collating from a ledger. CuraLink’s tax reports have several tabs, and the FDA tab is built specifically for regulatory registers, covering controlled-drug data, seller, buyer, doctor and hospital.
So the shop can filter by period and branch, then export reports to support the registers and inspections. Having the data in one searchable, exportable system reduces both the time and the risk of the registers being incomplete at inspection.
- Multi-tab tax reports (sales, VAT, payments, receipts, FDA)
- FDA tab for controlled-drug, seller, buyer, doctor and hospital records
- Filter by period and branch, then export to support the registers
- Financial-data access limited to admin/manager roles
Frequently asked questions
Does every pharmacy need to keep registers and Kor Yor reports?
Modern-medicine pharmacies have a duty to keep purchase/sales registers and reports in the prescribed forms, especially for dangerous and specially controlled drugs. The exact forms depend on your licence type and drug types — check with the FDA/provincial office for your shop.
Do I have to record the prescriber too?
Where the law requires it — for example specially controlled drugs — you must record the prescriber and the buyer/patient. A POS that forces entry before closing the sale and links to prescriptions keeps this part complete.
Can a POS really help produce Kor Yor reports?
A POS does not replace the official forms, but it ensures you have the complete data to build the registers: it deducts stock automatically, ties in the lot, forces required fields, and offers tax reports with an FDA tab you can filter by period and export.
Can I switch from handwritten ledgers to a system?
Yes, and it usually reduces risk a lot, because data is recorded once at the point of sale and serves stock deduction, receipts and the registers at the same time — so register figures match real stock and are searchable.
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