Recording movements

Movements land in the register two ways:

1. Automatically from billing and consults. Bill or administer a controlled drug and Wattle drops a pending entry into the register for a vet to sign off. Nothing special to do.
2. By hand, with Add entry - for stock you've received, or anything billing didn't capture.

Either way the entry waits in Pending sign-off until a vet finalises it.

Common tasks

Wastage rides on the charge

When you add a controlled-drug charge, the billing window shows a Wastage box next to the quantity - the bit you drew up but didn't give (syringe hub, dead space, part-ampoule discard). For injectables it's pre-filled with your clinic's default and you can change it per charge.

The register entry then records given + wasted leaving the safe as one movement, with the reason filled in automatically, so the balance stays honest without a second entry. The client is only ever charged for the given amount.

Add an entry by hand

1. Register tab → Add entry (top right).
2. Choose the Drug from the searchable list.
3. Choose the Type:

4. Enter the Quantity - the box shows the unit.
5. Fill in what the law wants for that movement. The right boxes appear on their own:
   • Receipt → the Supplier (required) and the Supply reference - the invoice or delivery-docket number that came with the stock.
   • Supply / Administration → the Patient (searchable; picking one fills in the Species). Optional, but worth doing.
   • Transfer out → Transferred to (required) and a Reference - return authority or docket number.
   • Return to stock → optionally the patient it was drawn up for.
6. Check Occurred at. It starts at right now, which is usually correct. Catching up on something from earlier? Set it to when the movement actually happened - the register is meant to reflect the real time, not the typing time.
7. Pick the Safe if your clinic runs more than one.
8. Add entry.

It's confirmed as awaiting vet sign-off, and those details are shown to the vet in their confirmation - so record them right and the vet just checks.

Which type do I pick?

• New stock from the wholesaler → Receipt.
• Stock from another practice → Receipt, with that practice as the supplier.
• Drew up more than you used and put the rest back (common with Lethabarb and some opioids) → Return to stock.
• Sending stock away or returning it to the supplier → Transfer out.
• Discarding a small drawn-up amount → Wastage. Whole bottles or expired stock → Destruction, which takes a witness.

Fixing a pending entry before sign-off

Pending entries are the draft layer - until a vet signs one off it can be freely edited or discarded. Spotted a typo'd quantity or a double-up? Fix it here rather than leaving it for the vet to untangle.

• Edit - the pencil on the row. Change quantities (including wastage), when it happened, or the note. It stays in the queue corrected.
• Discard - the bin. Type a reason ("Duplicate - captured twice") and confirm. It's removed and never touches the balance.

Every edit and discard is recorded in the audit log - the draft layer is flexible, not invisible.

Removing the charge discards its pending entry for you, with the reason filled in - whether you take the single line off the bill or void the whole invoice. That automatic discard is written to the audit log the same as one you do by hand.

If the entry has already been signed off, Wattle asks you one question before anything happens: was the drug given? It shows you the entry, the amount and its unit, and who signed it. Neither answer is "take it off and say nothing".

You get the same question whether you're deleting the charge off an open visit or voiding it on a visit you've already finished.

• It was not given. The register is wrong, so Wattle writes a correction returning the drug to its page and removes the charge, both together. You type the reason once. If either half fails, neither happens.
• It was given, you're just not charging for it. The charge is not removed. Its price goes to $0.00 and it stays on the visit, because that charge is the only thing linking the drug that left your safe to the animal it went into.

Only a vet can write in the register. If you're not one, you can still take the charge off the bill, and Wattle tells you plainly that the entry will keep showing the drug as given until a vet corrects it. That's recorded in the audit log.

Once an entry is finalised it can't be edited or discarded. That's the whole point. After sign-off, mistakes are fixed with a correction.

Gotchas

• Charges and the register stay in step by themselves. Change the quantity on a controlled-drug charge and its pending entry is updated with it; take the charge off and a pending entry is discarded with it. If the entry has already been signed off, deleting or voiding the charge asks you the question above first, and writes the correction in the same breath. Nothing is ever left half-done: the charge and the register move together or not at all.
• A zero register balance never blocks billing. You can always charge. But the pending entry can't be finalised until a receipt or opening balance is recorded for that drug, and the notification bell reminds you. Record the missing stock and sign-off proceeds as normal.
• A charge that slipped past the register gets caught by an amber banner on the Register tab - "3 controlled-drug charges are not in the register". It lists each one with drug, quantity and date. Work through them with Add entry and the banner clears itself. This usually means an old charge from before tracking was switched on.
• You can't save an entry without a drug and a quantity above zero - and on a receipt or transfer out, the Supplier / Transferred to name, which is required. The button stays inactive until then.
• The patient you want isn't listed? They need a patient record first. Save the entry anyway and add them later with the pencil, or just type the species by hand.

Next

Signing off · Stock checks · Destruction, loss & damage