Resolving an undercount (counted less than expected)

A shortage means the shelf holds less than the records predict: something left without a record, a record is doubled or dated a day off, or it is a real loss. Work through the checks in order, and remember that investigating does not pause Health Canada's 10-day clock.

First checks

• Recount in units (tablets, mL, patches), ideally with a second person, and write the recount down. A miscount you only assume explains nothing.
• Open the line and read its Detective. It flags, for example, an Rx or a destruction dated just after the count, an invoice entered twice, records that stop days before the count, or a counted figure that looks like packs rather than units.
• Click the Purchased, Dispensed and Destroyed totals to see the records behind them.

What it usually is

• Stock pulled for expiry or a recall that was never entered: record it on Destructions → Add a destruction record, with who destroyed it and who witnessed it.
• Low-dose codeine sold over the counter (Tylenol No. 1, Lenoltec No. 1, 222, Calmylin and similar): those sales go through the till, not your dispensing system. Record them on Dispensing → Record a sale or transfer → Over-the-counter sale.
• Stock supplied to another pharmacy, as a central fill or an emergency supply, or returned to a licensed dealer: record it on Dispensing → Record a sale or transfer.
• One DIN short and its sister DIN over by about the same: filled under the other DIN. Document both lines with one explanation.
• A drug that goes into compliance packs: stock already pulled into packs that are not billed yet. Count the prepared packs with the shelf stock, or note the quantity until it is billed.

If none of these explain it

Treat it as a possible loss or theft. AI triage on the count shows the whole picture; record the outcome on the line, then open the count's loss report, which pre-fills Health Canada's Loss or Theft Report Form for you to check and send. You, the pharmacist, remain responsible for verifying it and filing it within 10 days of discovering the loss.