Export controlled-substance data from your pharmacy system
A reconciliation needs three things: what you bought, what you dispensed, and what you destroyed, over the window between two counts. Every one of them already exists in software you pay for. These are the reports, named, and the CSV shape they need to be in.
Free, no account, and useful whether or not you ever use NarcCount — the templates are plain CSV and any spreadsheet opens them.
The three CSV templates
Each one is a header row and two worked example rows. The DINs in them are real Canadian narcotics, checked against Health Canada’s Drug Product Database, so you can see exactly what a valid row looks like before you touch your own data.
Destructions
What left inventory without being dispensed — witnessed destructions and returns.
Download CSV| Column | Required | Notes |
|---|---|---|
| date | Yes | YYYY-MM-DD, or a form like “Aug 4, 2026”. |
| din | Yes | The eight-digit Health Canada DIN. Leading zeros are restored for you. |
| quantity | Yes | Units. Decimals are fine — methadone 12.5 is a valid row. |
| drug | Optional | Only used to name a DIN we have not seen before. |
| invoice | Optional | The wholesaler invoice, so a variance can be traced back to a delivery. |
The last column differs by record type — invoice on purchases, rx on dispensing, method on destructions. Column names are matched case-insensitively, and common alternatives your system may emit (qty, fill date, rx #…) are recognised too, so an export that already has the right data usually uploads without editing the header at all.
Where the report lives, by system
Every guide is the click path, written out. Nothing on this page is behind a login.
Dispensing software — what went out
Rx → Rx for Drug/Doctor Groups, filtered to schedules N, G and T.
Pull a dispensing CSV for your controlled substances out of Kroll and import it into NarcCount.
The Reports module → a narcotic and controlled drug dispensing report.
Run a controlled-drug dispensing report in PharmaClik Rx and import it.
Reports → Prescription (Rx) reports, filtered by drug schedule.
Produce a controlled-substance dispensing report in Fillware and import it into NarcCount.
The Reports menu → a dispensing or narcotic report with a schedule filter.
Export a controlled-substance dispensing list from WinRx and import it into NarcCount.
Wholesalers — what came in
Finance → Reporting → the Narcotics and Controlled Substances report.
Download the Narcotics & Controlled Substances purchase report from McKesson and import it.
Account Management → Purchase History Report → Narcotics.
Download a Kohl & Frisch purchase history report, convert it to CSV, and import it.
Reports → a purchase or invoice history report over the count window.
Pull a narcotics & controlled purchase history from Imperial Distributors and import it.
Destructions rarely come out of a system at all — most pharmacies keep them in a binder or a spreadsheet. Preparing a destruction record for import covers turning that log into the third CSV.
Getting the data out is the easy half
The slow part is the arithmetic: last count, plus purchased, minus dispensed, minus destroyed, per drug, over the right window. NarcCount does that from these three files and flags every variance. See it worked end to end on one drug, or price what a manual count costs you.