Medicinal cannabis products are Schedule 8 controlled medicines in Australia, and a supplier owes a record of every unit received, supplied and on hand. The detail of that record is set by each state’s poisons regulation and differs between states. This page lists the questions the record has to be able to answer when an inspector asks, in plain English, and how a supply desk on Cultivar answers each one. It is a checklist, not legal advice; confirm the form your state requires with your regulator.
For every unit that came in: the date, who supplied it, the product and form, the batch number, the quantity, and the document it arrived under.
On CultivarCultivar records a receipt when a release is taken into stock, with the grower’s batch, laboratory report and expiry attached.
For every unit that went out: the date, who it went to, the authority under which they may receive it, the product and batch, and the quantity.
On CultivarEvery supply is an order line carrying the pharmacy, its approval details, the pathway, the batch and the units.
What is on hand now, per product and per batch, and that it reconciles with receipts less supplies.
On CultivarThe batch ledger shows in, out and balance after every movement; the balance for any batch is a query.
Any difference between the book and the count, when it was found, how it was investigated and how it was resolved.
On CultivarA reconciliation against a pharmacy’s own ledger is on the same record; a variance is recorded as an entry, not an edit.
Units returned to you, units destroyed, and the witness or authority for the destruction, as your state requires.
On CultivarRecorded as movements against the batch with the reason and the person. The destruction process itself follows your state’s rules.
The person responsible for each entry, and that entries are not altered after the fact.
On CultivarEvery change is stamped with who made it and when. Nothing is deleted in place.
That each recipient was entitled to receive a Schedule 8 medicine at the time of supply.
On CultivarPharmacy approval, pharmacist in charge and state licence are recorded at sign-up and checked for expiry on every order; supply against an expired detail is blocked.
Who held title to the goods at each point, and who the sponsor is under the access pathway.
On CultivarThe record shows the supplier holding title until supply and the moment it passes.
For any unit, which batch it came from and which laboratory report applies, so a recall can be run by batch.
On CultivarThe batch number and laboratory report travel with every unit to every pharmacy supplied from it.
That the supplies reported to the Therapeutic Goods Administration for the period match the record.
On CultivarThe report is compiled from the same supply lines, exported for review and sign-off, and kept with who reviewed it.
That the record is kept for the period your state requires and can be produced on request.
On CultivarYour ledger, orders and reports can be exported at any time as plain files; retention terms are confirmed in writing before you go live.
Where a state requires a register in a specific form, Cultivar does not replace it; it gives you the export to fill it. Which checks your state requires before a first supply, and the retention period that applies, are confirmed for your organisation before you go live.
Bring one batch you shipped and the report you filed afterwards, and we show what the record would hold.