Pharmacy Inventory Regulations

by Miranda Morley
The DEA requires pharmacies to keep track of the number of pills in each vial.


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Most business owners keep inventories of products, supplies and merchandise so they can ensure they have enough materials to complete their projects and monitor against theft and other forms of loss. In the pharmacy industry, however, inventories are closely regulated by the Drug Enforcement Administration, which monitors inventories to ensure pharmacies keep track of controlled substances.

Sources of Regulations

The Controlled Substances Act, Title 21 of the United States Code and the Drug Enforcement Administration have all issued regulations that affect pharmacies. All regulations have been synthesized in the Pharmacist's Manual, which is available on the Drug Enforcement Administration website. Some pharmacy owners also design inventory regulations that go above and beyond the government's regulations to ensure their pharmacies are always in compliance.

Basic Inventory Requirements

According to the DEA, a pharmacy's inventory must be "complete and accurate." Pharmacies must physically count all schedule II controlled substances in their possession and estimate the number of schedule III, IV, and V controlled substances they keep. The administration also requires that pharmacies physically count the number of pills in a container that holds 1,000 pills or more. Pharmacies must keep their inventories at their physical locations for two years and must separate inventories of schedule II substances from other inventories.

Inventory Record Requirements

Pharmacy inventories must include specific information in order to be compliant with government rules and regulations. Pharmacy employees must record the date and time (beginning or end of business day) when the inventory was taken. They must also note the name of the substances inventoried and the forms of those substances, such as 100 milligram capsules. Finally, pharmacy employees must note the number of containers for each controlled substance, such as 30 50-tablet vials, and an actual or estimated count of the contents of each container.

Inventory Record Recommendations

In addition to the required information, the DEA recommends that each inventory record feature the name, address and DEA number for the pharmacy taking the inventory. The agency also suggests that the person who completed the inventory sign the report. While pharmacies do not need to include this information to remain legally compliant, many pharmacy owners require it. Including the information reduces mistakes and makes correcting errors easier.


According to the DEA, pharmacies must conduct an initial inventory of their controlled substances when they open and every two years after. The pharmacy does not have to conduct inventory at a specific date or time as long as the pharmacy meets two-year deadline. However, if a pharmacy begins supplying a new controlled substance, the pharmacy must inventory that substance as soon as it is offered.

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