Reporting → Data Exports

Purpose

Export your controlled substance records in standard formats. CS Logbook produces the file; you decide where it goes.

Important: CS Logbook prepares files. It does NOT submit them anywhere, automatically or otherwise. Treating a download as a submission is the most consequential mistake on this page.

CS Logbook does not interpret state rules for you. Reporting obligations vary a lot by state, including whether veterinarians report at all. Some states exempt veterinary practices entirely. CS Logbook makes no claim that any file it produces satisfies a particular program. Confirm your obligation and your required file format with your own state board, your reporting program, or your counsel before you rely on any export here.

Controlled Substance Log Export

The dispensing log for a date range, in whichever shape you need.

Formats:

ASAP is an industry standard flat-file format, not a state-specific one. CS Logbook writes the layout; it does not certify the file against any program's validator, and no public ASAP validator exists. Which version you need, if any, is a question for your program.

Filters: date range (required).

Required data: none is hard-required. The export always generates. Where a value is missing it is left blank, and you can see what is missing in the CSV before you use the file.

What identifies the veterinarian

Each record carries two separate identities, because the layout distinguishes them:

• Prescriber (provider_dea in the CSV) is the veterinarian who ordered the substance after examining the patient.
• Dispenser (administered_dea in the CSV) is the veterinarian who actually handed it over.

These are often the same person and sometimes not. Both come from the individual veterinarian's DEA registration recorded against their staff record, not from a clinic-wide setting, because a DEA registration belongs to a person.

If a veterinarian's DEA number is missing from their staff record, that field exports blank. Add it under Compliance → Licenses and regenerate.

Clinic-level DEA registration

Most veterinary practices do not hold a clinic-level DEA registration; the registration belongs to an individual veterinarian. The export handles this: the clinic-level field is left blank and the individual veterinarian's registration travels on each record instead.

If your practice does hold its own registration (some do, typically where the practice entity buys the stock from the wholesaler), it is worth confirming which one your program expects.

What happened to the state-specific exports

CS Logbook previously offered per-state exports for California, Texas, Florida, Illinois and New York. All of them have been retired. The Controlled Substance Log Export above replaces them.

The reason is that a per-state export is a promise to track that state's format forever, and a format that drifts out of date is worse than no format at all: it looks official and is wrong. A state-neutral export in a documented standard layout is honest about what it is, and it is the same data.

If your program needs a specific layout, export the CSV and reshape it, or ask your program which ASAP version it accepts and use that. If you need a state-specific format often enough that this is a real burden, tell us, because demonstrated demand is what would justify building it properly.

Walkthrough

1. Open /home/<your-clinic>/reports
2. Click the Data Exports tab
3. Click Generate Report on the card you want
4. Pick a format
5. Fill in the date range
6. Click Generate Report
7. The browser downloads the file
8. Do whatever you need to do with it yourself. Nothing is sent anywhere.

Edge cases

Empty date range

A date range with no dispensing activity produces a file with headers and no records. If you are uploading somewhere that rejects empty files, or that instead wants a positive "zero report" on a set cadence, that is a different thing and is not produced here.

Missing DEA numbers

A missing prescriber or dispenser DEA exports as a blank field rather than blocking the export. This is deliberate: CS Logbook warns, it does not stop you working. Review the CSV before you use the file so you know what is blank.

Timezone behavior

Dates are normalized to UTC. The dialog's quick presets (Last 30 Days and so on) use your browser's timezone. Prefer explicit start and end dates matching the calendar period you actually want rather than the presets.

A portal rejects the file

CS Logbook writes a standard layout; each program sets its own version, required fields and date windows, and those are outside what CS Logbook can see. Most common causes, in order: the wrong ASAP version for that program, a field that program marks required which is blank in your data, or a date-window mismatch. Send the portal's rejection message with a support request and we can tell you what the export contained.

Common mistakes

• Believing the download was a submission. It was not. Nothing is sent anywhere.
• Assuming CS Logbook knows your state's rules. It does not, by design. It produces standard formats; matching them to your obligation is yours to confirm.
• Picking an ASAP version by guessing. Ask your program which one it wants.
• Assuming you must report at all. Several states exempt veterinarians outright. Confirm before building a routine around this.

Related

• Compliance → Licenses: where each veterinarian's DEA registration is recorded
• Inventory → Transactions: the dispensing records these exports draw from
• Compliance Reports: federal-level reports
• Glossary § DEA CFR citations