A traceable cannabis record lets an authorised reviewer follow a received batch to its source, stock movements and eventual use or dispensing. A stock total alone cannot show that relationship. The record needs identifiers and supporting documents that remain connected as the stock moves.
This revision replaces a long glossary of software entities with a practical example. It is an editorial records guide, not an official form or a guarantee that a particular software product meets every operator's obligations.
Keep the evidence in distinct layers
| Layer | What it should establish |
|---|---|
| Source | The supplier and evidence applicable to the source and harvest |
| Receiving | What arrived, from whom, when and under which batch identifier |
| Stock movements | Receipts, transfers, use, corrections and the resulting balance |
| Dispensing | The product and quantity supplied under the relevant patient documentation |
| Reporting | How the records support the official forms for the activity |
The official PT 27–32 notice provides forms for specified activities. PT 33 is the separate individual prescription record. Do not rename every database export an official report or assume every operation uses every form. Official reporting forms, official PT 33 notice.
A worked record example
The following identifiers and quantities are fictional bookkeeping examples, not dispensing instructions.
An establishment receives 100 grams of batch LOT-A from supplier SUP-1. Receiving record REC-1 links the delivery to the supplier document and applicable source evidence. The stock ledger begins with a 100-gram receipt under LOT-A.
The establishment then transfers 20 grams to another authorised branch. The sending and receiving records share transfer reference TR-1 and identify both locations. The source branch's balance is now 80 grams; the organisation should not count the transfer as a second purchase of new stock.
A documented patient transaction uses 5 grams from LOT-A under a valid prescription and the applicable allowance. Transaction TX-1 links the quantity to the batch and the authorised prescription record. The example source branch now holds 75 grams. The prescription itself is available only to the roles that need it.
An authorised reviewer should be able to follow TX-1 back to REC-1 and the supplier evidence without guessing which batch was used. The actual prescription and dispensing rules determine a real transaction; the numbers here illustrate reconciliation only.
Resolve mismatches without erasing history
Suppose a physical count finds 74 grams where the ledger expects 75. Record the one-gram discrepancy, investigate it and follow the appropriate correction process. Do not quietly overwrite the opening receipt to force agreement.
A correction should show the original event, reason, supporting evidence, person responsible and time of approval. If a formal report needs correction, retain the submitted version and the subsequent communication. Ask the relevant authority how the correction should be filed.
Source certification is not the entire trail
A supplier certificate might identify a farm but not the harvest delivered. A test result might identify a harvest but not the stock now in a branch. Keep the relationships between those records explicit.
Thailand's sourcing notice recognises several routes with different conditions. Use the accepted source evidence guide to determine the relevant documents. A software checkbox labelled “GACP” cannot decide that question or make an expired certificate valid.
Limit access to patient information
Staff need enough information to perform their authorised role. A general stock report should not unnecessarily reproduce diagnoses or other clinical intake details. Use appropriate access controls and a dependable way to retrieve the original record when an authorised review requires it.
Before selecting software, ask whether records can be exported with stable identifiers, whether corrections preserve history and whether an authorised person can trace a transaction both forward and backward. Those capabilities are more informative than a claim of “automatic compliance.”
Reporting and retention need their own checks
Use the forms and retention requirements applicable to your activity, and check them against current official guidance. Keep track of the reporting period, submission receipt and responsible reviewer. A generated file is not proof that it reached the authority. DTAM establishment and records guidance.
Our PT 27, PT 28, PT 29 and PT 33 guide explains the form distinctions. The licence notice guide explains how to organise records if a compliance question arises.
Revised 6 September 2026. The earlier software glossary has been replaced with an illustrative record flow, reconciliation example and links to official forms.
