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AVImark CSV Mapping Guide

Export controlled-substance records from AVImark (McAllister Software) and map the columns to VetRx Ledger's import format.

Overview

AVImark (McAllister Software) stores controlled-substance dispensing records in its Treatment and Invoice modules. Depending on your version, you may have a dedicated Controlled Substance Log report or need to export from the broader Treatment History report and filter down. Both paths produce a CSV that maps cleanly to VetRx Ledger.

Version note: AVImark versions 2020+ include a dedicated drug log report. Older versions require exporting from Treatment History. The column mapping below covers both.

Step 1 — Export from AVImark

  1. Navigate to Reports → Treatment History (or Reports → Controlled Substance Log if available in your version).
  2. Set the date range to the period you want to migrate (e.g. Jan 2022–Dec 2023).
  3. Filter by treatment category: select Controlled Substances or Schedule II–V only. This avoids importing non-controlled items.
  4. Click Export to CSV or Print → Save as CSV.
  5. Save the .csv file to a local drive. Do not open it in Microsoft Excel before importing — Excel may silently reformat dates (e.g. Jan 15, 2024 → 1/15/24) and lot numbers (e.g. treating 06E4 as scientific notation).

Step 2 — Column mapping

Open the CSV in a plain text editor (VS Code, Notepad++, TextEdit in plain text mode) to inspect the header row. Match your AVImark column names to VetRx Ledger fields:

AVImark ColumnVetRx Ledger FieldFormatNotes
Service Date or DatedateYYYY-MM-DD or MM/DD/YYYYImport wizard accepts both
Treatment or Drug NamedrugFree textShould match or be close to your vial drug name in VetRx
Qty Dispensed or UnitsqtyPositive numberDecimals accepted (e.g. 2.5)
Doctor or Dr. IDdvm_idStringUse initials or staff ID for minimal PII
Staff or Techniciantech_idStringUse initials or staff ID
Lot # (if present)lotStringLeave blank if AVImark did not capture lot numbers
Expiration (if present)expiryMM/YYYY or YYYY-MM-DDOptional; helps match to existing vials
Notes or CommentsnotesFree textOptional; carried through to the event record
(derive — not in AVImark)typeDRAW or WASTESet all dispensing records to DRAW; add separate WASTE rows if tracked

Step 3 — Prepare the VetRx CSV file

The VetRx Ledger import wizard accepts a CSV with these column headers (order does not matter; additional columns are ignored):

date,type,drug,qty,dvm_id,tech_id,lot,expiry,notes

Example rows:

date,type,drug,qty,dvm_id,tech_id,lot,expiry,notes
2024-01-15,DRAW,Ketamine 500mg/10mL,2.5,DVM-001,TECH-03,LOT-2024A,2025-06,Feline castration
2024-01-15,WASTE,Ketamine 500mg/10mL,0.5,DVM-001,TECH-03,LOT-2024A,2025-06,Residual waste
2024-01-16,DRAW,Butorphanol 10mg/mL,1.0,DVM-002,TECH-01,,,Post-op analgesia

Step 4 — Run the import

  1. Navigate to /import in VetRx Ledger.
  2. Upload your prepared CSV. The import wizard shows a preview of the first 10 rows with column-mapping selectors.
  3. Map each CSV column to the corresponding VetRx Ledger field using the dropdowns. The wizard validates date formats and flags unknown event types before you commit.
  4. Click Import. Records are imported sequentially; a progress counter and error list appear.
  5. After import, navigate to /ledger/verify to run a hash-chain verification — this confirms all imported records were written correctly.

Common issues

  • Date format mismatch: AVImark sometimes exports Jan 15, 2024. Use Find/Replace in a plain text editor (not Excel) to convert to 2024-01-15 before importing.
  • Lot numbers as scientific notation: If Excel was used to view the file, lot numbers like 06E4 may have been converted to 60000. Re-export the original CSV and view only in a text editor.
  • WASTE records not in AVImark: AVImark typically records only the dispensed quantity. If waste amounts were tracked in the Notes field, parse them out and create separate WASTE rows in the import CSV.
  • Missing lot numbers: If AVImark did not capture lot numbers, leave the lot column blank. Use your physical inventory count to add lot numbers to existing vials in VetRx Ledger separately.
Imported records are baseline-only. Records imported via CSV are tagged source: "csv_import" and cannot carry cryptographic dual-witness tokens or WebAuthn e-signatures. They serve as a historical baseline. All new events recorded directly in VetRx Ledger will be fully signed and hash-chained from import date forward.

Column Mapping Diagram

The diagram below shows how each AVImark column maps to VetRx Ledger. Purple arrows indicate row splitting (each AVImark row produces separate DRAW + WASTE ledger events). Orange indicates date format conversion from MM/DD/YYYY to ISO 8601.

AVImark CSV to VetRx Ledger field mapping diagram

Download Sample CSV

Download this 15-row sample file to test the import wizard before migrating your live AVImark data. The sample uses AVImark’s MM/DD/YYYY date format and combined Drawn_mL / Wasted_mL columns requiring row-split transformation.

⬇ Download AVImark Sample CSV
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