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ezyVet & Shepherd CSV Mapping Guide

Export dispensing records from ezyVet or Shepherd and map them to VetRx Ledger's CSV import format. Both systems use ISO 8601 dates which maps cleanly with no conversion needed.

Overview

ezyVet is a cloud-based practice management system widely used in corporate hospital networks. Shepherd is a newer cloud PMS popular with emergency and specialty practices. Both store dispensing records with batch/lot numbers and export clean CSV files — ezyVet uses ISO 8601 dates by default, so no date conversion is needed.

Which section to use: The ezyVet and Shepherd mapping tables are similar but differ in field names. ezyVet is covered first; Shepherd differences are called out in the Shepherd-specific section below.

ezyVet — Export steps

  1. Go to Reporting → Clinical → Dispensing Records(or search "Dispensing" in the Reports search bar).
  2. Filter by Product Category: Controlled Substance, or by tag: Schedule II, Schedule III, etc. This avoids importing non-controlled items.
  3. Set the Date Range for your migration period.
  4. For multi-site organisations: select one site at a time, or include the Site column and filter during import.
  5. Click Export → CSV. ezyVet generates a download with all matching dispensing transactions.

ezyVet → VetRx Ledger column mapping

ezyVet ColumnVetRx Ledger FieldFormatNotes
DatedateYYYY-MM-DDISO 8601 — no conversion needed
Product NamedrugFree text
Batch NumberlotStringezyVet calls it "Batch"; maps to lot in VetRx
Expiry DateexpiryYYYY-MM-DD
QuantityqtyPositive numberStrip unit suffix (e.g. "2.5 mL" → 2.5)
Clinician or Vetdvm_idStringUse clinician code/initials for minimal PII
Staff or Dispensertech_idStringUse staff code/initials
NotesnotesFree textOptional
(derive)typeDRAWSet to DRAW for dispensing records; add WASTE rows separately if needed

ezyVet-specific considerations

  • Batch vs Lot:ezyVet uses "Batch Number" for what VetRx Ledger calls lot. They are the same field — just different naming conventions.
  • Quantity with unit suffix: ezyVet may export quantities as 2.5 mL rather than 2.5. Strip the unit suffix before importing — VetRx Ledger stores the numeric value only, in whatever unit your vial was set up with.
  • WASTE events:ezyVet's dispensing records capture the dispensed amount. If waste was tracked (e.g. in a notes field or a separate "Waste" field), parse it out and add WASTE rows to the CSV before importing.
  • Multi-site: ezyVet exports include a Site or Locationcolumn for multi-site organisations. Filter to one site per VetRx Ledger clinic import, or use the import wizard's row filter to select only rows matching a specific site.

ezyVet sample CSV

date,type,drug,qty,dvm_id,tech_id,lot,expiry,notes
2024-03-05,DRAW,Hydromorphone 2mg/mL,2.0,VET-ALT,DISP-JAM,BATCH20240115,2025-03-01,
2024-03-05,WASTE,Hydromorphone 2mg/mL,0.5,VET-ALT,DISP-JAM,BATCH20240115,2025-03-01,Residual
2024-03-06,DRAW,Ketamine 500mg/10mL,5.0,VET-BOS,DISP-KAR,BATCH20240220,2025-06-01,Equine procedure

Shepherd — Export steps

Shepherd's export workflow is similar to ezyVet. From the Shepherd dashboard:

  1. Navigate to Reports → Pharmacy → Controlled Substance Dispensing.
  2. Set the date range and filter by controlled substance category.
  3. Click Export CSV.

Shepherd → VetRx Ledger column mapping

Shepherd's column names differ slightly from ezyVet:

Shepherd ColumnVetRx Ledger FieldNotes
Dispensed DatedateFormat: MM/DD/YYYY — convert to YYYY-MM-DD or use import wizard auto-detect
Drug Namedrug
Lot NumberlotShepherd uses "Lot Number" (matches VetRx directly)
Expiration DateexpiryMM/DD/YYYY — convert if needed
Amount DispensedqtyPositive number
Prescribing Doctordvm_idUse code/initials
Dispensed Bytech_idUse code/initials
Notesnotes
Shepherd date format: Shepherd exports dates as MM/DD/YYYY (e.g. 03/05/2024). The VetRx Ledger import wizard auto-detects this format, or you can convert with a text editor Find/Replace before uploading.

Common issues (both EMRs)

  • Unit suffix on quantity: Strip any text suffix ( mL, mg, units) — VetRx Ledger expects a plain number.
  • Multi-site exports: Filter or split by site before importing into the matching VetRx Ledger clinic.
  • Duplicate rows: If the export contains both a dispensing record and a separate waste record for the same event, import both — VetRx Ledger will correctly subtract both from the running balance.
Imported records are baseline-only. Records imported via CSV are tagged source: "csv_import" and cannot carry cryptographic dual-witness tokens. They serve as a historical baseline; all new events recorded directly in VetRx Ledger are fully signed and hash-chained.

Column Mapping Diagram

The diagram below shows how each ezyVet column maps to VetRx Ledger. Orange arrows indicate columns that require renaming (BatchNumber → vial_lot). Dashed arrows indicate columns that are read but not stored.

ezyVet 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 ezyVet data. The sample uses ezyVet’s ISO 8601 timestamp format and BatchNumber column naming.

⬇ Download ezyVet Sample CSV
← Cornerstone CSV MappingCSV Import Guide →