# How do you reconcile inventory in a med spa?

Canonical: https://prospyrmed.com/resources/practice-answers/inventory-reconciliation
Sources reviewed: 2026-09-19 · Prepared by Prospyr

Choose a product, location, unit and cutoff time. Calculate expected closing stock from opening balance and recorded movements, then compare it with a physical count. Investigate the difference and obtain the required review before approving an adjustment.

## Keep the unit and period consistent

Add receipts and transfers in to opening stock; subtract sales, clinical usage, documented waste and transfers out; include approved net adjustments. Avoid counting a sale and its related treatment movement twice.

Source: [Prospyr inventory reconciliation planning guide](https://prospyrmed.com/blog/post/tools-med-spa-inventory-management) — First-party operational model; invented examples, not product handling or accounting instructions.

## Preserve the variance and explanation

Variance equals physical count minus expected stock. A negative number means less was counted than expected, not proof of theft. Recount, review cutoffs and check movements before adjusting the ledger.

Source: [Prospyr inventory reconciliation planning guide](https://prospyrmed.com/blog/post/tools-med-spa-inventory-management) — First-party operational model; invented examples, not product handling or accounting instructions.

## Practical checklist

1. Define item, location, unit and cutoff.
2. Confirm opening stock and movement categories.
3. Count physical stock and recount discrepancies.
4. Investigate units, timing and duplicated or missing entries.
5. Record reviewer, approved action and internal evidence references.

## Worked example

Invented stock: 100 opening + 50 received − 20 sold − 30 used − 5 wasted = 95 expected units. A count of 92 gives a −3-unit variance to investigate. This is not guidance on preparing, storing or reusing any medication.

## Mistakes to avoid

- Mixing vials, milliliters and treatment units without an approved conversion.
- Changing balances before investigating the count.
- Putting identifiable patient data in the worksheet.

## Related questions

- [What should an injectable lot and recall log track?](https://prospyrmed.com/resources/practice-answers/drug-lot-recall-tracking)
- [Can a single-dose vial be saved for another patient?](https://prospyrmed.com/resources/practice-answers/single-dose-vial-reuse)
- [Can a practice withhold patient records because a bill is unpaid?](https://prospyrmed.com/resources/practice-answers/patient-record-access)

Prepared by Prospyr from the cited primary sources. These are educational workflow resources, not individualized clinical, coding, legal or tax advice. No clinician, certified-coder or attorney review is claimed. Confirm current code instructions, payer terms and applicable law for the actual service and date. CPT is a registered trademark of the American Medical Association; this is not a substitute for a licensed current code set.