5.11 QUANTITY
5.11.1 Definition: Quantity
The quantity field is
a 6-digit (manual) or 8-digit (automated) numeric field
containing the number of packages, weight, or volume being
reported.
5.11.2 Specifications:
Quantity
| a.
Field Number: |
5 |
| b.
Field Name: |
quantity |
| c.
Field Length: |
8 digits (automated)
6 digits (manual)
|
| d.
Positions/Columns: |
23-30 (automated)
23-28 (manual)
|
| e.
Type: |
Numeric |
| f.
Special Rules: |
|
- Mandatory entry, except for transaction
codes 7, 8, and F.
Note: For transaction code F 100 forms will
be sent when the quantity field is left
blank.
- Quantity field (Field 5)
and unit field (Field 6) are mandatory
entries when the controlled substance is measured in
weight or volume.
- When the unit field is
blank, the quantity entered corresponds to the
number of packages being reported.
- Right justify entry.
- Blanks are not
permitted. Insert leading zeros in columns to the
left of the number entered.
- Enter whole numbers only. Do
not truncate. Do not round. Do not use decimals,
commas, etc.
|
5.11.3 Discussion: Quantity
5.11.3.1 Converting
Fractional (Decimal) Quantities
All quantities must
be reported in whole numbers that have neither been truncated
nor rounded. To report a fractional quantity, convert the amount
to units that do not require fractions. For example, to report a
bulk quantity of 417.29 grams, the quantity must be converted to
milligrams prior to being reported (i.e., 417.29 grams would be
reported as a quantity of "417290" with a Unit
Code of 2 which indicates milligrams. The following examples
illustrate the correct coding of fractional quantities for both
automated and manual reports:
Automated Report (numbers
in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11) |
(12) |
(13) |
| PP1234567 |
S |
|
001790062** |
00417290 |
2 |
AB1234567 |
940590027 |
012194 |
|
1000 |
000000001 |
E25 |
Manual Report
(numbers in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11-13) |
(14) |
| PP1234567 |
S |
|
001790062** |
417290 |
2 |
AB1234567 |
940590027 |
|
1000 |
40121 |
00002 |
5.11.3.2 Coding the Quantity
Field
Exhibit 5.13: Quantity Field
Entries, illustrates quantity field coding.
|
NDC Number |
PACKAGE
DESCRIPTION |
QUANTITY
FIELD ENTRY |
DESCRIPTION
OF ITEM(S) REPORTED |
|
99999-9999-** |
Bulk Tablets |
00025000 |
25,000
Tablets |
|
88888-8888-01 |
Bottle of
500 Tablets |
00000001 |
1 bottle of
500 Tablets |
|
88888-8888-01 |
Bottle of
500 Tablets |
00000005 |
5 bottles *
500 Tablets/bottle |
|
77777-7777-04 |
4 fl oz
Bottle |
00000001 |
1 bottle of
4 fl oz |
|
77777-7777-04 |
4 fl oz
Bottle |
00000003 |
3 bottles of
4 fl oz each (total=12 fl oz) |
|
66666-6666-01 |
5ml Ampule
(injection) |
00000001 |
5 ml |
|
66666-6666-01 |
5ml Ampule
(injection) |
00000005 |
5 ampules of
5 ml each (total = 25 ml) |
|
55555-5555-02 |
Box of 10
each 5ml Ampules (injection) |
00000001 |
1 box (50ml) |
|
55555-5555-02 |
Box of 10
each 5ml Ampules (injection) |
00000010 |
10
boxes (500ml)
500 ml in 10 boxes of 50 ml each
|
Exhibit 5.13: Quantity
Field Entries
Appendix
4, Use of Quantity, Unit, and Strength Fields, contains
additional examples of the relationships between various types
of products (e.g., bulk raw powder, bulk dosage
units, trade packages) and the quantity, unit, and
strength fields in the ARCOS transaction record.
5.11.3.3 Reporting Bulk Raw
Material
The unit (Field 6) and
strength (Field 11 automated, Field 10 manual) fields
must always be completed when reporting a Bulk Raw Material
(package code = **) by weight or volume. See example below:
Example:
A manufacturer reports the
synthesis (production) of a Schedule II bulk drug in raw powder
form, 100 % pure. This product is chemically identified as
Ecgonine Hydrochloride, molecular weight 221.69, NDC designation
00179-0062-**. The manufacturer sells 3,365.45gms of the product
to another ARCOS registrant on January 21, 1997 under DEA order
form number 940590027. The following example illustrates the
coding for this transaction.
Automated Report: (numbers
in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11) |
(12) |
(13) |
| PP1234567 |
S |
|
001790062** |
03365450 |
2 |
AB1234567 |
940590027 |
012197 |
|
1000 |
000000001 |
E25 |
Note: Reported as milligrams
Manual Report: (numbers
in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11-13) |
(14) |
| PP1234567 |
S |
|
001790062** |
003365 |
3 |
AB1234567 |
940590027 |
|
1000 |
70121 |
00001 |
| PP1234567 |
S |
|
001790062** |
000450 |
2 |
AB1234567 |
940590027 |
|
1000 |
70121 |
00002 |
5.11.3.4 Reporting Bulk
Dosage Form Material
When a finished bulk item
(e.g., drum of capsules or tablets) is reported, it is typically
assigned a double asterisk (**) for its NDC package code. The quantity
field contains the total number of bulk dosage units being
reported. See example below:
Example:
Manufacturer reports the
production of large quantities of capsules, each capsule
contains 10mg of Schedule II d-amphetamine hydrochloride,
molecular weight 171.67, NDC designation 00023-0124-**.
Manufacturer sells 865,400 capsules to another ARCOS Registrant
on May 22, 1997 under DEA order form number 940079038. The
coding example for this transaction is illustrated below.
Automated Report (numbers
in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11) |
(12) |
(13) |
| PP1234567 |
S |
|
000230124** |
00865400 |
|
AB1234567 |
940079038 |
052297 |
|
|
000000001 |
E25 |
Manual
Report (numbers in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11-13) |
(14) |
| PP1234567 |
S |
|
000230124** |
865400 |
|
AB1234567 |
940079038 |
|
|
70522 |
00001 |
5.12 UNIT CODE
5.12.1 Definition: Unit Code
The unit code is a
single-character, alphanumeric field used in conjunction with
the quantity and strength fields to specify, by
weight or volume, the amount of an NDC product being reported.
5.12.2 Specifications: Unit
Code
| a.
Field Number: |
6 |
| b.
Field Name: |
unit
code |
| c.
Field Length: |
1
Character |
| d.
Position/Column: |
31
(Automated)
29 (Manual) |
| e.
Type: |
Alphanumeric |
| f.
Special Rules: |
|
- Must be completed for all
substances reported by weight or volume.
- May also be used to modify the Quantity
field by indicating dozens or thousands of packages.
|
5.12.3 Weight and Volume
Unit Codes
The unit code field
must be completed for all transactions reported by weight or
volume by entering one of the following unit codes:
1 = micrograms
2 = milligrams
3 = grams
4 = kilograms
5 = milliliters
6 = liters
5.12.4 Optional Unit Codes
Transaction records
reporting NDCs that consist of complete package or dosage units do
not require a unit code. However, the following optional
unit codes may be used to report dozens or thousands of packages
or dosage units.
-
D = Dozens:
"D" indicates
that the entry in the quantity field (Field 5)
represents dozens of packages or dozens of dosage units.
-
K = Thousands:
"K" indicates
that the entry in the quantity field (Field 5)
represents thousands of packages or thousands of dosage
units.
Example:
A sale of 10,000 units can be
reported with a number 10 in the quantity field (Field 5)
and a "K" in the unit code field (Field 6) as
follows:
Automated Report:
(numbers in parenthesis indicate data field
numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11) |
(12) |
(13) |
| PP1234567 |
S |
|
00065126810 |
00000010 |
K |
AB1234567 |
940069028 |
081594 |
|
|
000000001 |
E25 |
Manual Report: (numbers
in parenthesis indicate data field numbers)
| (1) |
(2) |
(3) |
(4) |
(5) |
(6) |
(7) |
(8) |
(9) |
(10) |
(11-13) |
(14) |
| PP1234567 |
S |
|
00065126810 |
000010 |
K |
AB1234567 |
940069028 |
|
|
40815 |
00001 |
Appendix 4, Use
of Quantity, Unit, and Strength Fields, contains additional examples of
how to use quantity, unit code, and strength fields to
report transactions involving NDC products in various forms, (e.g., bulk raw
powder, bulk dosage units, trade packages).
5.13 ASSOCIATE REGISTRANT
NUMBER
5.13.1 Definition: Associate
Registrant Number
The associate registrant
number is a 9-character field identifying the customer or
supplier with which the transaction took place. For a sale enter
the DEA registration number of the customer. For a purchase
enter the DEA registration number of the supplier. Note: This
field is labeled "Associate Registration Number" on
DEA Form 333.
5.13.2 Specifications:
Associate Registrant Number
| a.
Field Number: |
7 |
| b.
Field Name: |
associate
registrant number |
| c.
Field Length: |
9
Characters |
| d.
Position/Column: |
32-40
(Automated)
30-38 (Manual) |
| e.
Type: |
Alphanumeric |
| f.
Special Rules: |
|
- Use only DEA registration
numbers.
|
- Do not enter registrant’s name.
|
- Use only capital letters for
alphabetic entries.
|
5.13.3 Discussion: Associate
Registrant Number
The associate registrant
number is required for each transaction that
increases or decreases the ARCOS registrant’s inventory. The
reporting registrant number and the associate registrant number cannot
be the same. The associate registrant number field is not
completed when reporting the following transaction codes:
| Schedule
Change Inventory |
Code
1 |
| Year-end
Inventory |
Code
3 |
| Year-end
In-process Inventory |
Code
4 |
| Special
Inventory |
Code
5 |
| No
Year-end Inventory |
Code
8 |
| No
Activity |
Code
7 |
| Forms
Request |
Code
F |
| Thefts |
Code
T |
| Manufacturing
Transaction |
Codes:
M, W, L, J, N, U, K and Q. |
5.13.3.1 Transfers to Exempt
Organizations
Organizations which are
exempt from registration with DEA under the Controlled
Substances Act may acquire products containing controlled
substances from an ARCOS registrant. When an ARCOS registrant
provides an exempt organization with such a product, the
registrant reports this transaction by entering one of the codes
listed in Exhibit 5.14: Exempt Organization Codes, in the associate
registrant number field, Field 7. All entries must be
left justified and in all capital (upper
case) letters. Any remaining positions or columns must
be blank.
| Exempt
Organization |
Entry
in Field 7 (Left Justified) |
| Civil
Defense Officials |
CIVILDEF |
| FDA
or DEA Drug Recall |
RECALL |
| Law
Enforcement Official |
OFFICER |
| Ocean
Vessels Receiving Controlled
Substances |
VESSELS |
| Native
American Church |
NATIVE |
| Military,
Public Health Service, Bureau
of Prisons, or Coast Guard |
MILITARY |
|
Exhibit 5.14: Exempt
Organization Codes
5.13.3.2 Transfers Within a
Firm
The transfer of a controlled
substance from one DEA registration to another within
the same firm, must be treated as a
normal sale (transaction code S) and purchase (transaction
code P). For example, when a transfer from a
manufacturer’s inventory to a distributor’s inventory takes
place, two transactions are reported:
-
A sale (transaction
code S) is reported under the manufacturing registration
number. The distributor’s DEA registration number is
entered into the associate registrant number field
(Field 7).
-
A purchase (transaction
code P) is reported under the distributor’s
registration number. The manufacturer’s DEA registration
number is entered into the associate registrant number
field (Field 7).
5.13.3.3 Destruction of
Reportable Items
Enter the registration number
of the DEA area office in the associate registrant number
field when reporting all destructions of controlled substances (transaction
code Y. If necessary, contact the DEA area office or the
Data Systems Unit (ARCOS) to obtain the DEA registration number.
DEA Form 41, Registrants Inventory of Drugs Surrendered, must
be completed and filed with the local DEA area office. Exhibit
5.6: DEA Form 41, contains a sample form.
5.14 DEA ORDER FORM NUMBER
5.14.1 Definition: Order
Form Number
The DEA order form number
field is a 9-character field in which the number of the order
form (DEA Form 222) is entered. This field is used only when
Schedules I and II controlled substances are transferred. An
order form is illustrated in Exhibit
5.15: DEA Form 222.
5.14.2 Specifications: Order Form Number
| a. Field Number: |
8 |
| b. Field Name: |
DEA
order form number
|
| c. Field Length: |
9
Characters
|
| d. Position/Column: |
41-49
(Automated)
39-47 (Manual) |
| e. Type: |
Alphanumeric |
| f. Special Rules: |
|
- Mandatory for Schedules I and II
- Use Only Capital Letters for Alphabetic Data.
|

Exhibit 5.15: DEA Form
222
5.14.3 Discussion: Order
Form Number
An order form, DEA Form 222,
is required, pursuant to 21
CFR 1305, for transfers of Schedules I and II controlled
substances, but an order form is not required for
Schedule III narcotics. Leave the DEA order form number
field blank when reporting Schedule 3 narcotics. Copy 2 of each
DEA order form must be forwarded to the
supplier’s local DEA area office. Do not mail any
copies of DEA Form 222 to DEA (ARCOS).
5.14.3.1 Manufacturer Recall
When a manufacturer recalls a
reportable product, the transaction must be reported as a
purchase (transaction code P). Those firms returning the
product, that are alsoARCOS registrants, report a sale (transaction
code S). When a schedule I or II controlled substance is
recalled, DEA, Office of Diversion Control, may grant a limited
exemption to the requirement for order forms. When such an
exemption has been granted, the DEA order form number
field (Field 8), must be completed with the word "RECALL"
in all capital letters, left justified.
The remainder of the field must contain blank spaces.
5.15 TRANSACTION DATE
5.15.1 Definition:
Transaction Date
The transaction date
is the actual date on which a reportable activity
occurred. Exceptions are covered in Section 5.15.4, Discussion.
5.15.2 Specifications:
Transaction Date
| a.
Field Number: |
9
(automated)
11-13 (manual) |
| b.
Field Name: |
transaction
date |
| c.
Field Length: |
6
digits (Automated)
5 digits (Manual) |
| d.
Position/Column: |
50-55
(Automated)
60-64 (Manual) |
| e.
Type: |
Numeric |
| f.
Special Rules: |
|
- Automated and manual reporting
have different formats.
|
5.15.3 Transaction Date
Formats
Automated Format: MMDDYY
(month, day, year)
| Positions
50-51: |
Month
(01-12) |
| Positions
52-53: |
Day
(01-31) |
| Positions
54-55: |
Year
(last two-digits of the year 95, 96, etc.) |
| |
| Coding
Examples: |
| |
January 1, 1996: |
010196 |
| |
November 11, 1997: |
111197 |
Manual Format: YMMDD
(year, month, day)
| Column
60: |
Year
(last digit of the year, 0-9) |
| Columns
61-62: |
Month
(0I-12) |
| Columns
63-64: |
Day
(0I-31) |
| |
| Coding
Examples: |
| |
January 1, 1996: |
60101 |
| |
November 11, 1997: |
71111 |
5.15.4 Discussion:
Transaction Date
A transaction date
must be entered for all transactions. The transaction date
must be the actual date on which
the activity occurs. Except for manufacturing codes and delete,
late, and adjustment transactions, the date of a transaction
must never fall outside of the reporting period
for the report being submitted.
Examples:
-
A transaction record
with a June transaction date submitted with the July
report is rejected unless it is a delete, late, or
adjustment transaction (action indicator
"D", "A", or "I").
-
Manufacturing activities
associated with transaction codes M, K, U, N, W, L, Q,
and J are reported as of the end of a quarter or the end
of each year, even though these activities may actually have
occurred on other dates during the year.
When using the duplicate sign
(i.e. "=") to repeat a transaction date within
a manual report, fields 11, 12 and 13 must be
considered one field. In other words, the entire date
must be the same when using the duplication sign.
See Exhibit 5.2: Using the
Duplicate Sign, Single Reporter or Exhibit
5.3: Using the Duplicate Sign, Central Reporter.
5.16 CORRECTION TRANSACTION
5.16.1 Definition:
Correction Transaction
A Correction Transaction corrects
a transaction that has been rejected by the data validation
procedures. Rejected transaction records are listed in
the Daily Transaction Processing Error Report.
5.16.2 Specifications:
Correction Number (Formerly Lot Number)
| a.
Field Number: |
10
(automated)
9 (manual) |
| b.
Field Name: |
correction
number (formerly lot number) |
| c.
Field Length: |
8
digits
5 digits (Manual) |
| d.
Position/Column: |
56-63
(Automated)
48-55 (Manual) |
| e.
Type: |
Numeric |
| f.
Special Rules: |
|
- Mandatory when submitting one
or more Correction Transactions.
|
5.16.3 Discussion:
Correction Number
Each Correction Transaction
is identified by a unique, sequential correction number.
The system uses this number when reprocessing the corrected transaction
record. The correction number is listed on the error
report and must be entered into the correction
number field. The Correction Transaction is a component of
ARCOS error processing. Section
7.5, Correcting Transaction Records, contains a full
discussion of error processing including specific instructions
for using the Correction Transaction.
5.17 STRENGTH
5.17.1 Definition: Strength
The strength field is
used to report three different kinds of data: (1) the
purity of a bulk raw material (2) the fractional
portion of a standard NDC package size or (3) the percentage
by which a package exceeds a standard NDC package
size.
5.17.2 Specifications:
Strength
| a.
Field Number: |
11
(automated)
10 (manual) |
| b.
Field Name: |
strength |
| c.
Field Length: |
4
digits |
| d.
Position/Column: |
64-67
(Automated)
56-59 (Manual) |
| e.
Type: |
Numeric |
| f.
Special Rules: |
|
- Mandatory entry for both bulk
raw material and partial packages.
|
- Fractional or Excess Package
Size:
(a) Decimal is implied
and never coded.
(b) Implied decimal point:
automated: between positions
66 & 67
manual: between columns 58 & 59
c) Decimal position:
automated:
position 67
manual: column 59
|
5.17.3 Discussion: Strength
5.17.3.1 Strength Field:
Bulk Raw Materials
The strength field must
be completed when reporting a bulk raw material. All bulk raw
materials and their level of purity are initially entered into
the ARCOS drug ingredient dictionary. A strength field
entry of 1000 (i.e. 100.0% purity) in a transaction involving a
bulk raw controlled substance product indicates that the purity
of the product being reported is the same as the corresponding
NDC bulk raw material listed in the ARCOS drug ingredient
dictionary. The strength field is required when reporting
bulk raw materials. Any entry different from 1000 in this field
indicates that the material being reported has a different
purity than the bulk NDC listed in the ARCOS drug ingredient
dictionary.
Example 1:
An NDC for a bulk raw
material containing controlled substance with 90% purity is
listed in the drug ingredient dictionary. The manufacturer sells
a quantity of this material, unaltered, to a distributor, i.e.
the manufacturer sells a powder containing 90% of a reportable
controlled substance. Both manufacturer and distributor report
this transaction (a sale for the manufacturer and a purchase for
the distributor) with an entry of 1000 in the strength
field, indicating that the purity of the product reported is
equal to that of the product listed in the drug ingredient
dictionary.
Example 2:
The same manufacturer as
above (example 1) makes a batch of the same controlled substance
mentioned above, but this time the purity of the batch is only
81%. The manufacturer wishes to sell some of this 81% pure
controlled substance product using the NDC that is based on 90%
purity. In order to do this, the manufacturer enters 0900 in the
strength field, indicating that the purity of the
material being reported is 90.0% of the 90% purity of the bulk
NDC listed in the drug ingredient dictionary (.900 x .90 = .81).