cubex report guide

Cubex Report Guide rev9.17.14 (LB)

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Cubex Report Guide

Revised 9.17.14

Changes in equipment, software, or procedures occur periodically; information describing these

changes will be included in future editions of the guide

Cubex Headquarters

1048 N 44th Street, Suite 100

Phoenix, AZ 85008

Phone: 480-268-7955

Fax: 480-967-5433

www.cubexsystem.com

MyQLink Database Customer Login

www.myQLink.net

Cubex Customer Solutions

[email protected]

US/Canada: 1.866.930.9251

United Kingdom: 0808.189.0365

Australia: 1.800.763.670

New Zealand: 0800.466.190

Cubex Customer Portal

www.cubexsystem.com/customerportal

http://www.cubexsystem.com/

mailto:[email protected]

http://www.cubexsystem.com/customerportal


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Table of Contents

Introduction 5

Administration Reports 6

Active Patient Export, C23Ce

Bin-Item Consolidated Export, C52

Consolidated Item Export, C24e

Duplicate Vendor IDs, C71

Employee Consolidated Export, C25e

Employee Export, C12

IOH Conversion Check

Item Attributes Export, C13A

Items Export, C13T

Patient Complete Export, C23e

Supplier Export, C70

System Statistics, C44

Temp Patient Reconciliation Sheet, C41

Consumption Reports 9 Consumption by Doctor, by Patient, C63

Consumption by Supplier, C48

Consumption Cost by Charge Department, C10b

Consumption Cost by Charge Dept, C10be

Consumption Cost by Dispensing Location, C9

Consumption Cost by Dispensing Location, C9e

Consumption Cost by User Department, C10

Consumption Monthly Trend, C33

Consumption Monthly Trend, C33cc

Consumption, Top 30 Items, C16

Consumption, Top 80% Spend Report, C50

Consumption, Top 80% Spend Report, C50v2

Consumption, Weekly Trends, C19

Top 80% Spend Report, No Discrepancies, C50ND

Controlled Substances Reports 11 Controlled Subs, by Cab and Bin, by Time, C81

Controlled Substance Cycle Count Sheet, C37

Discrepancies, Resolved, C3

Discrepancies, Unresolved, C2

Discrepancies, Users, Controlled Subs, C35c

Trans, Cont Subs by Container, Sched2, C80-2

Trans, Controlled Subs by Container, C80

Trans, Controlled Subs by Container, C80-35

Trans, Controlled Subs by Container, C80e

Trans, Controlled Subs Full,Sched2, C6-2AB

Trans, Controlled Subs Full,Sched3-5, C6-35Ae

Trans, Controlled Subs Full,Sched3-5,C6-35A

Trans, Controlled Subs,Sched2, C6-2ABe

Trans, Controlled Subs,Sched2, C6-2B

Trans, Controlled Subs,Sched3-5, C6-35

Transactions by Cabinet (Old), Sched2, C6-2

Transactions, Controlled Subs (Old), C6-2A


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CRx (Cubie Replenishment) Station Reports (only available for CRx Customers) 13

CRx Fill by Company, Site, Station, CR02

CRx Fill Receipt Form, CR04

CRx RxCheck by Site, CR07

CRx Unload by Company, Site, Station, CR01

Inventory Reports 14 Bin Allocation, C75

Inventory Assign, DeAssign, C64

Inventory Items at Critical, C38

Inventory Items at Critical, C57

Inventory Min-Max Optimization, C17-2

Inventory Monthly Trend, C32

Inventory Monthly Trend, C32cc

Inventory Not Moving for 180 days, C39

Inventory Not Moving for 90 days, C39B

Inventory On Hand in the Past, C11-2

Inventory On Hand in the Past, C11-2e

Inventory On Hand, C11

Inventory On Hand, C11e

Inventory On Hand, Sched 2, C11-S2-5

Inventory Stockout Projections, C17

Inventory Stockout Projections, C17e

Inventory Top 10 Items by Value, C54

Inventory, Current Needs by Item, C56

Inventory, External Cycle Count Export, C36e

Inventory, External Cycle Count Sheet, C36

Potentially Expiring Inventory Re-Order, C45R

Potentially Expiring Inventory, C45

Purchasing Reports 18 Market % Share by Supplier, by Category, C29

Market % Share, by Supplier, C28

Monthly % Market Share, by Supplier, C27

Open PO Detail by Item, C22

Price Trends, C42

Purchase Order Dist, by Cab, then Sup, C73

Purchase Order Distribution, C55

Purchase Orders by Cabinet & Bin, POReport2

Purchase Orders, Open, by Item, OpnPurchItm

Purchase Orders, Open, by Supplr, OpnPurch

Purchase Orders, Open, by Supplr, OpnPurche

Purchase Orders, POReport

Purchasing, by Category, by Month, C66

Restock by User, C61

Restock Demand, C60

Restock from Empty, by Cab, then Item, C73b


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Transactions Reports 21 Discrepancies/User Report, C35

Discrepancy Summary, C43

Transaction Skip Report, C58

Transactions by Cabinet by Type, C6

Transactions by Charge Dept, C4b

Transactions by Charge Dept, C4be

Transactions by Employee, C15

Transactions by Patient by Med, C14b

Transactions by Patient ID, C14d

Transactions by Patient, C14

Transactions by Patient, C14v2

Transactions by User Dept and Item, C4

Transactions by User Dept and Item, C4e

Transactions Summary by Item, C47

Transactions, Complete Export, C51

Transactions, Condensed Export, C51be

Transactions, Condensed Patient Export, C51c

Transactions, Qbud Items, C34

Transactions, Qbud Items, Summary C34s

Waste Transactions by Patient, C14w

Glossary of Terms Transaction Types – Abbreviations/Acronyms & Definitions 23

Reports Terms – Definitions 25

Reports Terms -- Frequently Asked Questions (FAQs) 29

This icon indicates some of the more commonly utilized reports


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Introduction

This Guide provides an overview of the reports available to Cubex customers to help manage the key business

metrics and operational aspects of the Cubex systems.

MyQLink.net offers a web-based reporting module with a variety of filter options that allow users convenient

access to multiple measures that help customers to identify inventory issues and make corrections quickly. It

maintains detailed tracking and in-depth data analyses for all inventory stocked. In addition, the reports

include information for administrative functions such employee user access levels and ordering of medications

and supplies. A separate set of reports is dedicated to the Controlled Substances issued from the Cubex

cabinet.

There are six major categories of reports as follows:

Administrative

Consumption

Controlled Substances

Inventory

Purchasing

Transactions

Within these categories, a user may choose different data elements (e.g. date range, selected cabinets, or

suppliers, etc). There are also a variety of reports available in Excel format in addition to Crystal to allow the user

to export data to meet their specific needs. The reports are set up as Standard reports which users may run

instantly, or, the user can set up Automatic reports to be emailed to them on a scheduled basis.

Note: refer to the “MyQLink.net Guide” for a description of how to access the Reports section and download

Crystal viewer.

In this Guide, each report is outlined under its respective category. The outline contains the title and number of

the report, a summary of key elements, purpose, and suggested user(s) and run frequency for the report.


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Reports Overview by Category

Category: Administration

Report Name/#: Active Patient Export / C23Ce

Report Format: Excel

Summary Description: This report will give detailed information on currently Active Patients in the MyQLink.net Database.

There is information regarding Patient demographics including: Patient ID, Name, DOB, Gender, Weight, Location, Allergies,

and Address,

Purpose/Uses: This report can be used to identify currently active patients at a site and their demographic information.

Suggested User(s): System Administrator, Practice Manager

Suggested Report Run Frequency: As needed

Report Name/#: Bin Item Consolidated Export / C52


Summary Description: This report will give detailed information on items by assigned bin location within the Cubex cabinet.

There is information regarding cabinet, bin, item number, package quantity, maximum and minimum levels, item

description and the on hand quantity. In addition, the report provides supplier information for each item including order

quantity, unit of order and unit price.

Purpose/Uses: This report can be used to identify current assigned parameters of an item. It can also provide information

on items to supplement other financial or inventory reports that require additional background information as part of

analytics.


Suggested Report Run Frequency: Monthly and as needed

Report Name/#: Consolidated Item Export / C24e


Summary Description: This report shows each item in the Cubex system sorted by Item#. It lists the description, attributes

and parameters assigned to that item.

Purpose/Uses: This report can be used to identify current assigned attributes and parameters of an item.



Report Name/#: Duplicate Supplier IDs / C71

Report Format: Crystal

Summary Description: This report identifies duplicate Vendor ID numbers to identify potential errors in ordering. All three

Vendor choices are listed with associated Vendor IDs, as well as, the Product Description.

Purpose/Uses: This report can be used to identify incorrect item set up that can disrupt the reorder process.



Report Name/#: Employee Consolidated Export / C25e


Summary Description: This report shows relevant information for each employee entered into the system as a user. The

report includes the user name, number, user ID and department. The permission levels granted to each user for various

functions such as issuing controlled drugs, performing cycle counts or stocking are shown. “True” means that the employee

has the permission referenced and “False” means that they do not. (This report is similar to C12 but in an Excel format)

Purpose/Uses: This report provides the System Administrator &/or Practice Manager an overview of the employees currently

assigned permissions. This allows review to ensure that employees only have the access they need to perform their specific

duties. The Administrator can use this report to help determine if any modifications are needed to employees’ access.


Suggested Report Run Frequency: Quarterly for a review of all employees’ access versus needs


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Report Name/#: Employee Download/Export / C12


Summary Description: This report shows relevant information for each employee entered into the system as a user. The

report includes the user name, number, user ID and department. The permission levels granted to each user for various

functions such as issuing controlled drugs, performing cycle counts or stocking are shown. “True” means that the employee

has the permission referenced and “False” means that they do not.

Purpose/Uses: This report provides the system administrator &/or practice manager an overview of the employees currently

assigned permissions. This allows review to ensure that employees only have the access they need to perform their specific

duties. The Administrator can use this report to help determine if any modifications are needed to employees’ access.


Suggested Report Run Frequency: Quarterly for a review of all employees’ access versus needs

Report Name/#: IOH Conversion Check


Summary Description: This report provides detailed item information ensuring proper Item setup for successful reorders.

Information includes Item Descriptions, Vendors, Unit of Issue and Units of Order, Max and Min. Similar to the Inventory on

Hand Report (C11) but this report highlights and identifies errors in Max and Min as it relates to the Order Quantity.

Purpose/Uses: Identify errors in the setup of an inventory item that leads to the disruption of an order.


Suggested Report Run Frequency: Monthly or as needed

Report Name/#: Item Attributes Export / C13A


Summary Description: This report provides detailed item information including internal or external item status, strength and

dose information, controlled substance status, witness requirements and count back setting (Blind or Informed)

Purpose/Uses: Identify current assigned attributes and parameters of each item. Includes attributes of controlled

substances



Report Name/#: Items Export / C13T


Summary Description: This report shows information for each item entered into the system database. It displays item ID

number, description, supplier, unit price and order information, as well as item dose and unit of issue.

Purpose/Uses: This is a useful report to look at a snapshot of items in an inventory.



Report Name/#: Patient Complete Export / C23e


Summary Description: This report displays patients and client/owner information including names, ID#, record #, patient

species/sex/breed/DOB, client address and phone.

Purpose/Uses: This provides a listing of all the patients in the system.


Suggested Report Run Frequency: As needed.

Report Name/#: Supplier Export / C70e


Summary Description: This report displays all Supplier Information including Supplier Name, Address, Contact information,

Scheduled PO day and time, and order interface set up data.

Purpose/Uses: This provides a worksheet listing of all Supplier information and how they are set up in the database. Use as a

snapshot when managing Suppliers.


Suggested Report Run Frequency: Quarterly or as needed.


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Report Name/#: System Statistics / C44


Summary Description: This report displays a high level overview of key statistics for the cabinet for a selected date range.

Some of the measures include: number of assigned items, unreconciled and reconciled discrepancies for controlled

substances, total POs generated, total issue transaction count, number of vendors. The second part of the report shows the

Top 10 Users total activity and breakdown by number of issues and returns, cycle counts and restocks.

Purpose/Uses: This report can be run on a regular frequency to show trends for key functions and the level of activity of the

cabinet.


Suggested Report Run Frequency: Monthly to Quarterly

Report Name/#: Temp Patient Reconciliation Sheet / C41


Summary Description: This report displays patients assigned a temporary name and ID for a selected date range.

Purpose/Uses: This provides a worksheet listing of all of the temporary patients in the system who require correction to their

permanent name and ID..


Suggested Report Run Frequency: As needed.


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Category: Consumption

Report Name/#: Consumption by Doctor, by Patient / C63


Summary Description: This report details the transactions recorded sorted by the Doctor selected and then sorted by

Patient for a given Date Range, Patient selection or Cabinet selection. This report details the Doctor, Patient, Employee,

Cabinet, Date/Time, Item ID and Description, the type of transaction, Quantity, Units and Container, if available. A Total

cost is calculated and included in the report for the given parameters

Purpose/Uses: This report provides a look at how much each Doctor is spending on supplies and medications and which

items are being used by each Doctor

Suggested User(s): Practice/Dept Manager, Practice Owner(s)

Suggested Report Run Frequency: Monthly

Report Name/#: Consumption by Supplier / C48


Summary Description: This report details every item transaction grouped by Supplier for the selected date range. The

reported fields include transaction type, quantity, cost, container and bin. The total costs by Supplier are provided.

Purpose/Uses: This report not only provides information by Supplier but may also be useful for items that are provided on

consignment.

Suggested User(s): Practice/Dept Manager, Practice Owner(s)


Report Name/#: Consumption Cost by Charge Dept (Dept Issued to) / C10b & C10be

Report Format: Crystal (C10b) & Excel (C10be)

Summary Description: This report shows each item issued to a department (dept selected at the time of issue for the item to

be charged to) for a pre-selected period of time. The report is categorized by department and under each department

header are listed the items used sorted by the date/time of each transaction. Corresponding information on each

transaction includes the type of transaction, patient, associated costs and quantities dispensed. Total consumption costs of

all items issued to each department and for all departments are shown.

[Note: This report is similar to Consumption Cost by User department; however, that report references the department of the

person/user issuing the item, not the department the item is actually being used in unless these are the same.]

Purpose/Uses: This report provides a look at how much each department is spending on supplies and medications and

which items are being used by department.

Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)


Report Name/#: Consumption Cost by Dispensing Location / C9 & C9e

Report Format: Crystal (C9) & Excel (C9e)

Summary Description: This report gives information on costs associated with dispensing items for a given date range.

Information is categorized by the cabinet from which the items are dispensed and then subcategorized by item. The report

also provides the patient name and number for whom the item was issued.

Purpose/Uses: This report will allow the user to determine their total consumption cost of specific items for a given period of

time.



Report Name/#: Consumption Cost by User Dept / C10


Summary Description: This report references the department of the person/user issuing the item. The report is categorized by

department and under each department header are listed the items used sorted by the date/time of each transaction.

Corresponding information on each transaction includes the type of transaction, patient, associated costs and quantities

dispensed. Total consumption costs of all items issued to each department and for all departments are shown.

Purpose/Uses: This report shows how much each department is spending on supplies and medications by issuing

department for a pre-selected period of time.




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Report Name/#: Consumption Monthly Trend / C33


Summary Description: This report gives users the ability to select a given date range to view the monthly total costs for the

practice. The cost amounts by month are calculated using the cost of the items at the time of the transactions. The report

includes a trend graph showing the monthly total consumption costs for the date range chosen.

Purpose/Uses: This report provides the ability to see the total amount of spend for consumption occurring month to month.

It can be used to note changes with regard to decreasing or increasing trends of costs of inventory and correlated with the

practice’s volume and types of services being provided.


Suggested Report Run Frequency: Quarterly, semi-annually, and annually

Report Name/#: Consumption Monthly Trend / C33cc


Summary Description: This report is the same as C33 above except that the costs are calculated using the current costs for

items rather than the costs at the time of the transaction.

Purpose/Uses: same as C33



Report Name/#: Top 30 Items by Consumption / C16


Summary Description: The report shows the top 30 items by volume of issue over a specified date range. The total issue cost

is also listed for each item for the date range.

Purpose/Uses: This report allows tracking over time to see which items are most often used by the practice. Examples of

reasons for changes in which reported items appear over time may be that items are modified in the inventory carried or

changes in the scope or volume of the practice.



Report Name/#: Top 80% Spend Report / C50; No Discrepancies, C50ND


Summary Description: This report displays those items in the practice inventory that make up the top 80% of the total spend

on items issued over a selected date range. This is not a defined number of items but rather the items that make up 80% of

the total cost of the inventory issued for a given date range. The report ranks the items by total spend and shows item

description, amount of item usage, the unit cost, the total item spend and the percentage of inventory spend that the item

comprises.

Purpose/Uses: This report is useful to look at high cost and high volume items that are used so that a practice can evaluate

these and make any necessary adjustments. This report is also useful to evaluate trends over time which can reflect

changes in the practice’s business (volume and types of services being provided).



Report Name/#: Weekly Trends / C19


Summary Description: This report gives users the ability to enter a given date range, cabinet(s) and items to view the weekly

total number of transactions and associated cost for the practice. The report includes a trend graph noting the weekly

total consumption cost. There is also a breakdown of the total transactions by type of transaction performed, as well as a

grand total over the given date range.

Purpose/Uses: This report gives a snapshot of the volume of transactions occurring along with total costs. It can be used to

note changes with regard to decreasing costs of inventory and correlated with the practice’s volume and types of services

being provided.




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Category: Controlled Substances Disclaimer: The information in this document is Cubex’ interpretation of the DEA regulations as cited in the Code of Federal

Regulations, Title 21 Part 1300-End, revised as of April 1, 2011. Each registrant remains solely responsible for compliance with

DEA and other state regulatory agencies requirements for controlled substances inventory and record-keeping, agrees not

to rely on Cubex’ interpretations and reports, and releases Cubex from any liability in connection with its interpretation and

reports.

Report Name/#: Controlled Sub, by Cab and Bin, By Time / C81


Summary Description: These reports display information regarding transactions performed with controlled substances sorted

by Bin Location. The user selects the date range, cabinet and item/drug; the item is displayed by bin location and

container# with each transaction for the bin in date/time sequence. The drug information includes the name of the

controlled substance, strength, container dose size, Schedule, container#, and lot#.

The report shows the type of transaction (such as issuing the drug or stocking the drug) for the Bin Item, by whom,

transaction amount, before and after balance, patient, attending doctor, and any discrepancy resolution. In addition,

certain client information may be provided with a practice management software interface.

Purpose/Uses: These reports are used in conjunction with the other Controlled Substances reports as part of the required

inventory tracking logs for these drugs.

Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the

System Administrator, Practice Manager, Practice Owner(s), licensed practitioners)

Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage)

Report Name/#: Controlled Substance Cycle Count Sheet / C37


Summary Description: This report provides a listing of all the controlled substances sorted by drug name. The current

quantity on-hand is listed for each drug by cabinet and bin along with blank spaces for the user to manually log the

quantity found, any discrepancy and the resolution. Also included are spaces to record the person doing the inventory and

a witness. The last cycle count date and time for each drug is also noted on the report.

Purpose/Uses: These reports allow the user to perform cycle counts of inventory at the cabinet and can be used in

conjunction with the discrepancy reports and resolution recording in MyQLink.net. This report can by useful for practices

that perform inventory counts of controlled drugs at every shift or each day.

Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice

(For example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners)

Suggested Report Run Frequency: This report would be run daily or at the end of each shift to immediately identify and

account for any discrepancies

Report Name/#: Discrepancies – Unresolved / C2; Resolved / C3


Summary Description: These two reports display information on controlled substances that have discrepancies regarding

the on hand quantities of medications. Information will be displayed with employee name, date/time, the item name,

cabinet and bin number, the on hand quantity which is the number the cabinet expects to be in the bin, quantity found

which is how much the employee counted, and the amount of the discrepancy. These reports allow for a user to view

differentiations in counts and to identify where the discrepancy occurred. Unresolved discrepancies report shows items that

still have incorrect counts and have not ascertained how the product was used or wasted. Resolved discrepancies report

shows discrepancies that have been accounted for. Can be filtered to a given date range.


inventory tracking logs for these drugs. The reports help identify and document resolution of any discrepancies. The reports

also help to identify internal processes that may need attention in the areas of accurate tracking, notation, and controls of

these drugs in the practice.

Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice

(for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners)

Suggested Report Run Frequency: Ideally, this report would be run daily at the end of the work day to immediately identify

and account for any discrepancies

Report Name/#: Trans, Cont Subs by Container / C80 and C80e; Sched2 / C80-2; and Sched3-5 / C80-35


Summary Description: These reports display information regarding transactions performed with controlled substances. There

are two reports available; one report is for Schedule II drugs and the second is for Schedule III-V drugs. The user selects the

date range, cabinet and item/drug; the item is displayed by Item, container# and bin location with each transaction for

the container in date/time sequence. The drug information includes the name of the controlled substance, strength,

container dose size, schedule, NDC #, stock date, container#, lot#, and expiration date.


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The report shows the type of transaction (such as issuing the drug or stocking the drug) for the container#, by whom,

witness, transaction amount, before and after balance, patient, attending doctor, and waste reason. In addition, certain

client information may be provided with a practice management software interface.


inventory tracking logs for these drugs.




Report Name/#: Transactions, Full, Controlled Substances (Admin Log) / Sched 2, C6-2AB & C6-2ABe; Sched 3-5, C6-35A &

C6-35Ae (New report format)

Report Format: Crystal and Excel

Summary Description: These reports display information regarding transactions performed with controlled substances.

There are two reports available; one report is for Schedule II drugs and the second is for Schedule III -V drugs. The user

selects the date range, cabinet and item/drug; the item is displayed by bin location and container# with each transaction

for the container in date/time sequence. The drug information includes the name of the controlled substance, strength,

container dose size, Schedule, container#, lot#, and expiration date.

The report shows the type of transaction (such as issuing the drug or stocking the drug) for the container#, by whom,

witness, transaction amount, before and after balance, patient, attending doctor, and any discrepancy resolution. In

addition, certain client information may be provided with a practice management software interface.

Purpose/Uses This report incorporates information required as part of controlled substances inventory tracking logs.




Report Name/#: Transactions by Cabinet by Type – Schedule drugs / C6-2 (Old report format)


Summary Description: This report shows all transactions of Schedule drugs in a given cabinet. The report’s primary sort is by

cabinet and the secondary sort is by item. Report information includes date/time of transaction, type of transaction,

employee, dept, dose, waste, quantity before and after issue, lot #, expiration date, container #, cost, patient, witness, and

doctor.

Purpose/Uses: This report tracks all types of transactions of Schedule drugs. It is part of the required information for

controlled substances inventory tracking logs. The report can also assist in resolving any discrepancies noted on the

Discrepancy report.




Report Name/#: Transactions, Controlled Substances / C6-2A (Controlled Substances Admin Log) (Old report format)


Summary Description: This report displays information regarding transactions performed with controlled substances.

Information will be shown categorized by cabinet and subcategorized by item (controlled substance). This report includes

information on controlled substance issued, transaction type, by whom, amount, balance forward, patient and client,

witness, attending doctor, and if any discrepancy resolution. Item information includes name of substance, strength,

container dose size, manufacturer, and bottle number.

Purpose/Uses: This report incorporates information required as part of controlled substances inventory tracking logs.




Report Name/#: Transactions, Controlled Substances / Sched 2, C6-2B; and Sched 3-5, C6-35 (New report format)


Summary Description: This report shows all transactions of Schedule drugs in a given cabinet for a selected date range.

There are separate reports for Schedule II and Schedule III-V drugs. The reports are sorted by the drugs (item) selected and

displayed by bin and container#. Report information includes: date/time of transaction, type of transaction, employee,

department, dose, any waste, quantity before and after issue,

lot #, expiration date, container #, cost, patient, witness, and doctor.

Purpose/Uses: This report tracks all types of transactions of Schedule drugs. It is part of the required information for

controlled substances inventory tracking logs. The report can also assist in resolving any discrepancies noted on the

Discrepancy report.





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Category: CRx (Cubie Replenishment) Station Reports

Report Name/#: Cubie Fill by Company, Site, and Station / CR02


Summary Description: This report will give detailed information on items filled at the CRx Station. There is information

regarding company, site, cabinet, bin, employee, date/time, item number, description, transaction type, quantity filled,

units, RxCheck enabled, Manufacturer and Cubie ID

Purpose/Uses: This report can be used to identify Items that have been filled from the CRx Station. It can also provide

information for billing purposes.

Suggested User(s): System Administrator, Practice Manager, Pharmacist

Suggested Report Run Frequency: Weekly and as needed

Report Name/#: Cubie Unload by Company, Site, and Station / CR01


Summary Description: This report will give detailed information on items unloaded at the CRx Station. There is information

regarding company, site, cabinet, bin, employee, date/time, item number, description, transaction type, quantity reported,

quantity found, discrepancy, waste units and Cubie ID

Purpose/Uses: This report can be used to identify Items that have returned from the receiving solution. It can also provide

information on discrepancies or wasted items for billing purposes.



Report Name/#: Cubie Delivery Reconciliation / CR03 (In Development)


Summary Description: This report will give detailed information on items filled at the CR Station and items loaded into the

receiving solution. There is information regarding company, site, cabinet, Cubie ID, Cubie bar code, fill date, f ill time, load

date, load time, days to load, item ID Description and Quantity.

Purpose/Uses: This report can be used to reconsolidate Items that have been filled from the CR Station and stocked at the

receiving station to identify and track Cubies in transit.



Report Name/#: CRx Fill Receipt Form / CR04


Summary Description: This report will give detailed information on items filled from the CRx Station, including date, time and

quantity for a given date range. There is information that includes Cabinet number, bin number, Item number and Item

Description 1 and 2. The report is sorted by Site then by PO#. At the end of the report, there is a list of any New Cubie Fills.

There is a location on this report at allows for a signature and date for the employee who filled it at the CRx Station and a

signature and date for the employee who received the items at the Receiving Station

Purpose/Uses: This report can be used as a hard copy receipt that travels with the items from the CRx Station to the

Receiving Stations



Report Name/#: RxCheck by Site / CR07


Summary Description: This report will give detailed information on items that have been RxChecked at the CRx Station,

including date time and quantity for a given date range. There is information that includes Company name, Site, Cabinet

number, the employee that preformed the RxCheck, date, time, Item ID number, Item Description 1, NDC, Quantity, units,

manufacturer and Cubie ID.

Purpose/Uses: This report can be used to reference the RxCheck process




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Category: Inventory

Report Name/#: Bin Allocation / C75


Summary Description: This report shows all items allocated to which bin within a Solution, as well as all vacant or available

bins. The report is sorted by cabinet and by bin location and includes the item number, description, dose on hand, when it

was last issued, average 3 month daily use, units, Min, Max, and UOI.

Purpose/Uses: This report is useful to determine which items are stocked in the Solution and in which Bin, Bins available and

frequency of use. The currently set parameters for items minimum and maximum levels can be analyzed for adjustment if

needed (in conjunction with other inventory reports such as the Stockout Projections Report, Inventory not Moving for 180

days, and Inventory Min-Max Optimization).


Suggested Report Run Frequency: Monthly to Quarterly, or as needed

Report Name/#: Inventory Assign/DeAssign / C64


Summary Description: This report details all Stock and Destock (DeAssign) transactions sorted by item then by date/time.

Report details include the Cabinet, item description, employee, transaction type (S, DS) quantity, container #, units, cost

and extended cost.

Purpose/Uses: This report is useful in tracking the movement, addition or removal of product within the Solution.


Suggested Report Run Frequency: Weekly or as needed

Report Name/#: Inventory Items at Critical / C38


Summary Description: This report shows items that are at critical level and need to be reviewed for action. The items are

sorted alphabetically. The order quantity, supplier, re-order cost, current settings for min and max levels and the cost to

stock to maximum levels are included. The amount on hand and on order is shown along with the earliest order date.

Purpose/Uses: This report is useful to identify items that require immediate attention for ordering. The currently set

parameters for items minimum and maximum levels should be evaluated for adjustment if needed.

Suggested User(s): System Administrator

Suggested Report Run Frequency: Weekly

Report Name/#: Inventory Items at Critical / C57


Summary Description: This report provides a snapshot of key fields from the more complete report C38. Items that are at

critical level and their current on-hand amount are shown along with the amount needed and order quantity.

Purpose/Uses: This report is useful to identify items that require immediate attention for ordering.



Report Name/#: Inventory Min-Max Optimization / C17-2


Summary Description: This report consists of two parts. The first part summarizes how much excess money is tied up in

inventory where the currently set maximum values of items are higher than needed, and, how much money is tied up in

inventory not being used. The second part shows the recommended new values for maximum and minimum settings by

item.

Purpose/Uses: This report helps to better define ideal max and min levels of items based upon usage.


Suggested Report Run Frequency: Quarterly


15

Report Name/#: Inventory Monthly Trend / C32


Summary Description: This report shows the inventory on hand value at the end of each month. The report has the month

end totals listed by cabinet for the months selected in the date range.

Note: If the entered START date is in the middle of the month, the inventory for that first month will be at the end of that first,

beginning month, regardless of when in the month the date was selected

In contrast for the END date, if this is part way through a month, the inventory report for that month will be the snapshot at

the date partially through the month. This effectively allows you to get a snapshot of inventory on any given day in the past.

For example, if you want to know Feb 16th enter a start date in January and an end date of Feb 15th

Purpose/Uses: This report is useful to trend a practice’s full inventory and associated cost over time.

Suggested User(s): System Administrator, Practice Manager, Owner


Report Name/#: Inventory Monthly Trend / C32cc


Summary Description: This report is the same as C32 above except that the current cost of each item is used instead of the

item cost at the time of the transaction.

Purpose/Uses: same as C32 except that the costs are reflective of current costs of items



Report Name/#: Inventory Not Moving for 180 days / C39; and 90 days/ C39B


Summary Description: This report highlights the cost of inventory held that has not been used for 90 or 180 days or more.

The last issue date shows when the item was last needed. If the last issue date is N/A, this indicates the item has probably

not been issued since it was first stocked in the cabinet. Additional fields displayed include the supplier, unit of issue and

unit of order, the on hand cost and the current max and min settings.

Purpose/Uses: Slow moving items should be evaluated as to whether or not they should continue to be carried or whether

they should be removed from the cabinet to allow stocking of more frequently used items.


Suggested Report Run Frequency: Monthly to quarterly

Report Name/#: Inventory on Hand in the Past/ C11-2 & C11-2e

Report Format: Crystal (C11-2) & Excel (C11-2e)

Summary Description: This report is similar to C11 except that it displays information for all items within the selected cabinets

for a chosen prior date range instead of the current On Hand Quantity.

Purpose/Uses: This report is useful to provide a comparison to the practice’s current full inventory and associated cost.



Report Name/#: Inventory on Hand / C11 & C11e


Summary Description: This report displays information for all items within the selected cabinets, specifically, the current On

Hand Quantity. The report is sorted by cabinet (selected cabinets) and the default sort order is by ascending item number.

The information provided includes item name/description/#, units of issue and order, order quantity, vendor, vendor price

and unit cost, the maximum/minimum/critical inventory amounts set, the on hand amount and extended value.

Purpose/Uses: This report is useful to get an overview of a practice’s current full inventory and associated cost. The currently

set parameters for items minimum and maximum levels can be analyzed for adjustment if needed (in conjunction with other

inventory reports such as the Stockout Projections Report, Inventory not Moving for 180 days, and Inventory Min-Max

Optimization).




16

Report Name/#: Inventory on Hand, Sched 2 / C11-S2-5


Summary Description: This report displays information for all controlled Substances (Schedule 2-5) within the selected

cabinets, specifically, the current On Hand Quantity. The report is sorted by cabinet (selected cabinets) and the default sort

order is by item. The information provided includes item name/description/#, units of issue and order, order quantity,

vendor, vendor price and unit cost, the maximum/minimum/critical inventory amounts set, the on hand amount and

extended value.

Purpose/Uses: This report is useful to get an overview of a practice’s current Controlled Substance inventory and associated

cost. The currently set parameters for items minimum and maximum levels can be analyzed for adjustment if needed (in

conjunction with other inventory reports such as the Stockout Projections Report, Inventory not Moving for 180 days, and

Inventory Min-Max Optimization).



Report Name/#: Stockout Projections / C17 & C17e


Summary Description: This report shows the user which items are in danger of running out and when they are projected to

be out of stock. The report is categorized by item and displays the currently set minimum and maximum quantities. The

report also shows for each product the number of transactions, average daily transactions, maximum and minimum daily

issue quantities, how much is on hand, and the number of days projected before the item is out of stock.

Purpose/Uses: This report can be used to monitor products that are in high demand and/or have a longer time to obtain

from the supplier (e.g. Schedule II drugs) so that medications and supplies will be ordered timely and the practice will not

run out of stock. The currently set parameters for items minimum and maximum levels should be analyzed for adjustment if

needed (in conjunction with the Inventory on Hand Report).



Report Name/#: Top 10 Items by on-hand Value / C54


Summary Description: This report allows users to see the top 10 items in their inventory ranked by inventory cost starting with

the item with the greatest on-hand value. The report will list item descriptions along with maximum and minimum quantities,

the total quantity on-hand, unit cost, the value of the quantity on-hand and the percent of total inventory that this

represents.

Purpose/Uses: This report is useful to find which items are costing the practice the most money. The on hand quantities and

ordering levels should be evaluated to see if they are appropriate or should be adjusted to decrease costs. Running this

report monthly allows the practice to evaluate whether the top items change over time and to analyze whether this is due

to changes made to the inventory and/or changes in the practice.



Report Name/#: Inventory, Current Needs by Item / C56


Summary Description: The report displays items by cabinet and bin showing the max/min levels set, amount on-hand,

amount needed and amount on order (if any) followed by the net needed and order quantity. The current supplier’s name

is also included.

Purpose/Uses: To assist with ordering items needed


Suggested Report Run Frequency: Weekly or as determined by the practice volume

Report Name/#: Inventory, External Item Cycle Count Sheet / C36 and C36e

Report Format: Crystal (C36) and Excel (C36e)

Summary Description: Since external items are remote from the cabinet (e.g. on external shelves) but cycle counts are

entered at the cabinet, this report is a print-out of external items and their current quantity that can be used as a worksheet

to count the items at their remote location. The reviewer can then return to the cabinet to do the count entries.

Purpose/Uses: To assist with performing cycle counts on remote items


Suggested Report Run Frequency: Monthly or as determined by the practice volume


17

Report Name/#: Potentially Expiring Inventory / C45


Summary Description: This report summarizes inventory that will expire in the next month relative to the second date

entered in the date range for the report. The report Identifies the item, location, units, supplier, expiration date, and cost for

the loss

Purpose/Uses: This report identifies expiring inventory in order to remove from stock, reorder, and account for loss

Suggested User(s): System Administrator, Practice Manager, and Accounting Dept.


Report Name/#: Potentially Expiring Inventory Re-Order / C45R


Summary Description: This report summarizes inventory that will expire in the next month relative to the second date

entered in the date range for the report. The report identifies a re-order quantity that will need to be ordered once the

product has been removed.

Purpose/Uses: This report identifies expiring inventory in order to remove from stock, reorder, and account for loss

Suggested User(s): System Administrator, Practice Manager, and Accounting Dept.



18

Category: Purchasing

Report Name/#: Market % Share, by Supplier, by Category / C29


Summary Description: This report displays the major categories of items issued/ordered via the Cubex system (e.g.

narcotics, non-narcotic meds, supplies, etc). For each category, the Suppliers are shown with their respective % share of

the total spend for the category.

Purpose/Uses: To demonstrate the volume/% of items being provided by each Supplier


Suggested Report Run Frequency: Monthly-Quarterly

Report Name/#: Market % Share, by Supplier / C28


Summary Description: This report shows each Supplier’s % share of the total spend for all products purchased via Cubex for

the selected dates range.

Purpose/Uses: To demonstrate the % of total purchases from each Supplier


Suggested Report Run Frequency: Quarterly or as needed

Report Name/#: Monthly % Market Share, by Supplier / C27


Summary Description: This report shows each Supplier’s % share of the total spend for all products purchased via Cubex in a

monthly format for the selected dates range. The monthly % figures by supplier are also shown in a run graph providing a

visual display of the increase/decrease for each supplier over time.

Purpose/Uses: To demonstrate the changes in the % of total purchases from each Supplier over time.



Report Name/#: Open PO Detail by Item / C22


Summary Description: This report provides detailed Open PO information for the selected date range. For each item, the

POs are listed by PO# along with the following information: Supplier, PO date, cabinet and bin, fill quantity and units, order

quantity, Supplier price and extended price.

Purpose/Uses: The report provides the practice with detailed information about POs at the individual item level. This can

be used in conjunction with the report “Open Purchase Orders by Item” and to also assist with evaluating min/max levels of

items and order frequency.

Suggested User(s): System Administrator, Office Manager, Person involved in PO process

Suggested Report Run Frequency: Weekly–Monthly, depending on practice volume; or, as needed

Report Name/#: Price Trends Report / C42


Summary Description: This report allows the user to review price changes over the selected date range. Each item is

displayed by Supplier with the price change(including % change) for the item over the period and the consumption dollar

change for units of issue. Maximum and minimum prices and order quantity units are also shown.

Purpose/Uses: The report helps the user to discuss pricing with the supplier or to look for better pricing.

Suggested User(s): System Administrator, Office Manager

Suggested Report Run Frequency: Monthly or quarterly, depending on practice volume

Report Name/#: Purchase Order Dis, by Cabinet, then Sup / C73


Summary Description: This report gives users the ability to view outstanding purchase order items categorized by supplier

and purchase order #. The report will give information regarding which cabinet the Purchase Order is for as well as the

supplier from whom the items have been ordered. Each item has information regarding the bin assignment, description, the

fill quantity needed to reach maximum levels, the quantity ordered, and the Supplier ID for the item.

Purpose/Uses: This report can be used to find out which purchase orders still have items outstanding so that older purchase

orders can be cleaned up and cleared out of the system.




19

Report Name/#: Restock from Empty, by Cab, then Item, C73b





fill quantity needed to reach maximum levels based on current levels, the quantity ordered, and the Supplier ID for the item.





Report Name/#: Purchase Order Distribution / C55





fill quantity needed to reach maximum levels, the quantity ordered, and the supplier code for the item.





Report Name/#: Purchase Orders by Cabinet & Bin / PO Report2


Summary Description: This is a duplicate of the original purchase order generated.

Purpose/Uses: This is the same as the POReport, except that it sorts the items by cabinet and bin. This is useful for receiving

an order with items for multiple cabinets (in a future release in Q1 2012, users will be able to place orders for a supplier by

cabinet so that they arrive in “ready to stock” shipment, rather than a single shipment for multiple cabinets, requiring sorting

the items)


Suggested Report Run Frequency: As required

Report Name/#: Purchase Orders, Open, by Item / OpnPurchItm


Summary Description: This report lists open Purchase Orders sorted by Item#. Each item’s basic description is shown along

with the Supplier. Under each item, the open Orders are sorted by PO# with the date, package quantity, on-order amount,

received amount and unit price listed for each order.

Purpose/Uses: Allows viewing of open Purchase Orders by individual item



Report Name/#: Purchase Orders, Open, by Supplier, OpnPurch & OpnPurch(e)

Report Format: Crystal (OpnPurch) & Excel (OpnPurche)

Summary Description: This report shows items that are at or below their reorder points and are on an open purchase order.

The report is categorized by supplier and displays how many items are still outstanding, as well as the value, in dollars, of the

outstanding items. The default sort is by purchase order # (PO#) in ascending order. Information provided includes the

item number and description, items per package, quantity ordered, unit cost and extended cost of the order.

Purpose/Uses: This report can be used to find which suppliers still have not delivered products, or which items are on back

order for which supplier.



Report Name/#: Purchase Orders, PO Report


Summary Description: Individual purchase orders (external PO) are available.

Purpose/Uses: This allows a user to reprint purchase orders exactly as they were sent




20

Report Name/#: Purchasing by Category, by Month, C66


Summary Description: This report outlines the monetary amount purchased versus the monetary amount issued, with

discrepancies indicated, separated by class (category) and month

Purpose/Uses: This report provides the ability to see the total amount of spend by class occurring month to month. It can be

used to note changes with regard to decreasing or increasing trends of costs of inventory and correlated with the

practice’s volume and types of services being provided.



Report Name/#: Restock by User / C61


Summary Description: The report shows items stocked by employee. The report run selections include date range,

employee(s), and cabinet(s). The fields on the report include item description, supplier, employee, cabinet and bin,

date/time of stocking, quantity and units, unit cost and extended cost.

Purpose/Uses: To track stocking activity by employee.

Suggested User(s): System Administrator, Office Manager


Report Name/#: Restock Demand / C60


Summary Description: The report displays items sorted by supplier name. The fields on the report include item description,

supplier #, cabinet and bin, the max/min levels set, amount on-hand, amount needed and order quantity.

Purpose/Uses: To assist with ordering and restocking items needed


Suggested Report Run Frequency: Weekly or as determined by the practice volume


21

Category: Transactions

Report Name/#: Discrepancy / User Report / C35


Summary Description: This report records each instance where a discrepancy is discovered for an item. The type of

transactions, dates performed and employee user are recorded. The amount being found in error is recorded as a DI

transaction. (Note the convention that an Issue transaction that reduces inventory is a negative quantity. Therefore a

discrepancy that finds less in the cabinet than the computer thought will be a negative quantity. A “mystery Issue” if you

will)

Right below the discrepancy DI is the actual activity the discovering user was engaged in when they found the

discrepancy. That might be P(Cycle count), S(restock) where the user corrected the count, or an issue or return where a

countback was performed.

Of course, the user discovering a discrepancy is not the person who causes the discrepancy (unless they made a plain

counting error, in which case there is usually a matching corrective discrepancy correction soon after). So to aid in

understanding how the discrepancy might be caused, we show two more preceding transactions. This might help find

some common factor such as discrepancies frequently being discovered right after a particular user who needs additional

training or who is deliberately diverting items.

Purpose/Uses: This report can be used to find information regarding a specific item’s transactions and associated

discrepancies. Frequent discrepancies may require further investigation or training.


Suggested Report Run Frequency: Monthly or Quarterly

Report Name/#: Discrepancy Summary / C43


Summary Description: This report summarizes discrepancies by item. The “Absolute Total” column adds the discrepancies

without the +- sign, and is a measure of the amount and size of occurrences. For example, discrepancies of -1, +1, -1, +1

over the date range for an item would have an absolute total of 4, indicating there are a lot of discrepancies. But the Net

total adds up to zero indicating that although there are a lot of discrepancies, they are averaging out and so are probably

a result of carelessness, rather than deliberate diversion.

The Previous transaction is just that, what the user BEFORE the user that discovered the discrepancy was doing. This can

sometimes be a clue. For example if the previous activity is frequently a restock, it may be that the restock person, loading

large quantities is not checking their count thoroughly.

Purpose/Uses: This report can be used to find information regarding a specific item’s transactions and associated

discrepancies. Frequent discrepancies may require further investigation or training.



Report Name/#: Transaction Skip Report / C58


Summary Description: This report displays transactions that were skipped. The report can be run by date range, cabinet,

and drug or item category or class (e.g. narcotics). The report shows the employee name/#, any witness, date and time of

transaction, item (item #), Sched (if narcotic), dose and patient. The report then shows the total number of skip transactions

for each employee listed.

Purpose/Uses: The report can be used to find information regarding specific items transactions that were skipped by

employee. This can be useful to note any activity by employee that may need to be investigated or where additional

training may be needed.



Report Name/#: Transactions by Cabinet by Type / C6


Summary Description: This report displays transactions of items from specific cabinets. The report is categorized by cabinet

and subcategorized by item (item #) and can be run for specific date ranges. The report will show the date/time of

transaction, employee name and number, transaction type, amount used, amount wasted, quantities before and after

issue, and patient name and #.

Purpose/Uses: This report can be used to find information regarding a specific item’s transactions.




22

Report Name/#: Transactions by Charge Dept (Dept Issued to) / C4b & C4be

Report Format: Crystal (C4b) & Excel (C4be)

Summary Description: This report shows transactions categorized by the department the item was issued to (the dept being

charged for the item), and then subcategorized by item. Information displayed includes date/time of transaction, the

employee who performed the transaction, transaction type, transaction amount, waste if there is any, and the cabinet and

bin number, and patient name and #.

Purpose/Uses: This report is useful to view items’ transactions within a certain charged department, and can be restricted to

a selected date range.



Report Name/#: Transactions by Employee / C15


Summary Description: This report shows transactions during the selected dates for each employee. Transaction details

include the date/time, item, patient, type of transaction, dose, extended cost, cabinet and bin.

Purpose/Uses: This report can be used to identify types and frequency of items accessed from the cabinets by employee.



Report Name/#: Transactions by Patient / C14; by Med / C14b; and by Patient ID / C14d


Summary Description: This report shows transactions which have taken place for selected patients in a given date range.

The report is sorted by patient based upon the pre-selected date range and patient # range. Under the patient # and

name, the report displays each transaction for the patient including date/time, item, type of transaction, issue dose,

extended cost, cabinet and bin.

Purpose/Uses: This report can be used to reference specific patients and to find what items should be billed to which

accounts.

Suggested User(s): System Administrator, Accounts/Billing office; Practice Manager, Owner

Suggested Report Run Frequency: Daily

Report Name/#: Transactions by User Dept & Item / C4 & C4e


Summary Description: This report shows transactions sorted by the department of the user (employee) who performs the

transaction, and then subcategorized by item. Information will be displayed with date/time of transaction, the employee

who performed the transaction, transaction type, transaction amount, date issued, waste if there is any, the cabinet and

bin number, and patient name and #.

Purpose/Uses: This report is useful to view an item’s transactions within a certain user department, and can be restricted to a

selected date range.

Suggested User(s): System Administrator, Practice Administrator or Manager


Report Name/#: Transactions Summary by Item / C47


Summary Description: This is a summary report of total transactions for each inventory item over the selected date range.

Fields include number of issues, returns, waste, discrepancies, stock and destocks, net inventory item increase/decrease

and average unit cost. The report displays each item only once regardless of how many cabinets it is assigned to unless the

user restricts the selection to a specific cabinet.

Purpose/Uses: This report provides summary transaction quantity and cost data on each inventory item.


Suggested Report Run Frequency: As needed to facilitate analysis of inventory items net usage and costs


23

Report Name/#: Transactions, Complete Export / C51


Summary Description: This report displays all transactions that occurred within the requested date range at the cabinets

specified. For each transaction, it includes all transaction fields, without trying to filter down based on some intended use.

By default, the transactions are sorted in ascending order by Item ID and then in ascending order by date of transaction.

Purpose/Uses: Other transaction reports attempt to home in on a specific use of the transaction record e.g. issues to a

patient, cost by department, etc, and present that information in a formatted layout that can be printed. The C51 report is

intended to be a complete record of all information within a transaction record, without anticipating the end use which

would result in excluding some information in the interest of making the report specific to the need and small enough to be

printable. The number of columns in the C51 is too large to fit on a printed report and in order to sort and view data for a

specific purpose; it is likely a user will want to use Excel’s filtering and sorting tools. This also provides a generic format to

feed as a .csv file into other reporting systems that a practice might have. The last column in this report (“facility”) allows a

company with multiple facilities to consolidate data from multiple sites and use it in a non-Cubex reporting system, or to use

more sophisticated Excel tools like pivot tables to present summary reports across multiple sites.

Suggested User(s): System Administrator, Practice Administrator or Manager, Owner

Suggested Report Run Frequency: As needed to investigate transaction issues that are not covered by standard specific

reports and/or to provide a means of exporting all transaction information for import into a non-Cubex information system

Report Name/#: Transactions, Condensed Export / C51be


Summary Description: This is a version of C51 that has a slightly reduced set of data but still includes key parameters of a

transaction, without trying to anticipate (too much) what the user wants to look at in the data

Purpose/Uses: Same as C51

Suggested User(s): System Administrator, Practice Administrator or Manager, Owner

Suggested Report Run Frequency: As needed to investigate transaction issues that are not covered by standard specific

reports and/or to provide a means of exporting all transaction information for import into a non-Cubex information system

Report Name/#: Transactions, Condensed Patient Export / C51c


Summary Description: This report shows transactions which have taken place for selected patients in a given date range.

This report is similar to C14.

Purpose/Uses: This report is provided in an Excel format to allow the practice to import data.

Suggested User(s): System Administrator, Accounts/Billing office; Practice Manager, Owner


Report Name/#: Transactions, QBud Items / C34


Summary Description: The report lists each issue and return/stocking of QBud items for each item over a selected date

range by cabinet. The report may be limited to a range of items. For items issued, the corresponding quantity is shown as

a negative number since inventory is being reduced (corresponding consumption $ are positive reflecting consumption

cost); similarly, for items stocked or returned the quantity will show as a positive number. Note: These QBud transactions are

not associated to a particular patient or user.

Purpose/Uses: This report provides data on QBud transactions and associated costs.



Report Name/#: Transactions, QBud Items, Summary / C34s


Summary Description: The report shows the summary of total issues and consumption cost by QBud item over a selected

date range by cabinet. The report may be limited to a range of items.

Purpose/Uses: This report provides summary quantity and cost data on QBud items issued.



Report Name/#: Waste Transaction by Patient, C14w


Summary Description: This report identifies all waste transactions sorted by patient, then by date/time, and the associated

cost for the wastes. This report details the item description, schedule, employee, witness, waste amount, bin location, and

extended costs.

Purpose/Uses: This report provides a record of all items and amounts wasted and the costs associated with that loss.


Suggested Report Run Frequency: Weekly or Monthly as needed


24

Glossary of Terms

Transaction Types – Abbreviations/Acronyms & Definitions

Cubex Transactions

Note: The convention is that an Issue is a negative number (i.e. stock being reduced),

restock is positive number, and a negative discrepancy means that you found less than

the computer shows on hand (effectively an issue unaccounted for).

Abbreviation Transaction Name Explanation of Transaction B Issue Item Issue item from stock. Since stock goes down, this

transaction is a negative number. May be an

integer or decimal depending on the item type.

DI Discrepancy Recorded whenever a difference is found between

what the computer thinks is on-hand, and what the

user enters as on-hand. This difference is noted in the

transaction (Issue, Return, Cycle Count) where the

Cycle Count or Countback is made but the

correction is not done in that transaction, but in a

subsequent DI transaction (q.v.). This can occur

during a cycle count or countback, or if the user

modifies the on-hand value during restock or

issue/return because they realize that the

computer’s count is wrong. This is an on-the-fly cycle

count

DS Destock Shows quantity destocked from a bin or button

location when un-assigning

P Cycle Count A P transaction is recorded every time a bin is

accessed or a button is pushed in the cycle count

mode, regardless of whether a new count is made

and regardless if there is a discrepancy. If there is a

discrepancy a DI transaction will follow and make a

"Mystery Issue/Return" to balance up the books

PE Purchase Order Edit/Delete (A Purchase Order line is edited

or deleted)

This shows every time an item is edited on a PO.

Most significantly, if a restock list still has unstocked

items on it, and the restock PO is cancelled at the

cabinet, a PE transaction is recorded for each item.

We have a future feature to use another field to

record and report on these quantities

PO A new Purchase Order is created. Currently this is recorded for each item ordered, but

we do not show the quantity. The quantities should

not be in the issue return field, since the item has not

yet been stocked. We have a future feature to use

another field to record and report on these

quantities

R Item Return This will be a Positive number. May be integer or

decimal depending on the item type

S Stock or Restock, Scheduled or Supplemental This will be a Positive number. Always integer Units of

Issue. May be as a result of Assigning an item, a

Supplemental restock or a Scheduled restock

SK Skip transaction. User preselected a transaction then when they have

access to the item (bin lid open or door open), they

decide to cancel the transaction. Records the drug

they were accessing and the user

T Stock Transfer in Modify bin or within a cabinet. Stock transfer will be a Positive quantity.

W Dose/Waste correction transaction. Records any changes that are entered in the Dose

waste screen


25

Reports Terms: Definitions

Term Definition Notes/Explanation Report

Account # Account Number Optional accounting number for the

item

Active Active An item or patient can be made

Inactive. That means the data is left in

the system, but the item can no longer

be issued and the patient can no

longer be selected at the cabinet

C13T Items Export; C23E Patient

Complete Export

ASKD Ask-Dose An item that is issued by dose but the

whole unit of issue is taken. E.g. a pre-

filled single use 10ml syringe. The user

enters 3mL dose, but the computer

records 10mL leaving the cabinet - 3ml

Dose and 7mL Waste

C52, Bin Item, Consolidated

BC Blind Countback This applies only if CBR is checked.

With Blind countback, the user has to

enter the count without the benefit of

being told what the computer thinks it

is (prevents users prone to

laziness/speed from just leaving the

computer number uncounted :-)


BIL Billable Item (Not now used)

C#I Container Number on

Issue

Require Container # to be entered

when Issuing this item

C#R Container Number on

Restock

Require Container #(s) to be entered

when restocking this item

CBR CountBack Required When the item is accessed the user is

shown the current countback and is

asked to enter the number they find

before proceeding


CCW Cycle Count Witness Cycle Count Witness required for this

item


ChargeDept Charge Department Department to which an item is to be

charged (not necessarily the user's

department)

Class Item Class An arbitrary designation assigned to an

item at MyQLink (e.g. Surgery, narcotic,

ophthalmic etc.) that may be useful for

sorting in reports

C52, Bin Item, Consolidated; C13T,

Items Export

Cont # Container # The unique container number assigned

by practice to each container of

controlled substances

C6-2 Transaction Log (Schedule

drugs)

Dept Department of the User See also Dept of Issuer C6-2A Controlled Substance Admin

Log

Dept Issued to Dept Issued to/aka

Charge dept

Dept Issued to is the dept to be

charged for the item

Description 1 Item Description 1 By convention is the full item text as

used by the supplier to describe the

item. E.g. "Ketaset 10mg/mL 10 mL

Amp"

Description 2 Item Description 2 By convention for Meds, this is the med

name only, (i.e. "Ketamine" in an item

"Ketaset 10mg/mL 10 mL Amp") and if

Description 1 uses Generic then this

should be the most used Brand-name

(and vice-versa)


26

DF Dose Form This is the form of administration by

which the dose is given to the patient.

(e.g. Oral, Inj, Suppository, etc)


DOH Dose on Hand Total amount on hand in Dose units like

mLs (vs. Units of Issue like Vial or Amp)


Dose Units Dose Units Units of Items issued by Dose (Multi-

Dose and AskDose Items). E.g. mLs

C10B, Consumption, Cost by Charge

Dept

DV Dose Volume The denominator in an expression like

25 mg/ 1mL


DVU Units of DV e.g. mL (DV and TVU are forced to be

the same


EXPI Expiration Date on Issue Expiration Date(s) to be entered when

issuing this item

EXPR Expiration Date on

Restock

Expiration Date(s) to be entered when

restocking this item

EXT External Item An item pre-designated at MyQLink to

be stored external to a cabinet


Ext Cost Extended Cost Cost of item at the way it is dispensed

times the cost per dispensing unit,

giving the total cost of whatever left

the cabinet (mLs, each, etc)

C6-2 Transaction Log (Schedule

drugs)

Found Quantity found Quantity Found on Countback C-2 Discrepancies

IDD Item Detailed

Description

Drug description compiled from

entered data, so that entered data

can be compared to the text

description in Description 1. Specifically

compiled as "o <Description 2> <SA>

<SAU> /<DV> <DVU> <DF> <TV> <TVU>

<UOI> <UDT>. So if Description 1 is

"Morphine 10mg /mL Inj 10 mL Vial

narcotic Sched II" the IDD would be

made up using individual fields

entered" <Morphine> <10> <mg> /<1>

<mL> <Inj> <10> <Vial> <mL> <Narcotic

Sched II>"

C6-2A Controlled Substance Admin

Log

Issue Cost Item.IssueIssueCost The Cost at the level of units by which

the item is taken/ issued from the

cabinet, which may be UOI or Dose

depending on Item type

OrderPrice/OrderQty/TV

Issue Cost Issue Cost Cost at the item's issue. This could be

UOI (unit of Issue), or Dose (in the case

of Multi-Dose)

C13T, Items Export

Issue Units Issue Units The units used in Preselect to Issue the

Item (either UOI of Dose if AskDose Or

Multidose)

C50, Top 80% Spend

Item # Item Number Item Code assigned to an item C6-2A Controlled Substance Admin

Log

Item Type Item Type 1 = Supply, 2 = Medication C13T, Items Export

IW Issue Witness Issue Witness required on this item C52, Bin Item, Consolidated

LNR Lot Number on Restock Require Lot #(s) to be entered when

restocking this item

C13A, Item Attributes Export

LNI Lot Number on Issue Lot# to be entered when issuing this

item

C13A, Item Attributes Export

Lead Time Lead Time (Not Used) Average time for order

MD Multi-Dose (aka MUD) This item is issued and recorded in Dose

units. For example in "25mg/1ml 10mL

Vial", the Dose units would be mL


Min& Max Bin

setting

Amounts set for each

item/bin

Same as max & min on Inventory report C17 Stockout Projections


27

MUD Multi-Dose (aka MD) This item is issued and recorded in Dose

units. For example in "25mg/1ml 10mL

Vial", the Dose units would be mL


MyNo Patient # Database filed Patient.MyNo.

Practices Number to uniquely identify

the patient

C23E, Patient Complete Export

NDC National Drug Code NDC number for a drug. This field can

be used in reports

General

Net Item

Usage

Net Item Usage Total Quantity Used C50, Top 80% Spend

Null Null When in a report it means no value

was available for that field

General

OldOU Not Used Not Used C13T, Items Export

Order Units Order Units Units of the way the item is ordered

from the supplier (Case, Box etc.)

Order

Quantity(OQ)

Amount to be ordered defined by the

order unit

C11 Inventory On-Hand

OrderPrice Item.OrderUnitPrice Price paid to the supplier for the item in

the order quantity defined by the

Order Unit (OU) e.g. Case, Box etc.

OrduPrice Item.OrderUnitPrice Price paid to the supplier for the item in

the order quantity defined by the

Order Unit (OU) e.g. Case, Box etc.

C13T, Items Export

Par Par, Same as Max Par is equivalent to Max. Max is the

maximum quantity a bin is intended to

hold. Max, Par, Min and Critical

ALWAYS refer to UOI

Permanent Permanent Patient Patient name & ID# match an existing

practice management patient record.

Not a temporary patient ID#.


PMV Not Used Not Used C13T, Items Export

Quantity Quantity Issued,

Returned or Restocked

or Cycle Counted

Quantity is always in UOI (Units of Issue),

and is always therefore an integer

number. By convention if the quantity

going in or out of the cabinet reduces

the inventory it is negative, if it

increases the inventory it is a positive

number

C55 Purchase Order Distribution

Record ID Database Record ID A unique identifier for every

transaction. Because record IDs can

be created at the cabinet at the same

time Purchase Orders are created at

MyQLink, PO transactions are negative,

to make sure the record IDs are unique.


Refrig Refrigerated item This is a special form of External item C52, Bin Item, Consolidated

RIT Return Issue True You can return the item to the original

Issue Location


RTB Return to (Return) Bin Not yet implemented. For medications

that need to be returned but could

have been tampered with. They go to

a special return bin

RW Restock Witness Restock Witness required C52, Bin Item, Consolidated

SA Strength amount Numerator in an expression like 5MG /

1 mL


SAU Units of SA e.g. mL, mg C52, Bin Item, Consolidated

SCHED Drug Schedule 0-6. 0 = Supply & 1-6 = Meds; 1-5

corresponds to Controlled Drug

Schedules I to V; 6 = noncontrolled

drugs


28

Temp Pt Temporary Patient ID# Temporary ID# assigned to a patient

who does not have a permanent ID#

assigned in the practice management

system.

Total Item

Spend

Total Item Spend Total dollars for that item over the

period

C50, Top 80% Spend

TV Total Volume The container volume e.g. the 10 in

"25mg/1ml 10mL Vial"


TVU Total Volume units Units of TV C52, Bin Item, Consolidated

Ucost Unit Cost The Price at the Unit of Issue (UOI) level,

regardless of Item type.

OrderPrice/OrderQty.

C13T, Items Export

UDT User Defined Text Extra information that gets appended

to the item IDD displayed on the

screen (like take with food)

C13T, Items Export

Unit Cost Item.IssueUnitCost The Price at the Unit of Issue (UOI) level,

regardless of Item type.


C11 Inventory On-Hand; C50 Top

80% Spend

Unit of Order Unit of Order Units of the Order Quantity from the

supplier


Unit Price Item.IssueUnitPrice The Price at level at which it is taken

from the cabinet which may be UOI or

Dose depending on Item type

OrderPrice/OrderQty/TV

Units Units e.g. mL, mg, cc etc. C52, Bin Item, Consolidated

UOI Unit of Issue This is the whole integer unit of stocking

into the cabinet. So for multidose items

(like a vial) this is the Vial where the

Dose is mLs

C52 Bin Item Consolidated; C13T

Items Export

User Dept Department of the

person issuing or

performing the

transaction

To be distinguished from the

"Department Issued to" or "Charge

Department" which is where the item

cost should be charged

C6-2A Controlled Substance Admin

Log

WW Waste Witness Witness required on this item(waste

entry transaction)



29

Reports Terms: Frequently Asked Questions/FAQs

Term Question Notes/Explanation Report

% of Spend What is the % of

spend?

The top 80% spend lists

items comprising the top

80% of total $ spent for the

period. The % of spend

amount listed for each

item is that item's % of the

total $ (100%) for all items

spend for the period.

Top 80% Spend Report; C50

Controlled drug

transactions by container

#

Can you show

transactions for

ea. unique bottle

# with quantities

before & after

each transaction

referring to that

bottle?

Yes; the practice assigned

unique container # can be

recorded if entered by the

practice at time of

stocking and then

selected for transactions

C6-2 Transaction Log (Schedule drugs)

Dose Units What’s difference

between “dose

units” & “issue

units”?

The issue unit is how the

item is stocked in & issued

from the cabinet (e.g.

tablet or vial) unless it is a

multidose item such as a

multidose bottle. The dose

units are the units of the

issued item such as tab or

ml.

C10B, Consumption, Cost by Charge Dept

Vendor Price Does this always

= unit cost x order

quantity?

Yes. But it's actually the

other way round; Unit

Price, aka Order Unit Price,

aka Supplier (Vendor)

Price is the number that

gets input into the item

table. Everything is

derived from that

General Questions

Run frequency of

Controlled Drug reports

Can all the

controlled drug

reports be run

daily just for that

day as date

span?

Yes C6-2 Transaction Log (Schedule drugs)

Discrepancy Found How do you know

which bottle the

discrepancy

transaction is

referring to?

We will have bottle

number on the report

C-2 Discrepancies (Schedule drugs)

Reports Terms & Definitions Are the

definitions for the

various terms

used in Reports

the same

regardless of the

Reports?

Yes, they should be C10B, Consumption, Cost by Charge Dept

On Hand Are these

amounts referring

to the units or

what msr? For

example, if Units =

vial and item

The numbers always have

the units listed on reports.

You are not left to guess.

So on this report look to the

right until you see the units

column, and those are the

C-2 Discrepancies


30

description is

10mg/ml, 10ml

syringe, is the On

Hand quantity

the total# of vials

or total # of ml in

all vials in bin

(e.g.10ml x 3vials

= 30).

units. You should never

have to figure it out. If

there are mixed units in a

report (rare) the units will

follow right after the

number

On Hand Found vs.

Displayed

Are these the

same as “found”

& “on hand” on

the unresolved

discrepancy

report?

"Displayed" means what

the computer thinks it has

and displays. "Found" or

"On hand Found" is what

the user found or found

when they checked the

bin

C-2,Resolved Discrepancies

Unit Cost Does cost here

refer to unit of

issue or order?

It is the Price at the Unit of

Issue (UOI) level, regardless

of Item type.


C11 Inventory On-Hand; C50 Top 80% Spend

Unit of Issue vs. Unit of

Order & Order Quantity

If unit of issue =

bottle and unit of

Order = box (e.g.

10 bottles/box),

then if order Qty =

10, does this

mean 10 boxes?

Yes. Order Quantity is how

you order it (how supplier

sells it). For example, if the

supplier sells it by box

containing 12 bottles, then

10 boxes x 12 bottles = 120

bottles


On-Hand quantity Is this measured in

the UOI (e.g. vial,

tab, syringes) or,

in the case of

multidose bottles,

the total of all

bottles on-hand?

On-hand quantity is the

total amount of the item

stocked in the cabinet for

the date listed. The

amount shown is in units of

issue (e.g. 50 tabs) or total

ml of all containers on-

hand.

C17 Stockout Projections

UOI Is this the Qty in

the UOI (e.g.

10cc for a 10cc

bottle) or the

bottle itself?

This is the whole integer

unit of stocking into the

cabinet. So for multidose

items (like a vial) this is the

Vial where the Dose is mLs

Type Is this the same

“type” as on the

unresolved

discrepancy

report for that line

item?

Yes and this would be

better labeled as

"Transaction Type" since

we use the work "Type"

elsewhere for whether an

Item is a Supply (Type = 1)

or Med "Type = 2"

C-2,Resolved Discrepancies

Total quantity Is this the total

volume of

transactions like

unit of issue (ml,

syringe, etc.)?

Stockout Projections are all

in the same units (UOI)and

the units are stated

C17 Stockout Projections

Par Par and Max ? Par is equivalent to Max.

Max/Par, Min and Critical

ALWAYS refer to UOI

General Questions

Discrepancy How do the

discrepancy

reports link to

reflect the

specific original

transaction

causing

discrepancy?

Each report does list

where the discrepancy

was found. Where the

original discrepancy

occurred has to be in the

notes that are entered.

The standard selectable

reasons are like

C-2, Resolved Discrepancies


31

"Miscounted" or

Miscounted on previous

transaction etc....but the

error may have been

earlier, especially if users

don't use countback at

every access but instead

use a shift cycle count. In

fact shift cycle count is

useless for tracing the

cause. It just allows you to

check if there are

egregious errors.

Patient Is this Patient# &

Name?

Yes C6-2A Controlled Substance Admin Log

Total Cost What is Total Cost

?

Total cost for the given

period


Fill Quantity What is the

difference

between “Fill

quantity” and

“Quantity”?

Fill Quantity is the quantity

as the Practice cares

about it in UOI (e.g. Vials)

whereas Quantity is in OU

(Order Units) the way the

Vendor (Supplier) cares

about it (e.g in box of 12

Vials)

C55 Purchase Order Distribution

Issue When is “issue” a

pos vs. neg

number?

The convention is Issue

Quantities are negative

(because inventory goes

down), as are

Discrepancies where less

was found than expected

(making the Discrepancy a

"Mystery "Issue). Returns

and Restocks (Stocks) are

positive since inventory

increases as are

Discrepancies where more

was found than expected

(making the Discrepancy a

"Mystery" Return or

Restock).


Individual bottle # Is the individual

bottle/container

# on Controlled

drugs Admin

report?

Yes C6-2A Controlled Substance Admin Log

cubex report guide

Documents