cubex report guide
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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
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
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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
Report Format: Excel
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly and as needed
Report Name/#: Consolidated Item Export / C24e
Report Format: Excel
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
Report Name/#: Employee Consolidated Export / C25e
Report Format: Excel
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly for a review of all employees’ access versus needs
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Report Name/#: Employee Download/Export / C12
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly for a review of all employees’ access versus needs
Report Name/#: IOH Conversion Check
Report Format: Excel
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly or as needed
Report Name/#: Item Attributes Export / C13A
Report Format: Excel
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
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
Report Name/#: Items Export / C13T
Report Format: Excel
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
Report Name/#: Patient Complete Export / C23e
Report Format: Excel
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed.
Report Name/#: Supplier Export / C70e
Report Format: Excel
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly or as needed.
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Report Name/#: System Statistics / C44
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly to Quarterly
Report Name/#: Temp Patient Reconciliation Sheet / C41
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed.
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Category: Consumption
Report Name/#: Consumption by Doctor, by Patient / C63
Report Format: Crystal
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
Report Format: Crystal
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)
Suggested Report Run Frequency: Monthly to Quarterly
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)
Suggested Report Run Frequency: Monthly
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.
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Monthly
Report Name/#: Consumption Cost by User Dept / C10
Report Format: Crystal
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.
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Monthly
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Report Name/#: Consumption Monthly Trend / C33
Report Format: Crystal
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 User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Quarterly, semi-annually, and annually
Report Name/#: Consumption Monthly Trend / C33cc
Report Format: Crystal
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
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Quarterly, semi-annually, and annually
Report Name/#: Top 30 Items by Consumption / C16
Report Format: Crystal
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.
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Monthly
Report Name/#: Top 80% Spend Report / C50; No Discrepancies, C50ND
Report Format: Crystal
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).
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Monthly
Report Name/#: Weekly Trends / C19
Report Format: Crystal
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.
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Monthly
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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
Report Format: Crystal
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
Report Format: Crystal
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
Report Format: Crystal
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.
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. 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
Report Format: Crystal
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.
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/#: 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.
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/#: Transactions by Cabinet by Type – Schedule drugs / C6-2 (Old report format)
Report Format: Crystal
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.
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/#: Transactions, Controlled Substances / C6-2A (Controlled Substances Admin Log) (Old report format)
Report Format: Crystal
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.
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/#: Transactions, Controlled Substances / Sched 2, C6-2B; and Sched 3-5, C6-35 (New report format)
Report Format: Crystal
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.
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)
Cubex Report Guide rev9.17.14 (LB)
13
Category: CRx (Cubie Replenishment) Station Reports
Report Name/#: Cubie Fill by Company, Site, and Station / CR02
Report Format: Crystal
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
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager, Pharmacist
Suggested Report Run Frequency: Weekly and as needed
Report Name/#: Cubie Delivery Reconciliation / CR03 (In Development)
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Weekly and as needed
Report Name/#: CRx Fill Receipt Form / CR04
Report Format: Crystal
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
Suggested User(s): System Administrator, Practice Manager, Pharmacist
Suggested Report Run Frequency: Weekly and as needed
Report Name/#: RxCheck by Site / CR07
Report Format: Crystal
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
Suggested User(s): System Administrator, Practice Manager, Pharmacist
Suggested Report Run Frequency: Weekly and as needed
Cubex Report Guide rev9.17.14 (LB)
14
Category: Inventory
Report Name/#: Bin Allocation / C75
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly to Quarterly, or as needed
Report Name/#: Inventory Assign/DeAssign / C64
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Weekly or as needed
Report Name/#: Inventory Items at Critical / C38
Report Format: Crystal
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
Report Format: Crystal
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.
Suggested User(s): System Administrator
Suggested Report Run Frequency: Weekly
Report Name/#: Inventory Min-Max Optimization / C17-2
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Inventory Monthly Trend / C32
Report Format: Crystal
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
Suggested Report Run Frequency: Monthly to Quarterly
Report Name/#: Inventory Monthly Trend / C32cc
Report Format: Crystal
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
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly to Quarterly
Report Name/#: Inventory Not Moving for 180 days / C39; and 90 days/ C39B
Report Format: Crystal
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 User(s): System Administrator
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.
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly
Report Name/#: Inventory on Hand / C11 & C11e
Report Format: Crystal (C11) & Excel (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).
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Inventory on Hand, Sched 2 / C11-S2-5
Report Format: Crystal
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).
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly or as needed
Report Name/#: Stockout Projections / C17 & C17e
Report Format: Crystal (C17) & Excel (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).
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly
Report Name/#: Top 10 Items by on-hand Value / C54
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly
Report Name/#: Inventory, Current Needs by Item / C56
Report Format: Crystal
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 User(s): System Administrator
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 User(s): System Administrator
Suggested Report Run Frequency: Monthly or as determined by the practice volume
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Potentially Expiring Inventory / C45
Report Format: Crystal
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.
Suggested Report Run Frequency: Monthly
Report Name/#: Potentially Expiring Inventory Re-Order / C45R
Report Format: Crystal
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.
Suggested Report Run Frequency: Monthly
Cubex Report Guide rev9.17.14 (LB)
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Category: Purchasing
Report Name/#: Market % Share, by Supplier, by Category / C29
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly-Quarterly
Report Name/#: Market % Share, by Supplier / C28
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly or as needed
Report Name/#: Monthly % Market Share, by Supplier / C27
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly or as needed
Report Name/#: Open PO Detail by Item / C22
Report Format: Crystal
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
Report Format: Crystal
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
Report Format: Crystal
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.
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: Weekly or as needed
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Restock from Empty, by Cab, then Item, C73b
Report Format: Crystal
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 based on current 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.
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: Weekly or as needed
Report Name/#: Purchase Order Distribution / C55
Report Format: Crystal
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 code 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.
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: Weekly
Report Name/#: Purchase Orders by Cabinet & Bin / PO Report2
Report Format: Crystal
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 User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: As required
Report Name/#: Purchase Orders, Open, by Item / OpnPurchItm
Report Format: Crystal
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
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: As needed
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.
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: Weekly
Report Name/#: Purchase Orders, PO Report
Report Format: Crystal
Summary Description: Individual purchase orders (external PO) are available.
Purpose/Uses: This allows a user to reprint purchase orders exactly as they were sent
Suggested User(s): System Administrator, Office Manager, Person involved in PO process
Suggested Report Run Frequency: As needed
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Purchasing by Category, by Month, C66
Report Format: Crystal
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.
Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s)
Suggested Report Run Frequency: Quarterly, semi-annually, and annually
Report Name/#: Restock by User / C61
Report Format: Crystal
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
Suggested Report Run Frequency: As needed
Report Name/#: Restock Demand / C60
Report Format: Crystal
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 User(s): System Administrator
Suggested Report Run Frequency: Weekly or as determined by the practice volume
Cubex Report Guide rev9.17.14 (LB)
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Category: Transactions
Report Name/#: Discrepancy / User Report / C35
Report Format: Crystal
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 User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly or Quarterly
Report Name/#: Discrepancy Summary / C43
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly or Quarterly
Report Name/#: Transaction Skip Report / C58
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Monthly or as needed
Report Name/#: Transactions by Cabinet by Type / C6
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
Cubex Report Guide rev9.17.14 (LB)
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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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: As needed
Report Name/#: Transactions by Employee / C15
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager
Suggested Report Run Frequency: Quarterly or as needed
Report Name/#: Transactions by Patient / C14; by Med / C14b; and by Patient ID / C14d
Report Format: Crystal
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
Report Format: Crystal (C4) & Excel (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
Suggested Report Run Frequency: As needed
Report Name/#: Transactions Summary by Item / C47
Report Format: Crystal
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 User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: As needed to facilitate analysis of inventory items net usage and costs
Cubex Report Guide rev9.17.14 (LB)
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Report Name/#: Transactions, Complete Export / C51
Report Format: Excel
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
Report Format: Excel
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
Report Format: Excel
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
Suggested Report Run Frequency: As needed
Report Name/#: Transactions, QBud Items / C34
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly or Quarterly
Report Name/#: Transactions, QBud Items, Summary / C34s
Report Format: Crystal
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.
Suggested User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Monthly or Quarterly
Report Name/#: Waste Transaction by Patient, C14w
Report Format: Crystal
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 User(s): System Administrator, Practice Manager, Owner
Suggested Report Run Frequency: Weekly or Monthly as needed
Cubex Report Guide rev9.17.14 (LB)
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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
Cubex Report Guide rev9.17.14 (LB)
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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 :-)
C52, Bin Item, Consolidated
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
C52, Bin Item, Consolidated
CCW Cycle Count Witness Cycle Count Witness required for this
item
C52, Bin Item, Consolidated
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)
Cubex Report Guide rev9.17.14 (LB)
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DF Dose Form This is the form of administration by
which the dose is given to the patient.
(e.g. Oral, Inj, Suppository, etc)
C52, Bin Item, Consolidated
DOH Dose on Hand Total amount on hand in Dose units like
mLs (vs. Units of Issue like Vial or Amp)
C52, Bin Item, Consolidated
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
C52, Bin Item, Consolidated
DVU Units of DV e.g. mL (DV and TVU are forced to be
the same
C52, Bin Item, Consolidated
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
C52, Bin Item, Consolidated
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
C52, Bin Item, Consolidated
Min& Max Bin
setting
Amounts set for each
item/bin
Same as max & min on Inventory report C17 Stockout Projections
Cubex Report Guide rev9.17.14 (LB)
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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
C52, Bin Item, Consolidated
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#.
C23E, Patient Complete Export
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.
C23E, Patient Complete Export
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
C52, Bin Item, Consolidated
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
C52, Bin Item, Consolidated
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
Cubex Report Guide rev9.17.14 (LB)
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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"
C52, Bin Item, Consolidated
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.
OrderPrice/OrderQty.
C11 Inventory On-Hand; C50 Top
80% Spend
Unit of Order Unit of Order Units of the Order Quantity from the
supplier
C11 Inventory On-Hand
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)
C52, Bin Item, Consolidated
Cubex Report Guide rev9.17.14 (LB)
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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
Cubex Report Guide rev9.17.14 (LB)
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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.
OrderPrice/OrderQty.
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
C11 Inventory On-Hand
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
Cubex Report Guide rev9.17.14 (LB)
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"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
C10B, Consumption, Cost by Charge Dept
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).
C10B, Consumption, Cost by Charge Dept
Individual bottle # Is the individual
bottle/container
# on Controlled
drugs Admin
report?
Yes C6-2A Controlled Substance Admin Log