TESTPractice data — nothing here is realnot connected
Quadcare
Access Console v3.95 project
—
Loading…
Quadcare Primary Health
Procure-to-Pay Workspace
Quadcare
At the clinic
Buying
Review and oversight
Quadcare
Review & Order v3.95

Requests waiting for you

Every submitted request with lines still open. Two separate passes. First decide what you are willing to buy and tell the clinic. Then, once you have been through the supplier’s own system, record what they actually gave you — and that becomes the order.
Quadcare
System Administration v3.95

Open or close the system

Closing the system stops people signing in and shows them your message. It does not stop work already under way — anyone already signed in keeps working until they sign out. Close it, then use the list below to see who is still active and ask them to sign out. You keep access while it is closed, because you hold system administration.

Who is working right now

Anyone who has done something in the last twelve hours, most recent first. This shows who has ACTED, not who is sitting on a screen — someone part-way through a form with nothing saved will not appear. Idle minutes count from their last action, so a long idle time does not mean they have gone.
Quadcare
Raise Purchase Order (without clinic request) v3.95

New purchase order — without a clinic request

The app performs no checks of its own. It sends what you enter; the database applies the permission, validates every line, and either mints the order or refuses with its reason shown verbatim below.
Product — or free-text descriptionQtyPack sizePrice each
excl. VAT		Supplier codeLine note
The database refused this order.
The refusal happened in the database, not here — this screen sent your entries and was given the message above.
Order raised and audited. Your purchase order number is:
Quote this number to the supplier, and choose it on the Receive Delivery screen when the stock arrives.
Check it against the supplier’s screen, now, before you close it.
Type the order subtotal excluding VAT as the supplier’s own system shows it. If the two agree, a keying slip on either side would have shown up here. It is not foolproof — two mistakes that cancel out, or the same wrong quantity keyed in both places, will still agree.
The supplier’s document
Quadcare
Receive Delivery v3.95

Record a delivery

The app performs no checks of its own. It sends what you enter; the database applies the permission, validates every line, enforces separation of duties, and either records the delivery or refuses with its reason shown verbatim below.
Choose a purchase order above and its items appear below — just enter what actually arrived. Batch and expiry are optional.
The price field records what the DELIVERY NOTE says, not what was agreed. The order already carries the agreed price and the stock is valued from it, so leave the price blank unless the delivery note actually prints one. A price entered here is treated as evidence of what the supplier charged — a figure nobody read off a document should not be recorded as one.
Item (pack) Ordered Received (packs) Free (packs) Pack size Price / pack
on the delivery note		 Total to stock Batch / expiry / size
The database refused this delivery.
The refusal happened in the database, not here — this screen sent your entries and was given the message above.
Delivery recorded.
Quadcare
Request Stock v3.95

What your clinic should order

Computed from your stock on hand and your recent usage, against the ordering rule that applies to each product. Quantities are in base units, not packs — the buyer decides which pack sizes fill them. Change any quantity you disagree with and say why; leave the rest alone. Both figures are sent — what was suggested and what you asked for.

Ask for something the rule did not suggest

The list above only covers products this clinic already holds or has used. Anything genuinely new to the clinic will not appear there at all, so search for it here. These lines always need a reason — no rule has ever assessed them, and the buyer needs to know why you are asking.
Quadcare
Identify Supplier Lines v3.95

Unresolved supplier lines

These are lines the database could not match to a pack on its own. The app performs no checks of its own: it sends the pack you choose, and the database applies the permission, refuses a duplicate, and records you as the person who identified it. Once committed, every future line carrying the same wording from this supplier resolves to this pack.

What has been identified so far

Every live alias for this supplier, and the person who decided it. This screen only shows — nothing here can be changed yet. Correcting an alias is a separate act that does not exist as a function, so a wrong one has to be undone by hand against the database.
Quadcare
Count Stock v3.95
Quadcare
Review Count v3.95

Counts waiting for review

Every submitted count at a clinic where you may finalise counts. A count stays here until it is approved.
Quadcare
Approve Invoice Payments v3.95

Releasing money to suppliers

Nothing here is paid by the system — approving records that an amount may be paid. You may not approve an invoice you captured, nor one whose differences you ruled on.
Ready to approve
Part approved — a balance is still open
Approve more when a credit or the goods arrive, or close the balance for good.
Quadcare
Invoices Needing Attention v3.95

Supplier invoices needing attention

Every supplier invoice that still needs something appears below exactly once, saying what it is waiting for. Open one at a time and deal with it. Nothing here is approved or paid. An invoice you have finished stays on the list until the end of today, so anyone else working the queue can see it was dealt with.
Quadcare
Capture Supplier Invoice v3.95
The supplier’s document

Type in what the supplier’s invoice says

This records the document as it is written — it does not interpret it. Once it is in, the system works out which product each line is and compares it against the order and the delivery.

The supplier’s document

Attach the invoice as a PDF or a photograph. It is filed before the invoice is captured, so an invoice is never recorded with its paper missing.
No document chosen yet.
Choose a document first. Reading fills the form in for you — you still check it against the paper beside you.

The lines, as printed

Type what the invoice says. The description and the quantity are the only things required — everything else helps the system work out what the line is.
Description, as printed What it is
search our products		 Their code Qty Free Price each
excl VAT		 Line total
excl VAT		 Batch / expiry

The totals, as printed at the foot of the invoice

Quadcare
Daily Dispensing Load v3.95

Load today’s dispensing

Upload the Healthbridge extract into the system, then run it from here. The file covers the last two weeks, so most of it will already be known — that is normal, not an error. What matters is what is new, and how far back it reaches.

Waiting to be loaded

Looking…

Every run, most recent first

Looking…
Quadcare
Review New Products v3.95

Questions waiting for you

Every record below exists because a clinic dispensed a code the system could not match to anything on the list — so it made a record rather than lose the stock. Most of them are not new products at all. The question is whether each one is the same thing as something already held. Answering records what you decided and changes nothing about the product — the change is made afterwards, deliberately.

Products the system created for you

The system builds a product record whenever a clinic dispenses something it has never seen before, so the stock is recorded straight away. Nothing here can be ordered until you approve it. Every field is a proposal — correct anything that is wrong.
Read the flag before you read the numbers. The busiest item on this list is the one most likely to be a data error, not the one most in demand. A product whose pack size is wrong reports enormous quantities. Fix the pack size first; the volume then means something.
Quadcare
Data Interrogation v3.95 project
—