Essential · Supplier-document processing
Documents prepared. Exceptions made clear.
Prepares the draft ledger and accounting import, reconciles every source total and shows only the exceptions needing approval. This public demo uses fictional supplier documents.
Work removed before the report
24 supplier documents processed. Review narrowed to 3 exceptions.
Draft import staging, approval queue and reconciliation are included. This fictional demonstration does not claim measured hours or verified cash savings.
Five-minute approval queue
Review only what needs judgement.
Possible duplicate · MED-106244-B
Same PO, line values, delivery and £331.15 gross as the preceding document.
Decision required
Confirm whether both documents represent separate supplies. The second bill is held from the ready import.
Account code · GPS-55920-A
Clinical consumables is suggested, but no practice-approved mapping example was supplied.
Decision required
Approve the proposed account or select the correct code.
VAT code · WMS-78102-A
20% input VAT is suggested from the document; the practice tax-code rule is not yet approved.
Decision required
Approve the tax code before import.
Human control remains. DBX ONE does not post entries automatically. Suggested account and VAT treatment, probable duplicates and unresolved exceptions require competent approval. The accountant remains responsible for professional and statutory work.
Monthly summary
What this report says first
Monthly summary
This report organises £4,832.08 of submitted supplier documents across 24 files and 6 suppliers. It has detected a high-priority possible duplicate charge: MED-106244-A and MED-106244-B both total £331.15 and share the same PO reference and commercial details.
Main pointA possible repeated £331.15 supplier charge should be checked before payment.
Positive checksAll 24 submitted files are accounted for; VAT and delivery are separated where visible.
EvidenceThe two flagged invoice rows link directly to both submitted PDFs.
Files submitted
Submitted evidence
Each file is listed so the practice can see exactly what was reviewed.
Files submitted24 files
📄 MED-106244-A.pdf📄 MED-106244-B.pdf📄 MED-106244-C.pdf📄 WMS-78102-A.pdf📄 WMS-78102-B.pdf📄 WMS-78102-C.pdf📄 GPS-55920-A.pdf📄 GPS-55920-B.pdf📄 GPS-55920-C.pdf📄 GPS-55974-A.pdf📄 GPS-55974-B.pdf📄 GPS-55974-C.pdf📄 MCS-67240-A.pdf📄 MCS-67240-B.pdf📄 MCS-67240-C.pdf📄 MED-106588-A.pdf📄 MED-106588-B.pdf📄 MED-106588-C.pdf📄 CCL-44218-A.pdf📄 CCL-44218-B.pdf📄 CCL-44218-C.pdf📄 PCS-22018-A.pdf📄 PCS-22018-B.pdf📄 PCS-22018-C.pdf
Headline metrics
The month at a glance
Open each metric to see the supplier or invoice breakdown behind the number.
Across 24 processed supplier documents.
Suppliers6Open supplier spend list
Medisave UK Ltd£1,468.24
GP Supplies Ltd£1,381.28
Williams Medical Supplies£859.20
MediClean Supplies£530.16
Clini Consumables Ltd£393.60
PracticeCare Supplies£199.60
Delivery expenses£69.76Across 7 smaller orders
Medisave UK Ltd£31.80
GP Supplies Ltd£23.96
MediClean Supplies£14.00
VAT£805.32VAT separated where visible
Medisave UK Ltd£244.71
GP Supplies Ltd£230.21
Williams Medical Supplies£143.20
MediClean Supplies£88.36
Clini Consumables Ltd£65.60
PracticeCare Supplies£33.24
Red flags and green ticks
What needs attention and what looks clear
High priority is red, medium is yellow and positive checks are green.
Possible duplicate supplier charge
HighMED-106244-A and MED-106244-B have different invoice numbers but the same purchase-order reference (PO-4418), identical item values, the same £10.60 delivery charge and the same £331.15 total on consecutive dates. One charge may have been repeated. Confirm that both invoices relate to separate valid orders before payment.
Main suppliers identified
BaselineThe top two suppliers account for £2,849.52 of reviewed spend. That is not treated as a problem by itself; it gives the practice a supplier-mix baseline for comparison and benchmarking.
Small-order delivery
Medium£69.76 delivery identified across 7 smaller orders. Review free-delivery thresholds and ordering pattern.
All submitted files accounted for
Looking good24 of 24 submitted files are included in the evidence list.
No unusual missing-file pattern
Looking goodNo obvious missing-file pattern was identified within the submitted invoice set. This is not a financial audit.
VAT and delivery separated
ClearVAT and delivery charges have been separated from item spend where visible on the submitted supplier documents.
Expenses
Spend breakdown
Supplier spend, goods spend by category and invoice composition for this month.
By supplier
Medisave£1,468.24
GP Supplies£1,381.28
Williams Medical£859.20
MediClean£530.16
Clini Consumables Ltd£393.60
PracticeCare£199.60
Goods spend by category
PPE & gloves£955.28
Wound care & dressings£859.19
Couch roll & paper consumables£676.84
Diagnostics consumables£675.69
Infection-control consumables£513.35
Phlebotomy consumables£474.80
Procedure-room disposables£393.61
ECG & respiratory consumables£199.63
Invoice composition
Items / net spend£3,957.00
VAT£805.32
Delivery£69.76
Supplier ranking
Supplier ranking
Ranked by reviewed spend for the month.
| Rank | Supplier | Spend | % of total | Invoices | Note |
|---|---|---|---|---|---|
| 1 | Medisave UK Ltd | £1,468.24 | 30.4% | 6 | Largest supplier |
| 2 | GP Supplies Ltd | £1,381.28 | 28.6% | 6 | Repeat supplier |
| 3 | Williams Medical Supplies | £859.20 | 17.8% | 3 | Monitor baseline |
| 4 | MediClean Supplies | £530.16 | 11.0% | 3 | Monitor baseline |
| 5 | Clini Consumables Ltd | £393.60 | 8.1% | 3 | Low current share |
| 6 | PracticeCare Supplies | £199.60 | 4.1% | 3 | Low current share |
Invoice evidence
Search the evidence table
Search by supplier, invoice number, category, item or amount. Each row links back to a submitted PDF.
24 invoices
| Invoice | Supplier | Category | Item / description | Delivery | Total | |
|---|---|---|---|---|---|---|
| MED-106244-A 2026-06-02 | Medisave UK Ltd | PPE & gloves | Nitrile gloves, disposable aprons and Type IIR masks · PO-4418Possible duplicate pair: matches MED-106244-B | £10.60 | £331.15 | MED-106244-A.pdf |
| MED-106244-B 2026-06-03 | Medisave UK Ltd | PPE & gloves | Nitrile gloves, disposable aprons and Type IIR masks · PO-4418Possible duplicate pair: matches MED-106244-A | £10.60 | £331.15 | MED-106244-B.pdf |
| MED-106244-C 2026-06-04 | Medisave UK Ltd | PPE & gloves | FFP2 masks, sleeve protectors and face visors · PO-4452 | £10.60 | £331.14 | MED-106244-C.pdf |
| WMS-78102-A 2026-06-14 | Williams Medical Supplies | Wound care & dressings | Sterile dressings, gauze swabs, micropore tape and bandages · WMS-9021 | £0.00 | £286.40 | WMS-78102-A.pdf |
| WMS-78102-B 2026-06-15 | Williams Medical Supplies | Wound care & dressings | Sterile dressings, gauze swabs, micropore tape and bandages · WMS-9055 | £0.00 | £286.40 | WMS-78102-B.pdf |
| WMS-78102-C 2026-06-16 | Williams Medical Supplies | Wound care & dressings | Sterile dressings, gauze swabs, micropore tape and bandages · WMS-9088 | £0.00 | £286.40 | WMS-78102-C.pdf |
| GPS-55920-A 2026-06-08 | GP Supplies Ltd | Couch roll & paper consumables | Couch roll, paper towels and examination-bed paper · WEB-7740 | £11.98 | £235.20 | GPS-55920-A.pdf |
| GPS-55920-B 2026-06-09 | GP Supplies Ltd | Couch roll & paper consumables | Couch roll, paper towels and examination-bed paper · WEB-7772 | £11.98 | £235.20 | GPS-55920-B.pdf |
| GPS-55920-C 2026-06-10 | GP Supplies Ltd | Couch roll & paper consumables | Couch roll, paper towels and examination-bed paper · WEB-7799 | £0.00 | £235.20 | GPS-55920-C.pdf |
| GPS-55974-A 2026-06-11 | GP Supplies Ltd | Diagnostics consumables | Urine dipsticks, specimen pots, lancets and thermometer probe covers · WEB-7815 | £0.00 | £225.23 | GPS-55974-A.pdf |
| GPS-55974-B 2026-06-12 | GP Supplies Ltd | Diagnostics consumables | Urine dipsticks, specimen pots, lancets and thermometer probe covers · WEB-7843 | £0.00 | £225.23 | GPS-55974-B.pdf |
| GPS-55974-C 2026-06-13 | GP Supplies Ltd | Diagnostics consumables | Urine dipsticks, specimen pots, lancets and thermometer probe covers · WEB-7862 | £0.00 | £225.22 | GPS-55974-C.pdf |
| MCS-67240-A 2026-06-17 | MediClean Supplies | Infection-control consumables | Surface wipes, hand gel, disinfectant spray and spill wipes · MC-6221 | £7.00 | £176.72 | MCS-67240-A.pdf |
| MCS-67240-B 2026-06-18 | MediClean Supplies | Infection-control consumables | Surface wipes, hand gel, disinfectant spray and spill wipes · MC-6248 | £7.00 | £176.72 | MCS-67240-B.pdf |
| MCS-67240-C 2026-06-19 | MediClean Supplies | Infection-control consumables | Surface wipes, hand gel, disinfectant spray and spill wipes · MC-6280 | £0.00 | £176.72 | MCS-67240-C.pdf |
| MED-106588-A 2026-06-05 | Medisave UK Ltd | Phlebotomy consumables | Vacutainer tubes, needles, holders, tourniquets and plasters · PO-4510 | £0.00 | £158.27 | MED-106588-A.pdf |
| MED-106588-B 2026-06-06 | Medisave UK Ltd | Phlebotomy consumables | Vacutainer tubes, needles, holders, tourniquets and plasters · PO-4541 | £0.00 | £158.27 | MED-106588-B.pdf |
| MED-106588-C 2026-06-07 | Medisave UK Ltd | Phlebotomy consumables | Vacutainer tubes, needles, holders, tourniquets and plasters · PO-4577 | £0.00 | £158.26 | MED-106588-C.pdf |
| CCL-44218-A 2026-06-20 | Clini Consumables Ltd | Procedure-room disposables | Disposable trays, kidney dishes, medicine pots and specimen bags · CC-1017 | £0.00 | £131.20 | CCL-44218-A.pdf |
| CCL-44218-B 2026-06-21 | Clini Consumables Ltd | Procedure-room disposables | Disposable trays, kidney dishes, medicine pots and specimen bags · CC-1043 | £0.00 | £131.20 | CCL-44218-B.pdf |
| CCL-44218-C 2026-06-22 | Clini Consumables Ltd | Procedure-room disposables | Disposable trays, kidney dishes, medicine pots and specimen bags · CC-1068 | £0.00 | £131.20 | CCL-44218-C.pdf |
| PCS-22018-A 2026-06-23 | PracticeCare Supplies | ECG & respiratory consumables | ECG electrodes, spirometry mouthpieces and disposable peak-flow mouthpieces · PC-3301 | £0.00 | £66.54 | PCS-22018-A.pdf |
| PCS-22018-B 2026-06-24 | PracticeCare Supplies | ECG & respiratory consumables | ECG electrodes, spirometry mouthpieces and disposable peak-flow mouthpieces · PC-3322 | £0.00 | £66.53 | PCS-22018-B.pdf |
| PCS-22018-C 2026-06-25 | PracticeCare Supplies | ECG & respiratory consumables | ECG electrodes, spirometry mouthpieces and disposable peak-flow mouthpieces · PC-3349 | £0.00 | £66.53 | PCS-22018-C.pdf |
Data quality and limits
How to read this report safely
The output supports supplier-document processing and management review. Draft coding, VAT and imports require competent approval.