Practice Pro · Supplier-document processing
Documents prepared. Exceptions made clear.
Prepares the bookkeeping, narrows the approval queue and builds the complete accountant handover, actions and management review. This public demo uses fictional supplier documents.
Work removed before the report
24 supplier documents processed. Review narrowed to 3 exceptions.
Adds the full accountant handover, Action Board, supplier drafts and meeting support. 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 month, DBX ONE reviewed £4,832.08 across 24 supplier documents and detected one high-priority issue: MED-106244-A and MED-106244-B may represent the same £331.15 supplier charge. The invoices have different numbers but share PO-4418, identical item values, delivery and total on consecutive dates.
High priorityVerify the possible duplicate £331.15 charge before approval or payment.
Other review pointsDelivery totals £69.76 across 7 smaller orders; supplier mix remains a baseline, not a red flag.
Act with evidenceThe DBX Action Board links the finding to both invoice PDFs and sets out the next check.
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.
Repeat-item price movement
MediumNitrile gloves increased against the previous baseline. Confirm pack size and product specification before acting.
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 |
Unit prices
Repeat-item watchlist
Visible unit prices for items worth comparing and checking.
| Item | Supplier | Unit price | Previous month | Change | Interpretation | Evidence |
|---|---|---|---|---|---|---|
| Nitrile examination gloves, box of 100 | Medisave UK Ltd | £4.92/box | £4.60/box | +7.0% | Confirm the same box size and product specification before querying. | MED-106244-A.pdf |
| Couch roll, 2-ply, case of 12 | GP Supplies Ltd | £18.40/case | £18.40/case | No change | No action from price alone. | GPS-55920-A.pdf |
| Surface disinfectant wipes, tub of 200 | MediClean Supplies | £6.74/tub | £6.50/tub | +3.7% | Confirm the same tub size and product specification before querying. | MCS-67240-B.pdf |
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 |
Trend lines
Month-on-month movement
Monthly spend and delivery trends make repeat issues easier to see.
Month-on-month spend
Interpretation: spend is down £235.28 vs May in this fictional demo set.
Hover over each point for the exact month value.Month-on-month delivery
Interpretation: delivery is trending down, but still appears across 7 smaller orders.
Hover over each point for the exact month value.
Rolling history
Longer-term purchasing view
After three complete reporting months, DBX ONE carries the history forward so recurring movements are easier to see.
Five complete fictional monthly periods.
Average across all available complete retained months.
Illustrative annualisation, not a budget forecast.
Separated where visible on invoices.
Gross-spend concentration in the fictional history.
At least three like-for-like observations required.
| Period | Gross spend | Delivery | Suppliers | Largest supplier share | Gross change |
|---|---|---|---|---|---|
| February 2026 | £5,273.80 | £137.20 | 6 | 29% | Baseline |
| March 2026 | £5,138.88 | £119.40 | 6 | 30% | −£134.92 |
| April 2026 | £4,997.44 | £96.80 | 6 | 31% | −£141.44 |
| May 2026 | £5,067.36 | £91.84 | 6 | 31% | +£69.92 |
| June 2026 | £4,832.08 | £69.76 | 6 | 31% | −£235.28 |
Rolling history reports purchasing movement only. DBX ONE does not track whether recommendations were implemented or whether refunds, credits or savings were achieved.
Delivery planning
Live supplier thresholds and consolidation scenarios
Delivery recommendations use the supplier’s current official UK website, checked during the report run. Search-result snippets and remembered terms are not accepted as evidence.
Official delivery terms
Live check requiredSupplierPublic fictional demo
Free-delivery thresholdLive terms intentionally omitted from this public demo
Threshold basisMust state ex VAT / inc VAT and relevant conditions
Date checkedGenerated live reports show the actual check date
Official sourceNot displayed for fictional sample dataOpen official delivery page
Illustrative consolidation review
Scenario onlyCharged orders observed7
Delivery paid£69.76
Eligible order valuesMust be checked against the live official threshold
Potential reductionNot quantified in the public demo
A production report may say: “The supplier’s official website states free standard delivery above £X on eligible UK orders. Grouping suitable routine items to reach £X could help avoid observed delivery charges.” It must also show exclusions and label the calculation as an illustrative scenario, not a guaranteed saving.
Safety rule: no threshold, contact detail or saving is shown unless it was opened and verified on the supplier’s official website during that report run. If the position is unclear, the report states “Not publicly verified” instead of guessing.
Changes
What changed since last month
Changes are separated from static metrics so the practice knows what moved.
| Change | Previous | Current | Movement | Interpretation / action | Evidence |
|---|---|---|---|---|---|
| Possible duplicate charge | No matching pair | £331.15 pair detected | New high-priority signal | Two differently numbered Medisave invoices share PO-4418, identical item values, delivery and total. Verify both orders before payment. | MED-106244-A.pdf MED-106244-B.pdf |
| Nitrile gloves | £4.60/box | £4.92/box | +7.0% | Confirm identical pack size and product specification before querying. | MED-106244-A.pdf |
| Delivery charges | £91.84 | £69.76 | Down £22.08 | Improving, but still visible across 7 smaller orders. | GPS-55920-A.pdf |
| Supplier count | 6 | 6 | No change | No supplier-count action from this metric alone. | MED-106244-A.pdf |
| Couch roll | £18.40/case | £18.40/case | No change | Useful baseline for future comparison. | GPS-55920-A.pdf |
| Surface disinfectant wipes | £6.50/tub | £6.74/tub | +3.7% | Confirm the same tub size and product specification before querying. | MCS-67240-B.pdf |
DBX Action Board
Recommendations, evidence and next steps
The Action Board turns current invoice findings into priority-ranked recommendations with impact, confidence and evidence links.
Check possible duplicate Medisave charge
HighRecommendation
Hold or verify the second £331.15 charge until the practice confirms that both invoices relate to separate orders.
Evidence
MED-106244-A and MED-106244-B use different invoice numbers but share PO-4418, identical item values, the same £10.60 delivery charge and the same £331.15 total on consecutive dates.
Next step
Check the purchase order, goods-received record and payment status. If there was only one order, query the supplier before approving or paying the second invoice.
Impact
Up to £331.15
Confidence / review flag
High signal · Needs verification
Benchmark main repeat suppliers
LowRecommendation
Use the supplier mix as a baseline, not as a red flag. Benchmark routine items only where the practice wants an extra check.
Evidence
Medisave + GP Supplies = £2,849.52 of reviewed spend.
Next step
If the practice wants to review this area, ask the main suppliers for current pack sizes, pricing and delivery thresholds for repeated items.
Impact
Optional control
Confidence / review flag
High · Baseline
Reduce small-order delivery leakage
MediumRecommendation
Consider a planned consumables ordering rhythm where clinically safe, especially for recurring stock.
Next step
Check whether recurring non-urgent stock can be grouped into fewer orders without disrupting clinical work.
Impact
Low-medium
Confidence / review flag
High · Current month
Check nitrile glove price movement
MediumRecommendation
Confirm pack size and product specification before querying the movement.
Evidence
Nitrile gloves moved from £4.60/box to £4.92/box in the fictional comparison.
Next step
Compare the invoice line against the previous month and only query the supplier if the product and pack size are genuinely like-for-like.
Impact
Low-medium
Confidence / review flag
Medium · Current month
Keep file-completeness controls visible
LowRecommendation
Keep submitted-file, missing-file and VAT/delivery separation checks visible in each report.
Evidence
All 24 submitted files are accounted for and no unusual missing-file pattern was identified.
Next step
Keep these controls visible so a serious finding does not obscure what was checked successfully.
Impact
Control
Confidence / review flag
High · Control passed
Supplier message drafts
Supplier messages ready to adapt
Suggested wording to help the practice act on flagged issues without starting from a blank page.
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.