MyCentaur - Website User Manual - Centaur Services...

www.centaurservices.co.uk

Centaur Services Ltd.

- 1 –

MyCentaur - Website User Manual




- 2 –

MyCentaur Login

From the main page you have a login to the “extranet” (the MyCentaur domain)

Introduction to MyCentaur

The MyCentaur extranet contains a number of useful tools to help practices in day-to-

day running of their business.

One of the functions provided by MyCentaur is to send orders to Centaur Services via

the Internet. There is no need for any external software to be loaded.

All that is required is a PC with a broadband connection to the Internet, and a Centaur

account assigned.

MyCentaur provides product related information, such as backorders, out of stocks

and expected delivery dates, scheduled drugs prescription forms and a stock take tool.

There is also the ability to view an order history of all orders, regardless of how they

have been placed, i.e. phone, fax, practice management system or mobile device.

Other main features are My financials and My reports. My financials allows you to

produce any purchase data from a 6 month period; it can search by specific product

code or product name and by document/invoice number. This function also allows for

you to create returns forms. My reports is an area where you can view and create

account specific reports. This contains a Key Performance Indicator (KPI) dashboard

which shows a number of reports specific to the user and their accounts, e.g. top 10

products purchased in the last month. Also available are other more specific reports

that can be created and tailored to the criteria you require e.g. analyse purchases by

product or manufacturer.

Logging In

To login to the MyCentaur extranet, a username and password will be supplied from

the IT support team at Centaur. Once you have these details you will be able to log in

and navigate the website.



- 3 –

MyCentaur Home page

After logging in (security access and account access is decided at user level)

The first MyCentaur page is shown as below.

From this page all functions are accessible. The links on the left of the page replicate

the links along the top of the page. The “Recent Open Orders” frame to the right of

the screen displays any orders that are currently open on the accounts assigned to the

user logged in. (This can be used as a link to send the order).



- 4 –

Users

The Practice Administrator (PA) will be set up by the MyCentaur support team at

Centaur Services. They will assign the relevant accounts and an e-mail address to a

Practice Administrator account. The PA will then receive an e-mail advising them

that registration is complete and their user name and password are ready to be

collected. The Practice Administrator can then create users and assign privileges

within their practice.

By clicking on the ADD USER tab (Users link), they will be prompted with the

following screen

From here the practice administrator can create as many users as they require, with the

same access as themselves, or at a level chosen by them.

User Levels:

Practice Administrator: Can maintain all account(s) assigned to them by the

Centaur support team

Practice Manager: Can maintain all accounts assigned to them by the PA. Can

have a range of access options, from Authorise Orders, Create Orders,

Financials Report Access which gives access to ‘My Docs’ (My Docs includes

Returns Facility) and My reports for assigned accounts by the PA.

Practice User: Can have a range of access options, from Authorise Orders,

Create Orders, Financials Report Access which gives access to ‘My Docs’

(My Docs includes Returns Facility) and My reports for assigned accounts by

the PA. Users can only order products from the Practice List setup by the PA.

Practice Users cannot order from the full Centaur Catalogue.



- 5 –

Accounts

The information held at Centaur for each account can be shown by viewing the

account details on the PRACTICE tab.

Locations

By using the LOCATIONS tab (on the Accounts link), and selecting an Account,

Locations can be created e.g. Dispensary, Consulting Room, etc.

There is always a default location created which is named the same as the practice

account name. This can be edited and locations can be created or copied from other

locations.



- 6 –

Products

Products are grouped into three categories.

The Centaur Catalogue – contains the complete Centaur product list.

The Practice Products – contains all products selected by the PA from the

Centaur catalogue.

Location Products – products chosen from the Practice Products or Centaur

Catalogue for ease of ordering.

Selecting the PRODUCTS tab (on the Accounts link), products can be moved into the

Location list from the Practice list, or from the Centaur Catalogue (which will

automatically add them to the Practice list). Products can then be arranged depending

on how they appear on the shelf, or alphabetically.

For those practices using Acorn, Locations can be exported and imported as the same

locations into MyCentaur. We can also do this from practice management stock lists.



- 7 –

Product reports

Follows

By using the FOLLOWS tab (Accounts link then Product report tab) you can view

what is on back order/to follow. The following screen will be displayed.

You then have the option to view your back order products by individual or all

accounts. Make your selection and click the Run Report button. You will see a list of

all products you have on back order with a total value. You have the option to save or

print the report. You can do this by clicking Export to PDF. Your report will look like

the example below:

If you wish to view products on back order for another account, close the PDF and

click Search Again and you can re-select your account details and go through the

same process.



- 8 –

Stock

In the STOCK tab you will see the following Report Types:

New Products

Discontinued Products

Status Change- stocked to non-stocked

Status Change- non-stocked to stocked

Price Changes

Price Change Reports

By using the STOCK tab (Accounts link then product reports tab) you can view price

changes to products found within your practice list.

Select the Price Changes report type. Choose the date range you wish to view (you

can view changes made between certain months/years or you can view changes made

in the last 30, 60 or 90 days).

Make your selection using the relevant dropdown boxes and click Run Report as

shown below:

The next screen will display a list of all revised products within the selected date

range with the current price and a date in which the change was made. If you wish to

save and/or print the report, click Export to PDF and the report will open in a new

window. If you wish to view a different date range, click Search Again and select

your new criteria. Your report will look like the example below:



- 9 –

New Products Report

By using the STOCK tab (Accounts link then product reports tab) you can view ‘New

Products’ report which will return all new products from the full Centaur product

Catalogue. All other reports are run against the practice list of products.

The New Products report type is already selected so all you need to do is select your

date range. You have the choice of viewing new products from ‘Last Month’ or ‘This

Month’. Once you have selected your date range, click Run Report and you will see

the data as shown below:

If you wish to save and/or print the report, click Export to PDF and your report will

open in a new window. If you wish to view a different date range, click Search Again

and select your new criteria.

Discontinued Products Report

By using the STOCK tab (Accounts link then product reports tab) you can display all

discontinued products contained within your practice list over the date ranges you

select. Select Discontinued Products from the options displayed. You then need to

select your date range or choose from 30, 60 or 90 days worth of data as shown in the

example below and finally click Run Report:

If you wish to save and/or print the report, click Export to PDF and your report will

open in a new window. If you wish to view a different date range, click Search Again

and select your new criteria.



- 10 –

Product Status Reports

By using the STOCK tab (Accounts link then product reports tab) you can view a

Status Change report which allows you to view products from your practice list that

have changed from stocked to non-stocked items and also from non-stocked to

stocked items over a choice of date ranges.

Select which status change you wish to view and also the date range, as shown in the

example below. Once you have completed the required fields, click Run Report:

You will then see a list of all products that have undergone the relevant status change

within your chosen date range as shown below. If you wish to save and/or print the

report, click Export to PDF and the report will open in a new window. If you wish to

view a different date range, click Search Again and select your new criteria. Your

report will look like the example below:



- 11 –

Order History

The order history tab allows the practice to keep track of any orders regardless of how

they have been placed, i.e. phone, fax, practice management system, Acorn or Mobile

device.

Any MyCentaur web orders placed will have a number of status changes during the

process of creating and sending.

Saved - an order is created

Ordered - an order has been sent

Processing - order sent, and being processed by Centaur.

Confirmed - Order received and processed.

NOTE: There is also a status of Pending – This shows if the user is not

authorised to send an order, and has requested authorisation from a practice

manager.

Orders can also be viewed and re-sent (if they are web orders) from the order history.



- 12 –

Orders

Create order

By using the CREATE ORDER tab (Orders link) you can select an Account and

Location which takes the user to the order screen.

There are a number of ways to build an order.

Centaur Catalogue tab - allows the user to search the whole catalogue using a

product code or keyword search. Not available to Practice Users.

Practice List tab – Allows the user to select from an already pre-defined

practice list.

Location List tab – Allows the user to select from products arranged in

Locations.

The products are moved onto the order page via the ‘arrow’; the quantities can be

altered before or after the product is added.



- 13 –

More Product Information

The small ‘i’ next to the product description displays additional product

information. Where the colour is inverted, and the product is out of stock, an

expected delivery date can be viewed.

Specials

Non-stocked items (specials) are displayed in blue. If a non-stocked product is

ordered, a reference box prompt appears for the user to enter their name. This

will be taken as the reference confirming approval for the product to be

ordered by Centaur on the customer’s behalf.

Discontinued products

Displayed in red and will remain on the list for 6 months after they have been

discontinued.

Out of stock products

If a product is out of stock, the arrow used to move the product onto the order

is mounted on a black background.

If a product is on back order and to-follows already exist for that product, a

number will appear in the FLW column indicating how many are already on

back order.



- 14 –

Scheduled drugs

If a scheduled drug product is ordered, the user is prompted with a form to

print, sign and send to Centaur. This must be faxed or posted depending on the

product. Scheduled Drugs are displayed in a different colour (orange for

Schedule 3 and yellow for schedule 2). The product will not be ordered

electronically, but will be created when Centaur receives the order form.

Once the order is complete, click the Confirm Order button and the following pop-up

will be displayed. At this point, a message to Centaur can be entered and the order can

also be deleted or edited if necessary.

When the order is confirmed, clicking the Send Order button will send the order to

Centaur. The user will then be directed to the order history page where they will see

the order status change as the order goes through the stages of processing.

The screen above will be slightly different for the Practice User who does not have the

right to Authorise Orders. The Send Order button will be replaced with a “Request

Order” button. When the User clicks this, an e-mail will be sent to the Practice

Administrator requesting authorisation.



- 15 –

Stock Tool

By using the STOCK tab (Stock Tool link) you can select the Account and then the

Location you wish to stock take for and then select View. The following screen will

then be displayed:-

You will then see two lists, the location list on the left and the stock list on the right.

By using the Add All button, all products can be moved into the Stock List. A Stock

List Report can be created as shown below to aid in gathering stock figures.



- 16 –

You can then enter all stock figures and click Update Quantity. By selecting the Stock

Value Report button you can then create the report in PDF or Excel format as shown

below. This can then be printed and/or saved.



- 17 –

My Docs

Financial Summary

By using the FINANCIAL SUMMARY tab (My Docs link) you can view payments,

credits and invoice numbers for each of your accounts up to a six month date range.

In the Accounts drop down bar select one or all of your accounts. Then select the date

range you wish to view by month and click Search as shown below.

You also have Document No which is the invoice number of a specific order. Also

Product Code/Description if you are looking for a specific item ordered.

You will see a list of all transactions on your relevant account(s) as shown below.



- 18 –

You can then click Export to PDF to view the summary as a PDF. You can also click

the PDF icon next to each invoice or select the tick box for Excel where you can save

and/or print individual invoices, which will look like the report below.



- 19 –

Creating a returns slip.

From the FINANCIAL SUMMARY screen you can also create returns slips for

specific items to be returned as long as they were purchased within the last 28 days (5

days for pharmaceuticals). The screen will advise if the items searched are within this

time frame. By clicking on the + symbol to the left of the date it will show additional

information about that particular document number as shown below.

For invoices within the last 28 days you can click on the view and/or return products

for this order to create a returns form. When you click on this, a pop up screen will

appear displaying the screen below.

This screen will list all products in that particular invoice, from here you can locate

the product you wish to return and you are then able to select a return quantity and

return reason, you will also need to add a practice contact name. When completed,

click generate returns slip. This will then create a returns note as shown below which

you can send with the goods for a credit.



- 20 –

Email financials

By using the EMAIL FINANCIALS tab (My Financials link) you can opt to have

email delivery of invoices and credit notes. You will see the screen below, click add

contact enter your email address and assign the relevant accounts to the email address.

You can also edit or delete saved contacts.

Pending credits

PENDING CREDITS (My Financials link) displays all the credit transactions on your

account(s) during the last month. Credit notes are consolidated and created at the end

of each month. Pending credits displays all the information that you will expect to see

when the next credit note is produced at the end of that month.



- 21 –

My Reports

Key Performance Indicator Dashboard By using the MY REPORTS link you will see a link to open the KPI Dashboard. You

can select all accounts or specific accounts for the report to display.

The report will display:

Month Sales Comparison – A comparison for last month’s purchases

compared to the same month last year.

12 Month Spend up to last month - This is based on all purchases over the last

12 months.

Current Spend this month – updated daily, a running total throughout the

month.

Top 10 Products – Based on value.

Top 10 POM-V’s – For pricing display in the waiting room.

Product Hierarchy Spend – Based on 12 month’s purchases, a breakdown into

pharmaceuticals, pet food, consumables, etc.

Purchase Methods – For last month’s purchases, a breakdown of how the

orders were placed.

Top 10 Suppliers – Based on value for last 12 months.



- 22 –

Once the report is complete, you can click Export to PDF where you are able to save

and/or print the document if necessary.



- 23 –

Management Reports

Summary report of my purchases

To create a summary report of purchases you can select a date range from either

month by month specific or 3, 6, 12, 24 months. You then can select which format

you would like the report to be created in either report, PDF or Excel. Then finally

select either all of your accounts or specific ones by removing any you do not

require the data for. Select run report, a pop up will then appear displaying your

report which you can either print and/or save.



- 24 –

Analyse my purchases by product

To analyse your purchases by product this allows you to create a more product

specific report. Firstly select your date range either month by month specific or 3, 6,

12, 24 months. Then you can select whether you would like your report to show value

or volume or both by using the tick boxes. Select which format you would like the

report in either report, PDF or excel. Select the account(s) you would like to see data

from. Then either select all products by using the tick box or select specific products

by clicking on add. If you click add you will then have a pop up window as shown

below which allows you to search and add any number of products from the centaur

catalogue. You can search either by entering keyword or by product code.

Hightlight your products and click add. You can then select run report which you can

save or print.



- 25 –

Analyse my purchases by manufacturer

Analyse your purchases by manufacturer this allows you to create reports of your

purchases from specific or selected manufactuers. Firstly select your date range either

month by month specific or 3, 6, 12, 24 months. Then select whether you would like

your report to show value or volume or both by using the tick boxes. Select which

format you would like the report in either report, PDF or excel. Select the account(s)

you would like to see data from. Click the add button in the manufacturers tab which

will create the window below

From here you can select and add any number of manufactures you would like

included in your report. You can then select run report which you can save and/or

print.



- 26 –

Analyse my purchases by product group

To analyse purchases by product group this allows you to create a report for products

purchased within specific product categories. Firstly select your date range either

month by month specific or 3, 6, 12, 24 months. Then you can select whether you

would like your report to show value or volume or both by using the tick boxes. Select

which format you would like the report in either report, PDF or excel. Select the

account(s) you would like to see data from. Then select from the drop down menu in

hierarchy level 1 your chosen category. Click the add button from the hierarchy level

4 tab this will show the pop up below

You now have displayed a list of Sub categories connected to the main category you

selected in hierarchy level 1. Select the categories(s) you would like to include and

click add. You can now run report which you can save and/or print.



- 27 –

Report favourites

This tool enables you to manage favourite reports you have saved within the

Management Report Centre. Within the 4 management reports listed previously you

also have the option at the bottom of the screen to save report, by doing this you will

save all of the selected report criteria. If there is a specific report and criteria you run

frequently you can save this and then access your saved criteria via report favourites.

This enables you to run your saved reports from a single click.

From the favorite report screen you can select report area and then view all reports

that have been saved within that area. This will then show the report name that was

assigned to it, the date it was created and the date it was last run. You have the option

to run the report, edit the report or delete it completely.



- 28 –

Troubleshooting

Printing Schedule Drug Forms

If you experience problems opening the link to print a form to be able to order

Schedule drugs.

This could be due to a couple of reasons:

1. Acrobat reader not being installed on your PC.

Download the latest version of a .pdf reader from the internet.

2. Pop-ups maybe blocked on your PC

Add www.centaurweb.co.uk to your list of trusted sites in your pop-up

blocker. Via Tools > Internet Options > Privacy tab > Sites and allow

www.centaurweb.co.uk

Not Able To Order Non Stocked Items

If non stocked items are not being added on to your order.

1. This may be due to Pop-ups being blocked on your PC

Add www.centaurweb.co.uk to your list of trusted sites in your pop-up

blocker.

http://www.centaurweb.co.uk/



MyCentaur - Website User Manual - Centaur Services...

Documents

Transcript of MyCentaur - Website User Manual - Centaur Services...