Complete the following steps before syncing items between Cubex and DaySmart. Skipping these steps may result in mismatched records, missing lot/expiration data, or incorrect invoicing.

1. Match item names across both systems.

Every item stored in the Cubex cabinet must have a matching name in DaySmart Vet. If you use Cubex's second name field, match it to the Display Name in DaySmart Vet.

2. Match item statuses.

Confirm that active and inactive statuses are consistent between Cubex and DaySmart Vet for all cabinet items. Use the export list's active/inactive filter to verify alignment.

3. Set billable items in Cubex.

For any item stored in the Cubex cabinet that you want to appear as a medical record or on invoices in DaySmart Vet, mark it as Billable in Cubex. If you don't want the item to show on a client's invoice, set Print on Invoice to No in DaySmart Vet.

4. Configure lot and expiration tracking in Cubex.

To maintain compliance for controlled logs and printed Rx labels, enable lot and expiration tracking on each item in Cubex. Always enter this information in Cubex when receiving stock — it will transfer to DaySmart Vet on imported purchases and on medical records at the time of dispense.

5. Identify items with alternate uses before syncing.

Items such as vaccines or parasiticides may have multiple uses (e.g., single dose, box, sample, or different reminder intervals). Set up all uses in DaySmart Vet first, then work with Cubex support to configure the corresponding alternate IDs in Cubex before syncing.

When the Cubex integration is first enabled, polling is turned off by default. This ensures that patient records are not transmitted prematurely — before the clinic has completed the required item mapping and sync process that Cubex performs during initial setup. Sending records too early could result in active patient data being pushed to Cubex before all items have been properly configured.

When the configuration Auto Update Records Upon Dispense/When Dispensing is turned on the following will happen.

When an order expires without being dispensed, the system will automatically:

Nothing changes — expired orders will simply be marked as "Expired," and the existing charges and quantities will stay as they are.

Let me know if you'd like me to adjust the tone (more casual, more formal, shorter, etc.) or format it differently for your help center's style.

In order to give the staff members access to your Cubex machine(s), you need to export the staff members which will give them their access code to your machine.

To sync your inventory items from your DaySmart Vet account to your MyCubex account, you will need to export the inventory items that you are using with your Cubex machine in order to generate the item ID.

Marking an item as Inactive prevents it from appearing in search results during normal workflows, so users can't create new charges or records with it — while still preserving the item's history in the inventory module.

When DaySmart is synced with Cubex, a status mismatch can occur if an item's active/inactive status differs between the two systems. To avoid disrupting time-sensitive workflows, records initiated from Cubex will still process in DaySmart even when a mismatch exists — but you'll receive a notification when this happens.

If you receive this alert, review the item's status on both sides and update accordingly:

To add a new item to MyCubex without contacting the Cubex data team, create the item directly in MyCubex and note the item ID from the downloaded .csv file. DaySmart Vet syncs with Cubex automatically once per day.

Once an item is synced, it will say CUBEX next to the item name.

Users cannot select a parent item directly when it has associated uses — only the child use items appear in record and item search. However, Cubex does not hide the parent item from users in its interface. If a clinic user selects the parent item in Cubex instead of the correct child use, the record will still transfer to DaySmart but may carry incorrect pricing, reminder triggers, or item mapping.

To reduce this risk:

Items with uses (child items tied to a parent stock item) require special attention. DaySmart can only confirm that a use is synced with Cubex after the item has been dispensed from the cabinet — there is no way to verify sync status for uses in advance.

Because of this:

You can now create manual adjustments directly on inventory items that sync with Cubex. From the item's Adjustments tab, select New Adjustment to record a change, and use the standard adjustment list actions (such as delete) just as you would for any other inventory item. These adjustments update the item's current balance right away, so you no longer need to make the change in MyCubex and wait for it to sync.

On the Purchases tab, what you can edit depends on where the purchase record came from:

If a purchase was entered directly in the system (not through Cubex), you can edit it fully using the Edit action on that row, just as before. If a purchase came from Cubex (shown with CUBEX as the supplier), you can still update four fields to keep records accurate: lot number, expiration date, cost, shipping, and tax. Other fields on Cubex-sourced purchases remain locked, since that information is managed by Cubex directly.

When adding or editing a lot purchase on a Cubex item's medical record, you'll now need to wait until the item has actually been dispensed from the cabinet before you can select a lot. This prevents locking in a lot number before Cubex confirms the dispense, helping keep your lot and inventory data accurate and in sync with what actually left the cabinet.

When you dispense inventory through Cubex, DaySmart now automatically pulls the lot's expiration date from Cubex and applies it to the corresponding purchase record. This helps ensure purchases created through Cubex carry accurate expiration data, supporting features that rely on expiration tracking, such as first-expired-first-out (FEFO) shelf-life management.

Key points for users:

Once a patient is checked in, it creates the gateway from your account to your Cubex machine. Creating a new record for a Cubex item follows the same workflow as adding any standard item. Simply search for the item, select it, and complete any relevant fields in the new record form.

There will be a Status field on any Cubex item. Once the record is created, the item needs to be dispensed in the timeframe that was configured in the Default Expiry Days configuration. If it is not dispensed in the set time, the order will expire.

When the Auto-update records upon dispense/when dispensing setting is enabled, the invoice quantity will automatically update based on the amount dispensed from your Cubex machine. This ensures MyCubex remains the source of truth and eliminates the need for manual reconciliation on the invoice or medical record.

There is a change log that will serve as a audit trail for Cubex dispensed items. This is a way to track the status history of the item, with associated times that changes were made. To access an items change log, click the gear icon to the right of an item, and select View Changes.

Cubex is the source of truth for medication waste, as it tracks inventory counts moving in and out of the cabinet.

To avoid creating separate or confusing entries in a patient’s medical history, waste records are not automatically linked to existing medical records. Instead, users are prompted to manually link the waste to the appropriate medical record. This ensures the dispensed quantity accurately reflects what the patient received.

To simplify this process, there is the Unassigned Cubex tab on the Patient Dashboard.

The Type can be selected from the dropdown, and the patient, client or item name can be searched on the top right.

The system provides filters (such as item name) and pre-populates recent records to help users quickly select the correct medical record, while still allowing the clinic to make the final, accurate association. To assign a waste, click Assign next to the applicable option.

A form will appear, and a record will need to be selected from the Select Record field.

Once the correct record has been selected, click the Assign option.

Additionally, you can delete the Cubex transaction by selecting the Delete option next to the applicable record.

Return transactions from Cubex are automatically mapped to their original record when a matching transaction is found, reducing manual reconciliation. If no match is found, the return will appear on the Patients > Unassigned Cubex page for manual mapping, as before.

When using the treatment board with a Cubex item, it is important to note the following:

When an activity is added to a treatment using a Cubex item, the system immediately creates a medical record. This ensures there is a record available to send if needed. At this stage:

When the activity is Completed, the system updates the medical record based on the settings chosen at that time:

If the treatment is discharged without completing the activity:

We require users to complete the activity to confirm that the medication was actually administered to the patient. Dispensing an item from the Cubex cabinet does not always mean the treatment was performed. Completion ensures accurate medical records, billing, and inventory tracking.

When a patient is discharged from the treatment board, all pending orders in Cubex will be closed.

Cubex securely stores and tracks medications and supplies while automatically syncing with DaySmart Vet. This helps your clinic reduce errors, prevent inventory loss, and stay compliant—especially for controlled substances.

Very little. You’ll continue creating medical records and invoices the same way. The main difference is that Cubex items must be physically dispensed from the cabinet within the allowed timeframe, and inventory updates automatically when items are dispensed.

Once a patient is checked in and a medical record is created for a Cubex item, the order is sent to the Cubex cabinet. You then dispense the item directly from the machine using your access code.

These statuses help you track exactly where each medication order stands.

If auto-update is enabled (recommended), DaySmart Vet will automatically update the invoice based on what was dispensed from Cubex. If it’s disabled, you’ll see an alert icon prompting you to review and manually update the invoice.

No. All purchases, adjustments, waste, and returns must be completed in MyCubex. Cubex is the system that controls inventory counts, while DaySmart Vet reflects what was dispensed to the patient.

Waste and returns are recorded in MyCubex first. In DaySmart Vet, you’ll assign those transactions to the correct patient record using the Unassigned Cubex tab to ensure accurate medical documentation.

In emergencies, you can create a temporary client and patient in MyCubex to dispense medication immediately. Afterward, create the correct records in DaySmart Vet and link the dispensed items in MyCubex to the correct patient.