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Configuring Advanced Ordering (AO) in the System

Kevin U
  • Updated

About Advanced Ordering (AO)

With advanced ordering (AO) set up in your MealSuite account, advanced orders can be placed by staff for a resident/patient using the Touch app, and resident/patients with the Portal app can place their own advanced orders. 

This article summarizes the steps required to set up AO. 

Step 1: Core System - Assign Advance Order Service Type to Resident/Patients

For a resident/patient who is to use AO for a meal period (breakfast, lunch, dinner), assign the Advance Ordering to their profile. (See Assigning a Service Type to a Resident/Patient for instructions to do so.) 

Step 2: Core System - Entering Service Interval Increments (i.e., Waves) for a Dining Area

The dining area that an order is placed to must be set up with service interval increments (i.e., waves) to manage in a staggered manner the number of orders being received. These service interval increments translate to delivery/pickup times that can be selected by the user when placing an order via the Touch app or Portal app.

Example scenario: Assume that a wave is set for 15 minutes for breakfast, with 2 meals served per wave. If the 9:30 to 9:45 AM wave receives two orders, then the 9:30 delivery/pickup time is not available as an option when the user is placing an order. 

For more information and specific instructions on entering service interval increments, see Entering Service Interval Increments (i.e., Waves) for a Dining Area.

Step 3a: Core System - Set Up Meal Delivery to Rooms (if In-Room Service is Required) 

If meals are to be delivered to a person's room (i.e., in-room service), then the residence area of the room must be set up to allow room delivery. 

By default, a residence area is automatically enabled as a dining area so that the system knows that meals and snacks can be delivered to rooms in that residence area. However, a residence area enabled as a dining area will require the additional configuration steps below to allow room delivery service to that residential area:

Step 3b: Core System - Set Up Tracking of In-Room Deliveries (if Meal Delivery to Rooms is Set Up) 

If you set up meal delivery to rooms via Step 3a, there is also the option of tracking the in-room deliveries. By tracking in-room meal deliveries, your facility will develop a better understanding of the time taken between food preparation and room delivery. To set up tracking of in-room deliveries, see Tracking In-Room Deliveries. 

Step 4: Configuring AO Settings in Touch Admin

A dining area (including a residence area that allows meal delivery to rooms) that exists in the MealSuite core system is represented as a meal delivery area in Touch Admin. In Touch Admin, you can configure AO settings for the meal delivery area, including selecting the KMS Location that advanced orders are sent to. To open the meal delivery area in Touch Admin to configure AO settings:

  1. In Touch Admin, select Ordering Settings, and then click the Meal Delivery Area Configuration tab. The Meal Delivery Area Configuration screen appears, listing the dining areas/residence areas enabled as dining areas that have been ported over from the MealSuite core system. 

    meal_delivery_area_config.png
     
  2. Click the Edit button of the meal delivery area you want to configure. The Edit Meal Delivery Area screen appears. 

    edit_meal_delivery_area.png

    Note: The Order Debug button for a dining area/residence area enabled as a dining area is a support tool used for troubleshooting orders. It is not necessary to click. 
     
  3. Refer to the topics below to configure AO settings:

Selecting the KMS Location that Advanced Orders are Sent To

In the Meal Assembly Location for all Advanced Orders drop-down, select the KMS Location that will produce the advance orders (order will appear onscreen and/or be printed). 

meal_assembly_location_for_advanced_orders.png

Managing AO Orders if Person's Diet Order Changes

If a person's diet order is changed after they have placed an advance order, and the new diet order results in non-compliant menu items for that person, select how the system is to behave via the Diet Order Change Logic field:

  • Cancel Order - the advance order is cancelled.
  • Drop Non-Compliant - any non-compliant items for the person are dropped from the order.
  • Drop Non-Compliant & Autofill - removes ordered items associated with a person’s previous diet order that are not on the new diet order, and then for each menu category that does not have an item to serve, the system will select an item by using the non-select logic of serving a first choice item before other choices. For example, assume the resident originally orders a burger and fries, and then their diet type changes to low sodium. In such a scenario, the fries are removed, and the system checks the menu category for fries (which is "starch"), and sees the low-sodium tater tots are available, which it then adds to the order. 

diet_order_change_logic_AO.png

Note: If you do not select an option for the Diet Order Change Logic field (i.e., the field is left empty), then the system will cancel the order for the resident/patient if their diet order changes. 

Entering Preparation Times (aka Firing Times) for Advanced Orders

When an advanced order is placed (via Touch app or Portal app), the user will select a delivery/pickup time for the meal. The times available to the user are configured beforehand as service interval increments (i.e., waves) for the dining area in which the order is placed to (see Entering Service Interval Increments (i.e., Waves) for a Dining Area).

To work in conjunction with the service interval increments, preparation times (aka firing times) need to be entered in the system to allow staff the necessary time to prepare the order prior to its scheduled delivery/pickup time. The preparation time will determine when an order is sent/fired to the KMS to be printed and/or appear onscreen for staff. 

You can set the preparation time to be a certain number of minutes before a scheduled delivery/pickup time, or you can set the preparation time to be at a certain time of day.

To enter a preparation time prior to a delivery/pickup time:

  1. Scroll to the Advanced Ordering - Prep Timings section.
  2. Select the Minutes option.
  3. In each meal service field (Breakfast, Lunch, Dinner), enter the required preparation time in minutes that the order is sent to the KMS prior to a scheduled delivery/pickup time. For example, if 20 minutes of prep time is entered for dinner, and a resident places an advanced order for dinner to be delivered at 6:00 PM, the order is sent to the KMS to be printed and/or appear onscreen at 5:40 PM.

    advanced_order_prep_timings.png

To enter a specific time of day as the preparation time: 

  1. Scroll to the Advanced Ordering - Prep Timings section.
  2. Select the Time of Day option (in 24-hour format). 
  3. In each meal service field (Breakfast, Lunch, Dinner), enter the time of day that the order is sent to the KMS to be printed and/or appear onscreen.

    advanced_order_prep_timings_time_of_day.png

What happens if I do not enter preparation times for a meal period?

If you do not enter preparation times, then the ticket will display/print at the meal period start time (set in the Core system; see Viewing the Start and End Times for Meal Services (Breakfast, Lunch, Dinner).

How do preparation times affect the delivery times available on the Advanced Ordering screen?

When preparation times exist for a meal period, then note that a delivery time will not be shown on the Advanced Ordering screen if the current time plus the preparation time exceeds that delivery time. For example, assume the preparation time for dinner is 15 minutes, and the available delivery times are as follows:

  • 5:00
  • 5:20
  • 5:40

If the order is placed at 4:47 PM, then the 5:00 delivery time is not available because 4:47 + 15 minutes prep time = 5:02.

Also note that if the preparation time for the meal period exceeds the last delivery time available for the meal period, then an order cannot be placed for the meal period, and the following message appears when attempting to place an advanced order: "There are no available time slots for this meal on [Date]."

Setting Up Cutoff Times for AO Orders

Cutoff times for advanced orders work in conjunction with the start times that are set up for meal services (breakfast, lunch, dinner) by preventing an order from being placed for a meal service if that order is not placed prior to the cutoff time. Note that start and end times for meal services are entered for a dining area/residence area enabled as a dining area in the core system (see Viewing the Start and End Times for Meal Services).

If a resident/patient does not place their order prior to the cutoff time, the following occurs:

You can set a cutoff time for a meal service (breakfast, lunch, dinner) either for the day of meal service or the day before the meal service. You can also enter a cutoff time after the meal service start time to allow for orders to be taken after the meal service start. 

To enter a cutoff time for a meal service on the day of the meal service

  1. Scroll to the Advanced Ordering - Order Cutoff section.
  2. For the meal service (breakfast, lunch, dinner) whose cutoff time is to be on the day of the meal, select its Day of meal option.
  3. In the meal service field, enter the time (in 24-hour format) in which the order for the meal can no longer be placed. 

    AO_cutoff_day_of_meal.png

To enter a cutoff time for a meal service the day before the meal service

  1. Scroll to the Advanced Ordering - Order Cutoff section.
  2. For the meal service (breakfast, lunch, dinner) whose cutoff time is to be the day before the meal, select its 1 day before meal option.
  3. In the meal service field, enter the time (in 24-hour format) in which the order for the meal can no longer be placed. 

    AO_cutoff_day_before_meal.png

What happens if I do not enter cutoff times for a meal period?

If cutoff times are not entered for a meal period, then an advanced order can be placed by a resident/patient up until the meal period end time that is configured for the dining area/residence area enabled as a dining area in the core system (see Viewing the Start and End Times for Meal Services.)

When a Ticket Generates in the KMS

The table below explains when a ticket generates in the KMS for a meal service depending if prep timings and cutoff times are set or not for a meal service. 

Cutoff Time for a Meal Service Prep Timings for a Meal Service When does Ticket Generate in KMS (i.e., printed and/or displayed onscreen)?
Yes Yes

An order cannot be placed after the meal service cutoff time.

The ticket generates at the scheduled time that is determined by the prep timing settings. 
Yes No

An order cannot be placed after the meal service cutoff time.

The ticket generates at the start of the meal service start time.
No Yes

An order can be placed up until the meal service end time.

If the order is placed prior to the scheduled time that is determined by the prep timing settings, then the ticket generates at that scheduled time. 

If the order is placed after the scheduled time determined by the prep timing settings but before the meal service start time, then the ticket generates at the meal service start time.

If the order is placed after the meal service start time, then the ticket generates immediately.
No No

An order can be placed up until the meal service end time.

If the order is placed prior to the meal service start time, then the ticket generates at the meal service start time.

If the order is placed after the meal service start time, then the ticket generates immediately.

Auto-Generating KMS Tickets when no Advanced Order is Placed by a Resident/Patient

As per system functionality, if a resident/patient does not place an advanced order for a meal period (breakfast, lunch, dinner) prior to the cutoff time, then the system will automatically make the selection for them based on the system item selection logic, and will include those items on production reports in the MealSuite Core system and on production reports in the Touch app. 

However, when the system automatically makes a selection for an advanced order, by default an associated KMS ticket in the Touch app is not automatically generated to display onscreen and/or be printed. For the KMS ticket to be automatically generated, then complete the following steps: 

  1. Scroll to the Advanced Ordering - Auto Generate Tickets section (screenshot below).
  2. Select the Auto generate tickets check box.
  3. In each meal period (Breakfast, Lunch, Dinner), select the time that an auto-generated ticket will be generated and sent to the KMS. This step is required because an auto-generated ticket is not bound by any preparation time settings. Note: If you are adding/editing times within three hours of the actual time being entered, the changes will not take effect until the following day. 

Reminder: The Auto generate ticket check box is simply to automatically generate the KMS ticket. Regardless if the Auto generate ticket check box is selected or not, the system will always automatically make a selection for a resident/patient if that resident/patient does not place their order prior to the cutoff time and will include those items on production reports in the MealSuite Core system and on production reports in the Touch app. 

advanced_order_auto-generate_tickets.png

When a ticket is auto-generated on the KMS, the server is "Auto Generated", as per screenshot below. 

auto_generated.png

Save Changes

At the bottom of the screen, click the Update Meal Delivery Area button to apply your changes. 

update_meal_delivery_area.png

Step 5: Refusal Reasons (for an AO Skipped/Refused Meal)

When a resident or patient with the AO service type skips a meal, the Touch app user will be required to enter a reason for the refusal, as per screenshot below.

You can enter refusal reasons into the system via the Touch Admin software. See the following article: Creating Refusal Reasons for the AO Service Type

skip_meal.png

Step 6 (for Portal app only): Configure the Residence Location to Accept Advanced Orders

Your MealSuite Support specialist must configure the residence location to accept advanced orders through the Portal app. If you are MealSuite Support, see the following internal article: Configuring the Portal App for POS Orders (i.e., Paid Orders) (INTERNAL).

Option: Print AO Tickets by the Delivery Sequence set in the Core System

Background Info

For residents/patients on the AO service type, you can print tray menu tickets or person-specific select menus from the core system software and deliver these tickets/menus to the residents/patients ahead of meal time.

When printing these tickets/menus from the core system, you can print by different sorting options, one of which is the delivery sequence option. The delivery sequence option is for residents/patients with in-room service and as such the sequence must be manually created by a core system user based on their desired delivery order of the tickets/menus to the room. For more information and instructions on building the delivery sequence, see "Delivery Sequence" Sorting (for In-Room Service).

Printing AO Tickets by the Delivery Sequence set in the Core System

When AO tickets are being printed at a KMS station printer in the kitchen, these AO tickets can be printed according to the delivery sequence set up in the core system. To enable this feature, please reach out to MealSuite Support. If you are MealSuite Support, complete the following steps:

  1. In the Touch Admin software, select Account Settings.
  2. Select the Enable Batch Print Jobs for AO orders based on the delivery sequence set in Core checkbox. 
  3. Click the Update Facility button to apply your changes. 

Option: Send AO Orders to Core System Only and not KMS

The system can be configured to not send Advanced Orders to the KMS, and instead only send AO orders to the Core system, where they can be printed on people reports and productions reports. To enable this feature, please reach out to MealSuite Support. If you are MealSuite Support, complete the following steps:

  1. In the Touch Admin software, select Account Settings.
  2. Select the Only send Advanced Orders back to MealSuite, do not send to KMS or Printer checkbox. 
  3. Click the Update Facility button to apply your changes. 

Note: At the present time an issue exists with the Only send Advanced Orders back to MealSuite, do not send to KMS or Printer option, described as follows: an advanced order will mistakenly appear in the KMS ticket history, which is accessed when recalling a bumped ticket for the past 24 hours).  

Advanced Ordering with Production Reports and Forecasting

With advance orders, your production reports will 100% match your tickets without the need to forecast. If needed, however, you can set up your account to include the number of people assigned the advance order service type (i.e., the advance ordering census) in the percentages forecasting method. This is useful for purchase orders or quantified grocery lists created from productions amounts multiple days in advance, in which case you do not know what the advanced orders will be. 

To do so see Including Advance Ordering Census in Forecasting. 

FAQs

I want my cutoff times for advanced orders to be after the meal service starts to allow for late orders. Is that allowed? For example, if lunch is from 12:00 to 2:00 PM, I want the cutoff time to be 1:00 PM.

Yes. You can enter a cutoff time after the meal service start time. Using the example in the question above, you would set the cutoff time at 1:00 PM. 

I want my cutoff times for advanced orders to be right up until the end of a meal service. For example, if lunch ends at 1:30 PM, I want the cutoff time to be 1:30 PM. How do I set that up?

In this scenario, it is not necessary to enter cutoff times in the Touch Admin software (as documented above).

When a cutoff time is not entered for a meal service, then an advanced order can be placed up until the meal service end time that is configured for the dining area/residence area enabled as a dining area in the Core system (see Viewing the Start and End Times for Meal Services.)

Note, however, that the dining area/residence area enabled as a dining area in the Core system must be set up with service interval increments (i.e., waves). If service interval increments are not set up, then when you attempt to place an advance order prior to the meal service end time, the "This meal is overdue" message instead appears, preventing the order from being placed.