Meal plans are set up as Defaults, and Actuals. The concept is that your client has a default weekly plan, let’s say one hot meal Monday, Wednesday, and Friday. Default meal plans are based on a one week cycle. This represents the agreed upon delivery plan for this specific client. The actual meal plan represents activity on specific days of the calendar. Such as one hot meal was delivered on Wednesday, August 21st, 2019. By splitting the plans into defaults and actuals, we are able to track exactly what took place over time, recognizing that it sometimes differs from what was planned.
First click the Edit Default Meal Plans button. Select the Client. Select the Plan Type, usually Standard. Then fill in how many of each of your items they should get on each day of the week. Save the plan.
After your client Default plans are all set up, we can build the actual plans.
From the main menu, click Create Meal Plans From Defaults. Select a date from the calendar. Meal plans are always built for a single week, so regardless of which day of the week you select on the calendar, they will be built from the beginning (Sunday) of that week. Select the Plan Type. Indicate if you wish to override existing plan data. This means if plans already exist for this week, they will be deleted and recreated. Click Create Plans.
The program will now look at each default plan for each client, and create an “Actual” plan record for each day they are receiving a delivery. For example, if a client’s default plan says they get one hot meal, every Wednesday, and you are generating plans for the week of August 18th, 2019; the program will create a record indicating this client receives one hot meal on Wednesday, August 21st, 2019.
Once these “Actual” records have been created, the various kitchen, route, and activity reports can be run based on this information.
If you need to modify an Actual record, from the main menu, click Edit Actual Meal Plans. Select the client and the week. It will display the deliveries to this client for the selected week. If meals were not delivered, or if you wish to cancel delivery for a specific day, you can make those changes here. This way you can make changes to the Actual activity without changing the default planned activity.