Batch Order Entry (BOE) Order Process

Batch Order Entry (BOE) Order Process

This article covers the steps needed to place an order with Batch Order Entry (BOE). This mode is most commonly used for higher levels of care in retirement communities, but can be used for any departments that want their staff to process future date orders for their customers. For details on BOE Setup, please refer to the Help Article titled, BOE (Batch Order Entry) Mode Setup - New Process Mode. The article is broken down into the following sections:

  • Step 1 - Department Select
  • Step 2 - Session Setup
  • Step 3 - Service Dashboard
  • Step 4 - Storefront

Step 1 - Department Select

Upon logging into BOE, a user will need to select a Department. Once they select one, they will be prompted to sign in with their Operator Sign In code. They will then be taken to the Session Setup page.

Step 2 -Session Setup

Upon selecting a department, the user will be taken to the Session Setup screen. Here, a user will determine the customers, the nutritional filtering rules (when Advanced Nutrition is licensed), the date range, and the service periods of their BOE session.

The user must select at least 1 customer to establish a BOE session. This can be done in 1 of 2 ways:

  1. Select Specific Customer(s): The user will search for and select specific customers for the BOE session.
  2. Select Customers using Filters: The user will use filters such as Customer Type, Report Groups, or Apartment Search Strings to determine the customers for the BOE session.

The Apartment Search String follows a particular set of rules. The '?' can be selected to bring up the following instructions dialog:

A user will also select their nutritional filtering rules for the BOE session on this screen. Nutritional filtering is set here as multiple modes may be used across a BOE session. This section will only display if the community is “Advanced Nutrition Licensed”. Please note that the mode settings for allergies/dietary tags/ingredients filtering rules will not apply to the storefront of BOE. Those filtering rules have to be selected on the fields on the Session Setup Screen.


The user will select the Date Range for their BOE session by using the date pickers for the beginning and end date. Service periods can be determined by 1 of 2 ways:

  1. Range: The user will determine the starting service period and the ending service period. The BOE session will then use all service periods beginning from the starting service period on the first date to the ending service period of the last date.
  2. Select: The user will select specific service periods that will be used for all dates within the date range.

Once all the required fields have been set, the user can proceed to the Service Dashboard by selecting the "Next" button located on the bottom right of the screen.

Step 3: Service Dashboard

The Service Dashboard of BOE is where a user will be able to manage and view all orders for their BOE session. This dashboard displays a data grid that lists all customers and all service periods for the session. Each cell for a given customer and service period can be represented by 1 of 4 states:

  1. Unspecified: Represented by an empty box, this is for a service period that is unspecified for the customer.
  2. Order Specified: Represented by a green checkmark, this is for a service period that has an order for the customer.
  3. No Service: Represented by a red X, this is for a service period that is set to “No Service Requested” for the customer.
  4. Disabled: Represented by a greyed out box (blank, checked, or with an X).

Upon selecting any active cells, the user will be taken to the Storefront. Some service periods may be disabled on the Service Dashboard. This is because the request time (which is when the orders for that service period will print) has already passed. A user will be able to see the status of these orders on the Service Dashboard, but they will not be able to select them and enter the storefront to modify them.

A user can also select the "Next" button located on the bottom right of the screen to immediately be taken to the first unspecified order on the Service Dashboard.

Step 4: Storefront

This storefront is where a user will be able to place orders for a customer for the service period. The user can also set an order to "No Service Requested", with the option to add a Note.

To create an order for the current customer and service period, the user must add an item to the cart. Upon doing this, the order will be created. Please note that if there is a default item set to the mode of this service period, that default item will also be added to the cart once an item is selected. As soon as any item is added to an order, the current batch order will have its status set to "Order". There is no button that needs to be pressed in order to submit changes. Also note that if the current service period is set to "No Service Requested" for the customer, adding an item will delete the No Service Request and create a new Order.

If you would like to reset an order, simply press the "Reset Order" button on the bottom right of the storefront. This will delete any order or no service request associated with this service period and customer. 

When you are done with the current order, you can select "Next Period" on the bottom right of the storefront. This will take you to the next unspecified service period for the customer. If the next unspecified period is for a different customer, this text will say "Next Customer" and will take the user to the first unspecified order of the next customer. If all orders are finished for the current BOE session, this button will say "Finish Orders". 

 



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