MOW Reporting
Executive Summary
MOW Reporting produces the daily paperwork for meals-on-wheels delivery. A coordinator starts a report for a service date and one or more meal routes (optionally narrowing the route list by group). The system reads each route's visits for that day from AlayaCare, collects every client's address, diet type, intolerances, allergies and risks, delivery comments, and meal quantities, and saves the result as a reporting job. Opening a job shows the messages raised while it was built and the stops on each route, and lets the user print route sheets, order listings, order sheets, delivery labels, packing slips, and packing labels as PDF files. The report can optionally optimize each route's stop order first, which updates the visit times in AlayaCare.
Key Features
- Start a report for a service date and meal routes, with an optional message of the day
- Optionally optimize each meal route before the report is built (when allowed by the page settings)
- Review past reporting jobs with their status, message count, routes, and processing times
- Open a job to review its messages, the stops on each route, and (when the job was optimized) the optimization results
- Print route sheets, order edit listings, order sheets, delivery labels, packing slips, and packing labels, filtered by meal type, meal supplier, and service code
- View each PDF on screen or download it
- Warn when a visit is scheduled at 12:00 AM
- Configure the formatting, totals, label, message, and optimization options used on the printed documents
Typical Workflow
- Click Start A New Report, choose the Service Date, choose the Meal Routes (use Groups first to narrow the list), and add a Message of the Day if needed. Click Ok.
- Wait for the processing panel to finish. The new job appears at the top of the grid with a status of Completed.
- Check the Messages column. A number there means warnings were recorded for the job.
- Click Edit on the job row (or right-click the row and choose Edit) to open the job.
- On the Messages tab review any warnings. On the Routes tab select a route to review its stops.
- Click a print button such as Route Sheet or Delivery Labels, choose any filters, and click View to preview the PDF or Download to save it.
Report Output
The print buttons on an opened job each produce a PDF for the job's service date from a List & Label layout. View opens the PDF in a View Report window on screen, and Download saves the file to your computer. Invalid file-name characters are replaced with a dash.
| Print button | File name |
|---|---|
| Route Sheet | MealRouteSheet_{service date}.pdf |
| Order Edit Listing | OrderEditListing_{service date}.pdf |
| Order Sheet | OrderSheet_{service date}.pdf |
| Delivery Labels, Delivery Labels (Custom), Delivery Labels (Menu Types) | MealDeliveryLabels_{service date}.pdf |
| Packing Slips, Packing Slips (V2) | MealPackingSlips_{service date}.pdf |
| Packing Labels | PackingLabels_{service date}.pdf |
The route sheet is printed in the orientation set under Route Sheet Orientation (portrait by default) and on legal paper when Print Route Sheet on Legal Paper is on. Packing slips follow Packing Slips Orientation, and delivery labels follow Delivery Labels Layout and Number of Delivery Labels Per Page.
Report Contents
Empty clients and empty routes are left out after the filters are applied. Which meals appear on each document also follows the service code's exclude flags (route sheet, labels, order edit listing, order sheet, packing slips).
Route sheet, order edit listing, and order sheet
| Content | How it is determined |
|---|---|
| Title, date, and messages | Agency name and service date, the Route Sheet Header Text, and the message of the day entered when the report was started. The date and time the report was built is printed as the run date. |
| Route name, number, colour, and phones | The meal route. Facility phone numbers print when Include Facility Phone Numbers on Route Sheet? is on. |
| Employee names | Employees scheduled at the route that day, when Print Employee Names On Route Sheet is on. |
| Estimated mileage | Driving distance of the route when Include Mileage And Hours forms on route sheet? is on. |
| Client name | Last name, first name, with the preferred name in brackets when Include Client Preferred Name is on. |
| Start time | Visit start time in the route's time zone, unless Exclude Start Time From Routesheet is on. |
| Address, city, directions, entry code | The service's own location when it has one, otherwise the client's home address. Address, city, and directions can be hidden by the settings. |
| Phones | Main and other phone numbers according to the print options, and a French-language marker for clients identified as French speaking. |
| Diet type and diet information | Main diet type, plus the supplementary and secondary diet fields. With menu types on, the client's menu type for the day replaces the diet type. |
| Diet tags | The client's diet intolerance tags: all of them, or only those that apply to the supplier's menu on that day, according to Diet Intolerance Inclusion Criteria. |
| Delivery comments | From the client's custom field or from a care provider note, according to Delivery Comments Source. |
| Allergies and risks | Client risk assessment items in the categories switched on for the route sheet. |
| Service instructions | Visit service instructions when Include Visit Service Instructions is on. |
| Meal lines | One line per Meals On Wheels visit and per visit premium: meal type, print value, service code, quantity, multiplier, and supplier. Service codes marked "Placeholder Only", or with a quantity multiplier of 0, add no meal. |
| Totals | Counts by meal type, hot or frozen, meal and diet type, diet tags, client count, and last delivery time, according to the Totals and Subtotals settings. |
Delivery labels and packing labels
| Content | How it is determined |
|---|---|
| Client name and address | Full name, or initials when Print Client Initials Instead Of Name is on. The address is left off when Exclude Address From Delivery Labels is on. |
| Route and service date | The meal route and day. |
| Diet type, print value, and diet tags | From the meal's service code and the client's diet information. Intolerances are left off when Exclude Diet Intolerances On Labels is on. |
| Delivery comments and packing label message | The client's delivery comments (unless Exclude Delivery Comments On Labels is on) and the Packing Label Message setting. |
| Allergies | Printed when Include Client Risk Assessment (Allergy) On Delivery Labels is on. |
| Copies | One label per meal, according to its quantity with multiplier. Regular diet labels are skipped when Exclude Regular Diet Delivery Labels is on. |
Packing slips
| Content | How it is determined |
|---|---|
| Route, client, and address | The meal route and the client's stop. |
| Delivery comments and diet tags | The client's delivery comments and combined diet tags. |
| Meal lines | Rolled-up meal print values with their quantities (up to seven lines on the V2 layout). |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Formatting | Print Client Numbers | Yes/No | Prints client numbers on the route sheet. |
| Formatting | Print Client Phone | Yes/No | Prints the client's main phone. |
| Formatting | Print Address Directions | Yes/No | Prints address directions. |
| Formatting | Print Client Other Phone | Yes/No | Prints the client's other phone. |
| Formatting | Bold Client Name | Yes/No | Prints the client name in bold. |
| Formatting | Bold Client Address | Yes/No | Prints the client address in bold. |
| Formatting | Print Client Address | Yes/No | Prints the client address. |
| Formatting | Print Client City | Yes/No | Prints the client city. |
| Formatting | Print Diet Instructions (Tags) | Yes/No | Prints diet intolerance tags. |
| Formatting | Include Address Line 2 | Yes/No | Adds address line 2 to the address. |
| Formatting | Include Client Risk Assessment (Allergy) On Route Sheet | Yes/No | Prints allergy risks on the route sheet. |
| Formatting | Include Client Risk Category (Environment) | Yes/No | Prints environment risks on the route sheet. |
| Formatting | Include Client Risk Category (Pets) | Yes/No | Prints pet risks on the route sheet. |
| Formatting | Include Client Risk Category (General) | Yes/No | Prints general risks on the route sheet. |
| Formatting | Include Client Risk Category (Infectious Diseases) | Yes/No | Prints infectious disease risks on the route sheet. |
| Formatting | Bold Address Directions | Yes/No | Prints address directions in bold. |
| Formatting | Exclude Start Time From Routesheet | Yes/No | Leaves the visit start time off the route sheet. |
| Formatting | Include Mileage And Hours forms on route sheet? | Yes/No | Adds the mileage and hours forms and the estimated route mileage. |
| Formatting | Include Facility Phone Numbers on Route Sheet? | Yes/No | Prints the meal route's phone numbers. |
| Formatting | Include Client Risk Category (Funder) | Yes/No | Prints funder risks on the route sheet. |
| Formatting | Include Client Preferred Name | Yes/No | Shows the client's preferred name in brackets. |
| Formatting | Diet Intolerance Inclusion Criteria | Dropdown | Which diet tags print. Shown only when Print Diet Instructions (Tags) is on. |
| Formatting | Client Address Directions Tag | Text | Client custom field that holds the address directions. |
| Formatting | Delivery Comments Source | Dropdown | Where delivery comments come from: Form Context Field or Care Provider Note. |
| Formatting | Care Provider Note Subject | Text | Note subject used when the source is Care Provider Note. |
| Formatting | Delivery Comments Tag | Text | Client custom field used when the source is Form Context Field. |
| Formatting | Main Diet Type Tag | Text | Client custom field that holds the main diet type. |
| Formatting | Regular Diet Type | Text | Diet type value treated as a regular diet. |
| Formatting | Supplementary Diet Information Tag | Text | Client custom field for supplementary diet information. |
| Formatting | Secondary Diet Type Information Tag | Text | Client custom field for the secondary diet type. |
| Formatting | French Language Definition Method | Dropdown | How French-speaking clients are identified: Service Skill, Preferred Language, or Client FCF Tag. |
| Formatting | French Language Skill Text Includes | Text | Skill text to look for. Shown when the method is Service Skill. |
| Formatting | Language FCF Tag (If Not Using Preferred Language) | Text | Client custom field to check. Shown when the method is Client FCF Tag. |
| Formatting | French Language FCF Value | Text | Value that marks a client as French speaking. Shown for Client FCF Tag and Preferred Language. |
| Formatting | Replacement Label For Quantity With Multiplier Column | Text | Heading used for the quantity-with-multiplier column. |
| Formatting | Include Visit Service Instructions | Yes/No | Prints visit service instructions. |
| Formatting | Include Menu Types | Yes/No | Turns on menu types and the Delivery Labels (Menu Types) button. Shown only for agencies that use menu types. |
| Diet Type Options | Bold Diet Type | Yes/No | Prints the diet type in bold. |
| Diet Type Options | Always Print Diet Type | Yes/No | Prints the diet type even for a regular diet. |
| Rollup Values | Rollup Value for Route Sheet and Labels | Dropdown | How meals are grouped on route sheets and labels. |
| Rollup Values | Rollup Value for Order Edit Listing | Dropdown | How meals are grouped on the order edit listing. |
| Rollup Values | Rollup Value for Order Sheet | Dropdown | How meals are grouped on the order sheet. |
| Rollup Values | Rollup Value for Service Detail Listing | Dropdown | How meals are grouped on the service detail listing. |
| Print Orientation | Route Sheet Orientation | Dropdown | Portrait or Landscape. |
| Print Orientation | Packing Slips Orientation | Dropdown | Portrait or Landscape. |
| Print Orientation | Delivery Labels Layout | Dropdown | Portrait, Portrait Top Down, or Landscape. |
| Print Orientation | Print Route Sheet on Legal Paper | Yes/No | Prints the route sheet on legal paper. |
| Delivery Label Formatting Options | Number of Delivery Labels Per Page | Dropdown | 10 or 14 labels per page. |
| Delivery Label Formatting Options | Print Client Initials Instead Of Name | Yes/No | Prints initials instead of the name on labels. |
| Delivery Label Formatting Options | Include Client Risk Assessment (Allergy) On Delivery Labels | Yes/No | Prints allergy risks on labels. |
| Delivery Label Formatting Options | Exclude Delivery Comments On Labels | Yes/No | Leaves delivery comments off labels. |
| Delivery Label Formatting Options | Exclude Diet Intolerances On Labels | Yes/No | Leaves diet intolerances off labels. |
| Delivery Label Formatting Options | Exclude Regular Diet Delivery Labels | Yes/No | Skips labels for regular diets. |
| Delivery Label Formatting Options | Exclude Address From Delivery Labels | Yes/No | Leaves the address off labels. |
| Delivery Label Formatting Options | Exclude Regular Diet Delivery Labels Only if there are no Intolerance Codes | Yes/No | Skips regular diet labels only when the client has no intolerances. |
| Delivery Label Formatting Options | Print Value For Entree | Text | Print value used for the entree on Delivery Labels (Custom). |
| Delivery Label Formatting Options | Print Value For Salad | Text | Print value used for the salad on Delivery Labels (Custom). |
| Delivery Label Formatting Options | Print Value For Soup | Text | Print value used for the soup on Delivery Labels (Custom). |
| Delivery Label Formatting Options | Print Value For Dessert | Text | Print value used for the dessert on Delivery Labels (Custom). |
| Totals and Subtotals | Print Daily Summary Page | Yes/No | Prints a daily summary page. |
| Totals and Subtotals | Print Route Totals by Meal Type and Tags | Yes/No | Prints route totals by meal type and diet tags. |
| Totals and Subtotals | Print Route Totals by Meal and Diet Type | Yes/No | Prints route totals by meal and diet type. |
| Totals and Subtotals | Print Total Clients on Route Sheet? | Yes/No | Prints the client count. |
| Totals and Subtotals | Print Last Delivery Time Route Sheet? | Yes/No | Prints the last delivery time. |
| Totals and Subtotals | Print Route Totals by Meal Type | Yes/No | Prints route totals by meal type. |
| Totals and Subtotals | Include Totals by Hot/Frozen? | Yes/No | Prints hot and frozen subtotals. |
| Totals and Subtotals | Print Employee Names On Route Sheet | Yes/No | Prints the employees scheduled on the route. |
| Totals and Subtotals | Print Qty Column On Route Sheet Totals | Yes/No | Prints the quantity column in the totals. |
| Totals and Subtotals | Print Qty W Mult Column On Route Sheet Totals | Yes/No | Prints the quantity-with-multiplier column in the totals. |
| Route Sheet Messages | Do Not Show 'Message Of The Day' when starting new report | Yes/No | Hides the Message of the Day box on Start A New Report. |
| Route Sheet Messages | Message of the Day | Text | Message printed on the route sheet. It is updated from the Start A New Report dialog. |
| Route Sheet Messages | Route Sheet Header Text | Text | Header text printed on the route sheet. |
| Packing Label Message | Packing Label Message | Rich text | Message printed on packing labels. |
| Optimization Details | Optimize Routes Default | Yes/No | Whether routes are optimized when a report is started. |
| Optimization Details | Allow users to change the optimization setting for each report? | Yes/No | Shows Optimize Routes? on Start A New Report. |
| Optimization Details | Warn The User When A 12:00am Visit Is Detected | Yes/No | Records a warning for each visit scheduled at 12:00 AM. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, start reports, open jobs, and print |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists the meals-on-wheels reporting jobs, newest first (14 rows per page). A note above the grid explains that Selected Groups and Selected Facilities are filled in only for jobs created on or after August 15, 2026, and Optimize? only for jobs created on or after August 16, 2026. The first four columns stay in place when scrolling sideways.
| Column | Description |
|---|---|
| ID | Job number. |
| Added | When the job was started, in your time zone. |
| Added By | User who started the job. |
| Service Date | Day the report covers. |
| # Of Visits | Number of Meals On Wheels visits included. |
| Status | In Progress, Completed, or Cancelled. |
| Messages | Number of messages recorded for the job. Shaded yellow when any are warnings. |
| Selected Groups | Groups chosen when the job was started. |
| Selected Facilities | Meal routes chosen when the job was started. |
| Optimize? | Ticked when the routes were optimized for the job. |
| Source View | The screen that created the job. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | Elapsed processing time. |
| Manage Records | Edit icon that opens the job. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (row icon, or right-click a row) | Opens the job in the Meals On Wheels Reporting For ID dialog. |
Dialog Components
Start A New Report
Opens from Start A New Report. Click Ok to run the report.
| Field | Purpose |
|---|---|
| Service Date | Day to report on. Changing it clears the selected routes and reloads the route list. |
| Groups | Optional. Limits the Meal Routes list to routes in the chosen groups. |
| Meal Routes | Meal routes in use on the service date. At least one is required. |
| Optimize Routes? | Shown only when the page settings allow users to choose. Starts ticked or unticked according to Optimize Routes Default. |
| Message of the Day | Free text printed on the route sheet. Hidden when the page settings turn it off. |
Meals On Wheels Reporting For ID
Opens from Edit on a job row, and closes with Close. It shows the job's printable documents, the service date, groups, and facilities (read-only), and tabs for messages and routes.
Print Buttons
| Button | Description |
|---|---|
| Route Sheet | The driver's route sheet. |
| Order Edit Listing | Listing used to review and edit the meal order. |
| Order Sheet | The meal order sheet. |
| Delivery Labels | Delivery labels in the configured layout. |
| Packing Slips | Packing slips. |
| Packing Slips (V2) | Packing slips in the seven-row layout (portrait). |
| Packing Labels | Packing labels. |
| Delivery Labels (Custom) | Delivery labels showing the entree, salad, soup, and dessert print values. |
| Delivery Labels (Menu Types) | Delivery labels by menu type. Shown only when Include Menu Types is on. |
The buttons are disabled until the job's data has loaded. Each opens a print dialog titled with the document name.
| Print dialog field | Purpose |
|---|---|
| Meal Types to be included (blank for all) | Hot and/or Frozen. |
| Meal Suppliers to be included (blank for all) | Active meal suppliers. |
| Service Codes to be included for selected Suppliers (blank for all) | Enabled service codes of the chosen suppliers. The list stays empty until a supplier is chosen and is cleared whenever the suppliers change. |
| View | Builds the PDF and shows it in the View Report window (closed with Close). |
| Download | Builds the PDF and saves it to your computer. |
Tabs
| Tab | Purpose |
|---|---|
| Messages | Warnings recorded while the job was built. |
| Routes | The stops on each route. |
| Optimization | Optimization results for the job. Shown only when the job was optimized. |
Messages — Grid
The grid lists the messages recorded for the job (14 rows per page).
| Column | Description |
|---|---|
| Type | WRN for a warning. |
| Message | For example "Visit is scheduled at 12:00 AM". |
| Client UID | Client number. |
| Client Name | Client last name, first name. |
| Facility | Meal route. |
| Visit ID | AlayaCare visit number. |
| Start | Visit start. |
| End | Visit end. |
| Service Code | Service code of the visit. |
| Added | When the message was recorded. |
Routes — Grid
A button for each route that has stops appears above the grid, with the number of French-speaking clients in brackets as (FR:n) when there are any. Click a route to list its stops (14 rows per page).
| Column | Description |
|---|---|
| Meals (no heading) | For each meal line, the rollup value and quantity, with the diet type underneath. |
| Client (no heading) | Client name, address, and start time, with the entry code, directions, main phone, and diet tags underneath. |
Optimization — Grid
Lists each meal route and day that was optimized. Expand or open a row for its details.
| Column | Description |
|---|---|
| Name | Meal route. |
| Date | Service day. |
| Result | Pass, Fail, or 12AM. |
| Visits | Visits included. |
| Travel KM | Estimated driving distance. |
| Travel Time | Estimated driving time. |
| Error Count | Number of problems found. |
| Errors | Problem messages. |
Click the edit icon on a row (or right-click it and choose Edit) to read the full Result and Result Messages. The second icon opens Detail Visits, which lists each visit: for Pass and Fail rows the columns are Group, Group Start At, Group Address, Group Client ID, Group Client Name, Visit ID, Original Start At, Original End At, Optimized Start At, Optimized End At, and Comments; for 12AM rows they are Start At, End At, Address, Client ID, Client Name, Visit ID, and Comments.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Diet Classifications | Order sheet column and sequence for each diet intolerance tag. |
| Facilities | Meal routes offered in the report (only those in use on the service date), and each route's starting and ending location for optimization and mileage. |
| Groups | Meal route groups used to narrow the route list. |
| Meal Suppliers | Supplier of each service code, and the supplier filter on the print dialog. Also covers its meal supplier days: each supplier's menu day for the service date. Also covers its meal supplier menu plans: which diet tags apply to each supplier's menu day. |
| Menu Types | Label content for each menu type, when menu types are on. |
| Premium Codes | Print value, supplier, and multiplier for visit premiums. |
| Service Codes | Meal type, print value, supplier, delivery quantity rule, and the exclude flags that decide where each meal appears. Only Meals On Wheels service codes are included. |
| Tags | Identifies which client tags are diet intolerances, and the fixed-time visit tag. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- Saves the Message of the Day into the page settings, then requires at least one meal route; otherwise a warning is shown and the dialog stays open.
- Confirms the AlayaCare sign-in. If it fails, "Login To Alaya Failed" is shown and nothing starts.
- Creates the job, recording the groups, routes, and whether routes are optimized, and marks it In Progress.
- When Optimize Routes? is on, optimizes each selected route for the service date before building the report. This changes the visit times in AlayaCare, in the same way as MOW Route Optimization: a route must be set up to use a starting location with a geocoded starting address, a start time, and a depot visit time, and clients must be geocoded. If a route is not ready, a warning is shown and the job is marked Cancelled. The results can be reviewed on the Optimization tab.
- For each route in name order, loads the route's visits for the whole service day in the route's time zone, and keeps visits that have a client and are not cancelled. Visits on hold are skipped. When employee names or facility phone numbers are switched on, loads those too.
- For each remaining visit, loads the visit, the client, the client's service, and the visit's premiums. The address comes from the service's own location when it has one, otherwise from the client's home address.
- Records a warning on the job's Messages tab for each visit that starts at 12:00 AM when Warn The User When A 12:00am Visit Is Detected is on.
- Combines visits for the same client, address, and start time into one stop and loads the client's risk assessments, diet fields, tags, delivery comments, and French-language indicator. Only visits whose service code is Meals On Wheels contribute meals. Each adds a meal line with its supplier, print value, and quantity, plus further lines for any premiums on the visit. Service codes set to "Placeholder Only", or with a multiplier of 0, add no meal.
- Works out the diet tags that apply, either all of the client's diet intolerance tags or only those that apply to the supplier's menu for that day.
- When mileage forms are switched on, asks the mapping service for the route's driving distance, starting at the route's starting location when it has one, and ending at its ending location when it has one.
- Saves the data on the job, records the included visit count, end time, and duration, and marks the job Completed. If a 12:00 AM visit was found, a warning points you to the Messages list.
View / Download (print dialog)
- Takes a copy of the job's saved data and applies the meal type, supplier, and service code filters. Empty clients and routes are removed.
- Builds the PDF in the layout and orientation set in the page settings.
- View shows the PDF in the View Report window; Download saves the file.