How to Set the Site Name and Contracting Entity on Nutrition Reports in ElderSuite

📝 Overview

The site name and the contracting entity that print on nutrition reports are stored in two different places in ElderSuite. They are not typed on the report.

ElderSuite serves adult day care centers nationwide.

The contracting entity name comes from Contractor Name on Meal Contractor Information. Open the Nutrition Center and click Contractor Information. The site name comes from Provider Name on Provider Information. Open the Provider Center and click Provider Information.

Those values print from the Report Center, on the Nutrition Reports tab. On Daily Meal Count & Attendance - Form 1535, the page heading carries the contractor name and the contract entity identifier from the meal contractor record, and the site name from Provider Name. The same two names also print as Entity Name and Site Name on Form H1654.

One layout of that meal-count form labels the first boxes Name of Contracting Entity (CE), Name of Site, and CE ID. The other labels those same boxes Provider Name, Name of Site, and Entity ID. In both layouts the first box is Contractor Name, not the Provider Name field, and Name of Site is Provider Name. In the Report List the report is Daily Meal Count & Attendance - Form 1535.

This page is where those names are set so they print. It does not record daily meals, and it does not walk through printing Form 1535. The rest of the meal contractor record — contact, addresses, and the other identifiers — is in How to Manage Meal Contractor Information in ElderSuite. The rest of the center record is in How to Update Provider Information in ElderSuite. To produce the weekly sheet, see How to Print the Daily Meal Count and Attendance Record (Form 1535) in ElderSuite.

⚙ How It Works

1. Set the Contracting Entity Name

Open the Nutrition Center from the ElderSuite main menu and click Contractor Information in Related Activities. Meal Contractor Information opens on the one meal contractor record for this provider. If the window is already open, that click brings it forward instead of opening a second copy.

In the Contact Information group, Contractor Name is the first field in the left column. That is the name that prints as the contracting entity: the organization the center's food contract was applied under.

When the food contract is in the center's own name, the same name in the contracting-entity box and in Name of Site is correct. When the contract is under a parent or umbrella organization, replace Contractor Name with that organization's name.

If Contractor Name is still empty when the window opens, ElderSuite offers the provider's own name as a starting value. A name already stored is left as it is. Click Save & Close. That is the toolbar command on this window. The starting value is not stored until that save.

2. Enter the Contract Entity ID

On the same window, Contract Entity ID is in the right-hand column of Contact Information, under Phone and Fax. It is the identifier that prints with the contracting entity. The box holds up to 10 characters, starts blank, and is not filled from the provider record.

The field is not required, and a blank or mistyped value saves and then prints. Site ID and Program Number, beside it, are separate identifiers.

Click Save & Close. There is no box for this identifier on the printed form. The next report reads the stored value.

3. Set the Site Name

Open the Provider Center and click Provider Information. On the Provider Information tab, in the Contact Information group, edit Provider Name. That facility name prints as Name of Site.

Provider Name cannot be left blank or spaces only. Click Save & Close. The change also updates the Current Provider caption on the main ElderSuite window.

The two names are independent. A saved Contractor Name is not replaced when you change Provider Name, and the site name is not replaced when you change Contractor Name.

4. Run the Nutrition Report Again

Open the Report Center, select the Nutrition Reports tab, and run Daily Meal Count & Attendance - Form 1535 again. The heading is filled from the stored records each time the report is produced.

The date range and the meal grid on that dialog are a separate task. Use How to Print the Daily Meal Count and Attendance Record (Form 1535) in ElderSuite when you are ready to print the week.

✅ Important Limitations

The site name and the contracting entity are not edited on the printed report.

There is one meal contractor record per provider account, with no list of locations on Meal Contractor Information and no way to add a second contractor.

A center that keeps several locations as separate ElderSuite provider accounts sets Contractor Information in each account.

Contract Entity ID is not checked at save, so a blank identifier can print blank.

On a Limited Access sign-in, Contractor Information is available only when the Contractor Information permission is granted. A grayed-out button is that permission.

Provider Information will not store a new Provider Name while other required contact and address fields on that window are empty.

If no meal contractor record exists, Form 1535 can fail instead of printing an empty identifier, with the message The report was not generated successfully. Please try again. under the title Report Failed.

A week with no enrolled clients can also fail to produce that report, so a failed run is not only a missing contractor record.

If two people save the meal contractor record at the same time, the second save is rejected with Concurrency Conflict, those entries are discarded, and the record reloads.

⚠ A Pre-Filled Contractor Name Is Not Stored Yet

An empty Contractor Name, and empty phone, fax, e-mail, and address fields, are filled from the provider's own details when Meal Contractor Information opens. That fill is only on screen.

If the food contract is in the center's own name, click Save & Close and leave the name. If the contract is under another organization, replace Contractor Name before you save.

A record that has never been saved still looks filled the next time the window opens, and the contracting entity name prints blank until Save & Close stores it.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.