Overview

When documenting your production records in Gaia, you can input various data points to ensure accurate tracking and inventory management. Here's how Gaia simplifies the process:

Input Meal Data: Record the number of meals prepared, damaged, discarded, or leftover.
Served Meals Calculation: Gaia calculates the number of meals served based on your inputs.
Calculate Inventory: Press Calculate Inventory to compute inventory deductions for each ingredient used in the recipe. Cell edits save instantly without recalculating inventory on every keystroke — run the calculation when you're ready.
Adjust Ingredient Usage: Manually adjust the amounts of damaged, discarded, or leftover ingredients to reflect actual usage for the day. Adjustments to individual ingredient amounts do not affect the recipe calculations or inventory deductions for other ingredients.
Inventory Updates: Submitting the production record automatically updates inventory on hand.

Definitions

💡 Note: You may see some variations in PR fields from district to district, refer to your onboarding guide for details specific to your district.

PR details:

System ID: Unique ID generated by the platform.
Meal: Specifies which program (e.g., breakfast, lunch, supper), day, and date.
Site: Name of school or service location.

Point of Sale totals:

A la Carte (CART): Number of recipes sold a la carte.
Child (CHILD): Total meals served to students.
Adult (ADLT): Total meals served to adults.

Production data:

Components (COMP): Meal pattern contribution of the recipe.
Serving Size (SRVG): Uses the serving size for the applicable grade group of each school.
Forecasted (FORE): Planned number of servings, entered at the time of forecasting.
Prepared (PREP): Actual number of meals prepared, entered after service.
Damaged (DAMG): Number of meals or ingredients damaged during preparation (does not count towards offered), entered after service.
Discarded (DISC): Number of meals or ingredients discarded after the end of service.
Leftover (SAVD): Number of meals or reusable ingredients remaining after the end of service. If entered for a recipe, that amount will be available to add to a future PR. If entered for an ingredient, that amount will be returned to the inventory on hand.
Served (SRVD): Number of meals served. This is a calculated field available for recipes and uses the amounts from the previous columns. (Served = Prepared - Discarded - Damaged - Leftover)
Used Inventory (USED): Inventory used for each ingredient. Displayed in the selected unit shown under the ingredient name. This is a calculated field available for ingredients. (Used = Prepared - Discarded - Damaged + Leftover)
Temperature fields: Recorded HACCP temperatures.
Notes (NOTE): Item-specific notes. Notes are preserved when you press Calculate Inventory.

Editing PRs

Enter production details: Click inside each cell to type in the total numbers or notes. Use the Tab key to move between cells. Cell edits save instantly — inventory is not recalculated until you press Calculate Inventory.
Calculate Inventory: Press the Calculate Inventory button to refresh the Used column for each ingredient based on your latest entries. Notes you typed are preserved across the refresh.
Add offerings: Click +Add item to search for recipes in the pantry and add them to the PR. Only recipes available for your school's grade group will appear in the search. You can then enter numbers for this recipe, or delete it if no longer desired.
Delete offerings: Click the action menu on the right side of each row to delete an offering from your PR. This is for items you do not want to see on the final record. If something was planned but not served, it's recommended to keep it and enter 0 in the prepared column.
View ingredient details: Click Expand All to show or hide the ingredients in the recipe. The expanded ingredients view allows you to view and edit the inventory used amount for each ingredient.
Export and print: Click export to select your preferred printing size and export your production record to PDF.
- Note, you can print multiple PRs at a time from the weekly forecasting view Actions menu.

Submitting PRs

All required fields must be completed before a PR can be submitted.
- Required recipe fields: Prepared, Damaged, Discarded, and Leftover. Served is automatically calculated.
- Required ingredient fields: Prepared, Damaged, and Discarded. These are auto-calculated based on the recipe numbers, but users can override them to reflect actuals.
- Required point of sale fields: All point of sale totals require a number. Enter 0 for any categories that you do not have data for.
Press Calculate Inventory before submitting to make sure the Used column reflects your latest entries.
Once submitted, PRs can't be edited or re-opened except by a director for the district. Reach out to your director or supervisor if you're unsure for your district.
After the PR is submitted, inventory numbers are automatically updated:
- The amount in the Used column is deducted for each ingredient.
- For any leftover recipes, you have the option to assign expiry dates and they are added to your leftover inventory, accessible from the weekly forecasting view.

Taking a picture of PRs

You can take a picture of a paper PR rather than entering it manually, using Gaia's OCR scanner (ScanAI).
To take a picture of a production record, click the three dots next to the PR title and select the scan option.