Enter production details: Click any cell to type in totals or notes, and use Tab to move between cells. Edits save automatically, though inventory isn't recalculated until you press Calculate Inventory. Because entries save as you go, more than one person can work on the same record at once — one person on cart data, another on kitchen data, for example.

Calculate Inventory: Press Calculate Inventory to refresh the Used column for every ingredient based on your latest entries. Any notes you've typed stay in place.

Add offerings: Click +Add item to search your pantry for recipes and add them to the record. The search only shows recipes available for your school's grade group. Once added, enter numbers for the recipe or delete it if you don't need it.

Delete offerings: Use the action menu on the right of any row to remove an offering you don't want on the final record. If something was planned but not served, keep the row and enter 0 in the Prepared column instead of deleting it.

Grouping mode: Under the Display menu, switch offerings between Manual (your own custom order) and Category (grouped by category). This choice is remembered and carries between the daily and weekly views.

Reorder offerings: With Grouping mode set to Manual, drag a recipe row by its handle to change the order it appears in. The new order carries through to the weekly view and the printout. You can't reorder in Category mode, on print or preview, or after a record has been submitted.

View ingredient details: Click Expand All to show or hide a recipe's ingredients. With ingredients expanded, you can view and edit the inventory used for each one.

Export and print: Open the Tools menu on the record and choose Export Product record to print the full PR, or Export Picklist for just the ingredients to pull for the day. Set the font size, toggle columns on or off, or add page breaks to split a record into station slips.

All required fields need a value before you can submit: recipe fields (Prepared, Damaged, Discarded, and Leftover — Served calculates automatically), ingredient fields (Prepared, Damaged, and Discarded — auto-calculated from your recipe numbers, but you can override them to match actuals), and point of sale totals (enter 0 for any category you don't have data for).

Press Calculate Inventory before you submit, so the Used column reflects your latest entries. If anything's missing, Gaia flags it and highlights what still needs a value.

Submitting updates your inventory right away: the Used amount is deducted for each ingredient, and leftover recipes can be assigned expiry dates and added to your leftover inventory, available from the weekly forecasting view.

About Production Records in Gaia

Printing and Exporting Production Records

Track Leftovers and the On Hand Basket

Using ScanAI

System ID: A unique ID generated by the platform.

Meal: The program (breakfast, lunch, or supper), day, and date.

Site: The school or service location's name.

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.

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 is available to add to a future PR. If entered for an ingredient, that amount is returned to the inventory on hand.

Served (SRVD): Number of meals served. This is a calculated field available for recipes. (Served = Prepared - Discarded - Damaged - Leftover)

Used Inventory (USED): Inventory used for each ingredient, shown in the unit listed 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, preserved when you press Calculate Inventory.