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 saved.
Served Meals Calculation: Gaia will calculate the amount of meals served based on your inputs
Inventory Calculations: Gaia will compute inventory deductions for each ingredient used in the recipe.
Adjust Ingredient Usage: Manually adjust the amounts of damaged, discarded, or saved ingredients to reflect the 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 will automatically update 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 you 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 Cart (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 that is only available for recipes and uses the amounts from all the previous columns. (Served = Prepared - Discarded - Damaged - Leftover)
Used Inventory (USED): Inventory used for each ingredient. This is a calculated field and displays the amount for the selected unit for that inventory, which can be found under the name of the ingredient. This is a calculated field that is only available for ingredients and uses the amounts from all the previous columns. (Used = Prepared - Discarded - Damaged + Leftover)
Temperature fields: Recorded HACCP temperatures.
Notes (NOTE): Item-specific notes.
Editing PRs
Enter production details: Click inside each cell to type in the total numbers or notes. Use the "Tab" button on the keyboard to move between cells.
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 now enter numbers for this recipe, or delete it if no longer desired.
Delete offerings: Click on the action menu on the right side of each row to delete an offering from your PR. This is for items that you do not want to see on the final record. If something was planned but not served, it is recommended to keep it and enter 0 in the prepared column.
View ingredient details: Click on 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. Saved is automatically calculated and populated
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.
Once submitted, PRs can't be edited or re-opened except by an admin user for the district. Reach out to your director or supervisor if unsure for your district.
After the PR is submitted, inventory numbers will be automatically updated
The amount in the the Used column will be deducted for each ingredient
For any leftover recipes, you will have the option to assign expiry dates and they will then be added to your leftover inventory which can be accesses from the weekly forecasting view.