Creating Orders in Gaia
You can start an order from the Orders page, from the Orders tab on a vendor's page (with that vendor already filled in), or from the Tools menu on the weekly Production Records view (with that school already filled in).
Step 1: Select Vendor and Delivery Date
Begin by selecting your vendor from the menu.
Choose your desired delivery date.
Step 2: Access the Order Page
After selecting the vendor and delivery date, Gaia will direct you to an empty order page.
Step 3: Add Products to Your Order
Click on the 'Add Product' button.
This will display the full list of available products.
Step 4: Search for Products
Use the search bar in the modal to find specific products.
Ordering from a warehouse or central kitchen that tracks inventory? Each product shows how many whole cases it has on hand after the pack size and price, for example Case of 50 lbs • $24.00 • 2 on hand.
Step 5: Specify Quantity
Use the plus and minus buttons to adjust the quantity of the product.
Alternatively, you can type the desired amount directly.
Step 6: Add Products to Your Order
Click the 'Add' button to include the selected product in your order.
You can add multiple products.
Step 7: Review Your Order
You can always access the order guide to search for additional products.
Your order will only include the items you have added from the order guide.
If you're a nutrition director, check Special order when this order falls outside your normal ordering pattern (for example, a one-time or event order) — it flags the order for tracking and filtering on the Orders dashboard.
Troubleshooting
⚠️ Vendor or order guide missing from the manual order workflow? If a vendor or order guide does not appear in the manual order workflow, check that the shoppable toggle is enabled on the relevant order guide. When the shoppable toggle is off, the order guide and its associated vendor will not show up in the manual ordering flow. Re-enabling the shoppable toggle on the order guide will restore access.