The weekly production screen is your central hub in GAIA. This Step explains the key navigation controls and display options available on this screen.

Located in the top-left corner, the date navigation controls allow you to move between weeks and months. Use these controls to:

• Review historical production records from past weeks or months

• Plan ahead by viewing and editing future production records

Found in the top-right corner under the Display menu, these settings let you customize what information appears on screen:

• Show or hide specific details on each production record card

• Toggle a quick-view summary of serving sizes

• Set the number of days to display per screen

• Switch between Category View (grouped by food category) and Flat View (all items in a single list)

Located next to the Display menu, the Tools menu provides access to bulk actions for planning and production management. Key functions include smart forecasting, bulk forecast updates, and the Shop Week feature. These are covered in detail in later Steps.

For each day in the weekly view, you can see:

• The daily forecasting card for each production record

• Open, due, and placed orders

• On-hand inventory that is relevant to that day's production record

Forecasting in GAIA allows you to plan how much of each recipe you will produce, and automatically calculates the ingredient quantities you will need.

Each daily forecasting card displays all recipes scheduled for that day. For each recipe you can:

• Hover over the recipe name and click the left arrow to expand it and see all ingredients

• Click the recipe name to open the recipe panel with nutrition and allergen information

• Right-click and select Open in New Tab for full recipe details

• Click the recipe code to navigate directly to the recipe page

You have two options for entering a forecast:

Click next to the SRV (Servings) field and enter the number of servings you plan to produce. GAIA will automatically calculate the required ingredient quantities for you.

To forecast based on ingredient quantities:

1. Expand the recipe by clicking the arrow on the left.

2. Click on the measurement unit next to an ingredient.

3. Select the unit type: weight, volume, or packaging size.

4. Enter the quantity of ingredient you plan to use.

There are two ways to add items to your production record from the forecasting view:

• Click the whisk icon in the bottom-right corner of the forecasting card to open the Recipe Book, then drag a recipe onto the production record.

• Hover over a category name and click the + icon to open the Recipe Book. Click the item you want, then click the Add button on the panel.

Assorted recipes are special recipe types where you select which specific items will be served from a set of available options.

If you do not yet know which items will be served, enter a placeholder forecast to reserve production capacity.

If you know which items will be served:

5. Check the boxes next to the specific items you want to include.

6. Click the Forecast button that appears to commit the selection.

To change a selection, right-click the recipe and choose Reset Assorted Recipe.

Smart Forecast uses your historical GAIA data to suggest forecast amounts. To access it, click the three-dot menu on any daily production record card and select Smart Forecast.

You have two data scope options:

• Current Cycle Menu Only — uses data only from the current menu cycle date range.

• All Historical Data — uses all available data regardless of which menu cycle it falls under.

You can also choose whether to base suggestions on previous forecast amounts or actual served amounts (if you have been submitting production records). Click Update Forecast to apply the smart suggestions.

Once your forecast is complete, click the Confirm button at the top of the daily production record card. This moves the record from Open status to Confirmed Forecast status.

To make edits after confirmation, click the three-dot menu and select Edit Forecast. This reopens the forecast so changes can be made.

To apply forecasts across multiple days at once, use the weekly Tools menu:

• Smart Forecast — runs smart forecasting for selected menus across the full week.

• Bulk Update Forecast — applies the same forecast amount to selected recipes across multiple days and menus. Select the recipes, choose the applicable days, select the menus, click Next, and enter the forecast amounts.

Once your forecasts are confirmed for the week, GAIA can generate the orders you need to fulfill your production plan.

After confirming a forecast, GAIA displays an inventory status indicator for each recipe and ingredient. Click the status icon to see:

• Current on-hand amounts

• Incoming orders already placed

• Committed servings between today and the production date

To generate all orders for the week:

7. Click the Tools menu.

8. Select Shop Week.

9. Click Update Orders.

If inventory tracking is enabled, GAIA will subtract what you already have on hand before creating orders. If inventory is not enabled, GAIA will order the full required amount. Orders are created automatically based on your configured delivery windows.

After generating orders, you can view and manage them on the Orders page. From the order panel, you can:

• Change the order quantity for any item

• Click Add Product to open the full vendor order guide and search for additional items

• Click on the order date or name to open the order in a new tab for a detailed view

Once an order is reviewed and ready, click Place Order from the order detail view. Placed orders will appear under the Placed panel on the Orders page.

When an order arrives:

10. Find the order under the Placed panel.

11. Click Manage Order.

12. Adjust any received quantities that differ from the ordered amount.

13. Add any substitutes or missing items using the Add Product button.

14. Adjust expiration dates if needed.

15. Click Mark as Received. GAIA will automatically update your on-hand inventory.

The Order page offers additional tools:

• View order notes and product details such as price and product code

• Organize orders using different view options

• Click the bell icon next to an order number to view the full change history for that order

GAIA provides multiple ways to update and track on-hand inventory across your operation.

For items that appear in the on-hand panel on the weekly production view, you can update inventory directly by clicking into the serving count field and typing the correct amount to true it up.

For a full range of inventory update options, navigate to the item page and click Update under Inventory. The available actions are:

• Check-In adds inventory to your on-hand count

• Check-Out subtracts inventory from your on-hand count

• True Up resets inventory to a specific amount

• Transfer moves inventory from your site to another site

From the Pantry page, you can manage inventory in two ways:

• Overwrite directly — click into the quantity cell and type the new value.

• Click the Update button to open the full inventory management panel, where you can perform check-in, check-out, and other actions.

At the end of each production day, you submit a production record in GAIA that captures what was offered, served, damaged, discarded, and left over.

To access the detailed production record view:

• If the forecast is confirmed: Click View Record on the daily production card.

• If the forecast is not yet confirmed: Click the three-dot menu and select View Details.

The production record offers:

• Date navigation to move between days and weeks

• Display options to switch between flat list and category views, and to show or hide specific columns

• A Tools menu with export and print options, including settings for larger fonts and hiding the notes column

Click into any cell in the table to start entering data. Once you enter a value under Offered, GAIA will:

• Calculate the Served amount automatically

• Factor in any amounts entered under Damaged, Discarded, or Leftover when calculating the final Served amount

You can record ingredient-level inventory adjustments directly within the production record:

16. Expand the recipe in the production record view.

17. Use the unit drop-down to select how you want to report the inventory (e.g., by bucket, kg, etc.).

18. Enter the additional discarded or used amount at the ingredient level.

GAIA will automatically update the total inventory deducted from your on-hand count for that ingredient.

19. Click the Add Item button.

20. Select a category when prompted.

21. Search for and select the recipe from the recipe book.

22. Enter the offered, discarded, and leftover amounts.

GAIA will display an icon next to any item that was not originally on the menu or was added from leftovers.

To add leftover or on-hand inventory items to the production record, drag the desired item from the on-hand panel onto the production record — the same way you add a new recipe. GAIA will pre-populate the current on-hand amount, which you can then adjust as needed.

Once all data is entered, click Submit. GAIA will prompt you if there are any blank or incomplete fields.

• If an item was not offered that day, enter 0 or remove it from the production record.

• After submission, any leftover amounts will automatically be added to the on-hand panel for future use.

To understand how GAIA calculated a specific inventory amount, click the transaction history icon next to any item. This opens the inventory panel and shows all related orders and production records that contributed to the current inventory calculation.