Overview
The Reports page is where you generate and export operational data across production records, orders, the POS, and inventory. Open it from Reports in the left navigation. The left panel groups reports into categories; clicking a report opens its filter panel on the right.
Most reports share the same filter pattern: a date range, one or more schools, and a meal selection. Reports run on demand and download as a PDF or Excel file (see How to Export Reports in Gaia).
Looking for nutrition or menu compliance reports? Weekly Weighted Nutrition Analysis, Standard Weekly Nutrition, and Recipe Analysis live inside the menu plan view, not on the Reports page. See the Menus section for those.
Report Categories
The Reports page shows up to four categories, depending on which features your district has enabled:
Operations — district-wide nutrition exports and school inventory snapshots (feature-gated).
Production records — production totals and forecast accuracy.
Orders — procurement planning and consolidated ordering.
Point of sale — POS transactions, reimbursable claims for end-of-month reporting, and attendance.
Production Records
Totals Summary — aggregated production totals (prepared, served, leftover, used) across the selected date range, schools, and meals. The starting point for end-of-week production review.
Daily Served Totals — meals served per day, broken out by meal program. Useful for spotting daily participation patterns.
Prepared Meal Totals — meals prepared per day and per recipe. Use alongside Daily Served Totals to compare production to participation.
Forecast Vs. Served — forecast accuracy report. Compares the planned forecast to actual served amounts so you can tune future forecasts. Filters include Production Record Status (e.g., Confirmed, Submitted) so you can include in-progress records or finalized ones only.
Consolidated Forecasts — forecasts across selected menu plans and schools in a single export. Two extra fields appear: Search menu plans and Output Format (vertical or alternate layouts). Used to share forecasts with central kitchens or vendors.
Orders
Preorder Forecast — projected ordering needs based on confirmed forecasts. Use this when planning upcoming orders.
Consolidated Orders — orders across selected schools and date ranges in one export. Useful for reconciling invoices and tracking total spend by vendor.
Point of Sale
POS Transactions — full transaction list across the district for the selected date range and filters. Use for reconciliation and audit.
Reimbursable Claims Totals — meal counts by eligibility status (Free, Reduced, Paid) for the selected timeframe, schools, and meals. The data you submit for federal reimbursement at end-of-month. Feature-gated; ask Gaia support to enable if not visible.
Reimbursable Claims By Day — the same data broken out by school and day. Useful for state reporting templates that require daily breakdowns. Feature-gated.
Daily Attendance and Served Totals — attendance recorded at the POS alongside served counts. Only shown if your district has attendance tracking enabled.
Operations
This category only appears if at least one of these features is enabled for your district.
School inventory — current on-hand inventory snapshot by school, useful for end-of-period audits and physical-count reconciliation.
Running a Report
Open the Reports page, click the report you want, set a date range and filters, and click Run report. For the full filter walkthrough, see How to Export Reports in Gaia.
A Note on Compliance Reports
Compliance isn't a separate category in Gaia — it's a property of certain reports. For end-of-month federal reimbursement, the relevant report is Reimbursable Claims Totals (or By Day for state templates that need daily breakdowns). For USDA menu-pattern and nutrition compliance, run the nutrition reports from inside the menu plan view.