The order page is where you manage an order through its full lifecycle, from open through approval, sending, receiving, and any later adjustments. It's the central facilities view of an order, separate from the Production Records panel where orders can also be added, placed, and received through pop-ups. For the panel flow, see Place and Receive an Order.

This article describes how each part of the order page works.

If your district uses approval workflows, an order in review can be approved or rejected from the order page.

Each order has a status that tells you where it is in its lifecycle. The status appears as a colored pill at the top of the order page and as a column on the Orders dashboard.

The order is editable. Quantities, items, and units can still be changed. New orders start here.

The order has been submitted for approval and is waiting on an approver. An approver can either approve it (moving it forward in the lifecycle) or reject it (sending it back to Open).

The order has been sent to the vendor. While in this status, the pill shows delivery progress and is tailored to who's looking at it:

Every delivery on the order has been received. Inventory has been updated based on what was received.

The order has been deleted. It's kept for reference but no longer counts toward orders, spend, or inventory.

Under each order, the Deliveries tab shows the deliveries associated with that order. By default, one order has one delivery, and most users won't need to think about it. Orders can also be split into multiple deliveries when shipments arrive separately or on different dates; that use case is covered in Splitting an Order into Multiple Deliveries.

Editing a delivery, adjusting line quantities, updating costs, marking it as sent or received, happens in this tab.

Once an order is Sent, its items are locked, the same way a Received order is locked, so what is recorded in Gaia stays in sync with what has actually gone to the vendor. If a product was added to a Sent order by mistake, you can still delete it directly from the order or delivery view.

If a Sent order needs to go back for changes, a nutrition director can choose Reopen Order from the three-dot menu, which sends the whole order back to its previous status, Open or In Review.

Reopen Order only applies to internal vendors, meaning your own central kitchen or warehouse. An order to an outside vendor cannot be reopened, because the vendor may already have acted on it; correct that order on its delivery instead, or use Adjust once it has been received.

On a reopened internal order, changes you make to the order's items carry through to its draft delivery, so the delivery does not go stale against the order. If the delivery has already moved past Draft, or the order has more than one active delivery, Gaia blocks the item edit rather than guessing which delivery to change. Delete the delivery and resend the order if you need to start that part over.

To undo one delivery instead of the whole order, a nutrition director or central facilities manager can choose Re-open delivery, which sends it back to Draft. Like Reopen Order, this only applies to deliveries from an internal vendor.

Re-open delivery was previously called Unsend.

Delete delivery is only available to a nutrition director or central facilities manager, and it is hidden wherever Re-open applies, so there is one clear action rather than two competing ones. Delete stays available on Draft deliveries and on outside-vendor deliveries, where there is nothing to re-open. A school manager receiving a delivery never sees Delete.

A school manager receiving a Sent delivery can add a product that arrived but was not on the list, or remove one that did not ship. This follows the same rule that quantity edits already followed, so you do not have to get a delivery re-opened just to correct what physically turned up.

This stops once the delivery is Received. Receiving is what moves stock into inventory, so adding or removing a line afterwards would leave inventory and the delivery disagreeing. Correct quantities on a Received delivery instead, or use Adjust on the order.

If a line on a Sent delivery can't be fulfilled in full, choose Backorder on that line instead of receiving it short. Enter the quantity that's actually backordered and choose where it goes: an existing open delivery on the order, or a new delivery on a date you pick (tomorrow by default, never today). Gaia moves that quantity off the original line and onto the destination, merging it with a matching line if one already exists there.

A nutrition director can change the Expected Delivery Date on an order that's already Sent. If the order has exactly one active delivery that hasn't been received yet, Gaia updates that delivery's date to match, so the two stay in sync.

If Gaia would calculate a different quantity today than what's currently on the order, for example because a menu or forecast changed after the order was placed, the affected line shows a warning. This is informational only, the order quantity isn't changed for you, so you can decide whether to update it yourself.

Packing slips and transport slips are generated as text PDFs. The text is selectable and searchable, files are much smaller than before, and a bulk export of a full central kitchen week contains every order rather than dropping pages.

Your export is prepared in the background. It downloads on its own when it is ready, and you can find it any time on the Print Jobs page. Only one export runs at a time, so the export buttons are disabled while one is in progress.

Vendor form exports in CSV and Excel are unchanged.

The standard lifecycle on the order page is:

For the step-by-step from the Production Records panel, see Place and Receive an Order.

After an order has been received, use Adjust to make corrections.

If you need an inventory correction in addition to an order-record correction, handle the inventory side separately through the normal inventory tools.