Create a Milk Audit by Month

Milk audits are done to compare milk purchases to milk usage to make sure there isn't a shortage.

• Monthly comparison: was enough milk purchased for the month overall?
• Daily comparison: based on when milk was purchased, was there ever a meal or snack where the center ran out of milk?

The subject of this article is the monthly comparison, in other words a milk audit by month.

To use this feature:

• Click on "Milk Audit" on the main dashboard

• At the top of the milk audit page, make your selections from the dropdown menus.

• Begin by selecting the Month and Year
• Next, select the calculation type
• Calculated from Attendance: will take the portion size for milk times the number of participants in each age range and calculate how much milk you should have used. This is the most common selection.
  
• Food Production Amounts: this will take the usage amounts right from your food production records. Ensure that you have entered a food production record for each of the meals with milk so you have accurate amounts.
  
• For audit calculation type, select "By Month"
• Click “Create Milk Audit” button.

• Milk purchases entered in the Expenses feature are automatically pulled into the milk audit
• The amount of milk available can be increased using
• Carryover from the prior month
• Manual increases
• The amount of milk used can be adjusting using manual decreases
• Notes can be added to the Milk Audit for recordkeeping
• Before a claim can be created, a milk audit needs to be finalized
• The milk audit by month compares monthly purchases to monthly usage. This means that we do not compare the dates of milk purchases with the dates of milk usage to determine if the center or site ran out of milk at any point during the month. If you would like this more precise calculation, you may consider using the Milk Audit by Day.
• Milk audits can also be done for multiple sites at once at the sponsor level

• Requirements for when a milk audit needs to be completed and whether claim adjustments are made for milk audit shortages is controlled by the Milk Audit Requirement setting
• Meals with food production records showing that not enough milk was prepared can result in disallowed meals, depending on the Milk Shortage Policy.
• Milk Audit Units can be displayed in cups or gallons. 

• A summary of the milk audit results and any milk audit notes can be included in the Claim Summary Report at the sponsor level or the Claim Summary Report at the site level
• The Milk Purchased Report has information about milk available
• The Milk Served by Type Totals Report shows the amount of milk that should have been used based on meal participation by day, week or month