Creating an Initial Milk Entry for a New Center/Site

What CenterPilot tracks

CenterPilot is developed to assist centers/sites in tracking milk amounts daily. CenterPilot tracks:

• The amount of milk required/planned for each meal to accommodate the number of planned/expected participants by age group (Facility Information / # Attending Meals).
• The actual amount of milk served according to the attendance taken at each meal.
• The amount of milk purchased according to the receipts entered.
• Planned, served and purchased milk is tracked for all 3 types: whole milk, skim or 1% milk, and alternate or non-dairy milk.

Collect the information

When a new site joins your sponsorship, you as the sponsor may need to assist the site to create an initial milk entry to begin the “milk math” process reflected in the Milk Bank. If several sites are joining at once, use the Initial Milk Data Collection Worksheet to gather the information from your sites. For example:

Enter it into CenterPilot as a Receipt Entry

1. Log into CenterPilot as the sponsor or the site.
2. From the menu at the top, choose Receipt / Receipt Entry.
3. On the top left, select the center/site.
4. On the top left, select the claim month (in the example above, the claim month would be Live Claim: April / 2021).
5. Begin entering a receipt in the middle of the screen in the Enter A Receipt grid:
   • Enter the Receipt Date as the first day of the month or the date of transition to CenterPilot.
   • From the Please Select Receipt Type drop-down, select Donation: Donor Name.
   • In the blank field that appears, enter “Initial Milk Entry” or “Initial Milk Carryover.”
   • Leave all other fields blank and click SAVE RECEIPT.
   • When the entered receipt appears in the Receipts for This Claim grid at the bottom, click the pencil on the left to bring the receipt back into the Enter a Receipt grid above.
   • To the far left, click + New Milk Entry in the Milk Entry grid.
   • Add the entries one at a time until all milk types on site are entered against this receipt. In the example above: Whole Milk 4.5 gallons; Skim or 1% Milk 100 half pints (cups), equal to 6.25 gallons; Non-Dairy Milk 1 half gallon (.5 gallons).
   • Be sure to select + New Milk Entry for each separate milk entry, and select the correct container size for each type of milk. If there is more than one container size for a milk type, either convert it all to gallons and use a single entry, or use multiple entries for each container size.
   • Notice that the milk entries are now reflected in the milk columns in the Receipts for This Claim grid at the bottom, and in the Receipt Totals for This Claim grid at the top.
6. Check the Milk Bank to view the initial entry: from the menu at the top, select Meal Reports / Milk Bank. The initial milk entries and balances will show up (most likely on a line indicating a Breakfast (BK), since a meal must be used). The milk entries show in the Receipted Milk columns for each milk type, as gallons.

Your site(s) should now show accurate “milk math” going forward.

Monthly carry-over

1. From the menu at the top, select Meal Reports / Milk Bank.
2. Choose the previous month in the upper left corner.
3. In the Milk Served for Period grid, click Process Milk at the top.
4. The milk balances from the last day of that month will transfer to the first entry in the same section of the current month.
5. Select the current month in the upper left.
6. Notice the first entry for the current month will now show as “CO” for Carry Over.

Last updated April 17, 2021.

 Download the PDF version

← Back to resources · Questions? Call (214) 427-4467 — a real person answers.