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Correct or remove a meal count

Denise typed the wrong number into this morning's breakfast count, and Tom wants it fixed before the day closes. This page is how to change or remove a meal count that was recorded wrongly, and the trap waiting in the edit dialog.

Read both of these before you touch a record

Edit adds to the count instead of replacing it, whenever the record was created anywhere other than the edit dialog itself, which is every record in practice. Detail in step 3.

Delete is permanent. Deleting a meal record removes the row itself, not just marks it hidden. It is gone from PTRS. The audit trail survives; the meal record does not. PTRS has a gentler removal built in, that keeps the row and records why, and no screen calls it.

The 60-day window​

Both correcting and deleting are refused once the record's meal date is more than 60 days in the past. The message tells you that meal records older than 60 days cannot be corrected, for delete as well as edit.

The window is measured from the meal date, not from when the record was entered. A meal from 1 March entered on 20 April is already 50 days into its window.

The Meal Records table disables both buttons past the window and shows a small clock icon whose tooltip reads "Past 60-day correction window," so you find out before you press rather than after.

Steps​

1. Find the record​

Go to Meal Records. The History section at the bottom groups every record by date, newest first, with a total served and a validated count per date.

Three tabs: All Records, This Week (the last seven days), and Needs Attention, which holds every record in PTRS, because no record is ever marked valid. It is not a shortlist.

The same table also appears on CACFP Meal Service.

2. Open Edit​

Expand the date group and press the pencil icon on the row. If it is greyed out with a clock beside it, the record is past its 60-day window and nothing on this page will change it.

The dialog shows six number boxes labelled 0-1 years, 1-2 years, 3-5 years, 6-12 years, 13-18 years and Adult, plus the menu items.

3. Understand what the dialog will save​

The dialog shows six bands and saves whatever else was already there

The edit dialog loads the record's existing counts behind the scenes, then shows you inputs for its own six age bands, the ones named above.

No other screen in PTRS uses those six bands. The header's quick-add dialog uses Ages 5–8, Ages 9–12 and Ages 13–18; the two composer forms use 5-7, 8-10, 11-13 and 14-18; the point-of-service form uses Infant, 1-2, 3-5, 6-12, 13-18 and Adult.

So the record's real numbers are held behind the scenes and not shown on the screen. On save, everything held behind the scenes is sent back along with what you typed, and PTRS adds up every number in the whole set.

Worked example. A record created by the header dialog holding 10 in Ages 5–8, 5 in Ages 9–12 and 0 in Ages 13–18, total 15. You open Edit, see six empty-looking bands, type 3 into 6-12 years and save. What is stored now holds all four figures, the original three plus your new one, for a new total of 18.

You intended 3. The record now says 18, and the record's detail page will show four age bands where you expected one.

Do not use Edit to reduce a count. It cannot reduce a count that was entered on another screen, because the number holding that count is not shown to you.

4. Save, or delete instead​

To edit, set the numbers you want, press the dialog's save control, and then re-open the record and read the counts back before you walk away. That is the only way to see what was actually stored.

To delete, press the trash icon on the row and confirm. The record is removed permanently.

The safest correction, given the above: delete the record and create it again from the header's + → Meal Count dialog. Both are recorded in the audit trail and both stay inside the 60-day window.

What is recorded about the change​

On edit, PTRS's audit trail gains one line: a correction was made to the meal record for a given date, meal period and site. It records no reason, and neither the previous nor the new counts. A reviewer reading the audit trail can see that a correction happened and not what it changed.

On delete, one line: the meal record for that date, meal period and site was deleted. Also no reason, and the row it refers to no longer exists.

Both actions try to announce themselves on the CACFP notification channel, which is never switched on, so no open screen is told.

The properly audited correction path exists and no screen uses it

PTRS has a correction action built in that does what a CACFP correction should: it enforces the same 60-day window, requires a reason, and writes both the previous and the new counts into the audit trail.

PTRS also has a removal action built in that does what a CACFP removal should: it keeps the row and records a stated reason for taking it out of use, rather than erasing it.

PTRS can also list every correction ever made to a record, with the counts before and after each one.

None of the three is reachable from any screen. The interface uses the weaker pair instead, the plain edit and the permanent delete described above. Until that changes, keep your own note of why a count changed, PTRS will not hold it for you.

Checked against PTRS on 7 September 2026.