When it comes to your COG's (Cost of Goods Sold) reporting, we pull in your POS (Point of Sale) data - so we know what items you're selling.
We then match up each of your till items from your POS to an existing recipe or product in Edify. This is so that we can correspond the cost of the recipe/products VS the price it was sold at.
When 1 x of an item is sold - We know how much of the ingredients were used, and how much it's cost you for these.
How to use the POS Matching Tool
How to match a POS item to a recipe or product
Navigate to the POS Dashboard within Edify by heading to Settings > POS Matching.
You should see a list of POS items on the POS Item Name Column - each row represents an item sold through your POS system or a modifier.
Under the Recipe/Product Item Name column, select the appropriate recipe or product from the dropdown list.
Matched items will be marked with a link icon (🔗), while unmatched items show a broken link (❌).
How to match a modifier
Modifiers are things you offer as extras or replacements, such as the syrups you offer as extras to hot drinks, or your milk alternatives. These are added as variable ingredients to your recipes. You can see if something is a modifier in the POS Type column.
You should match your modifiers to the product used in the recipe.
Example
You may offer oat milk as an alternative to whole milk on a latte. Within the latte recipe the product "Oat Milk 1L" is added as the variable ingredient which replaces whole milk.
As such, you should match your oat milk modifier to the product "Oat Milk 1L". This means, when you sell a latte and the oat milk modifier is selected the Edify system checks to see how much "Oat Milk 1L" is used and calculates the correct cost.
How to set portions and units for bought-to-sell items
For menu items which you buy-in rather than make on site you will need to set the quantity and unit of the bought-in product if this is ordered in quantities above one.
Edify then correctly calculates that when one of the product is sold, only one of your stock is used up.
Example
You may sell cans of Coca Cola. You buy cans of coca cola in a 24 can multipack from a supplier.
You would match the Coca Cola menu item to the 24 can multipack product and then be prompted to set the quantity as one and the unit as can.
How to ignore a menu item or modifier
There may be items on your till which don't require any matching, you can use our ignore feature to remove these from the POS Items table.
Example
You may have a "hot milk" button on the till, as this does not impact the quantities used in a recipe it does not need matching.
Simply click the eye icon by the POS Item Name column to mark this as an "ignored item". The POS Item will turn grey and uneditable. To revert this, just click the eye icon again.
To hide ignored items from your POS Items table just click the "hide ignored" toggle on the top left of the screen.
How to match a POS item if it differs by site
POS matching is done at a company level by default. This means when you POS match something it will apply to all sites. But it is possible to POS match at a site level.
Example
You might sell a cookie. Site One orders the cookie from one supplier, while Site Two orders the cookie from a different supplier. As such you need to match the cookie POS Item to two different products.
To do this click the ➕ icon to the right of a POS Item. Two new drop-downs will appear.
Using the drop-down on the right choose the site you would like to POS match for (it will automatically default to a site so be sure to change it if required).
You can then select the product or recipe using the drop-down on the left.
To repeat this and POS match a further site just click the ➕ icon again. Repeat as many times as required.
POS Dashboard Metrics
To help you keep track of your POS matching you'll find key metrics at the top of the POS Dashboard.
Matched Items - This shows you the total number, and percentage, of POS items you have matched (excluding ignored items). The more matched items, the better your COGs accuracy.
Unmatched Items - This shows the total number, and percentage, of POS items which are currently not matched. You should aim to keep this number as low as possible.
Ignored Items - This displays how many items you currently have ignored.
These figures are dynamic and will update live as you make changes.
Keeping your POS matching up to date
To keep your COGs data accurate it's important to update POS matching whenever changes are made.
If you start ordering a product from a new supplier you can easily update the matched product in the POS Matching Tool.
If you add new items to your POS these will feed through to Edify available for matching.
POS Matching FAQs
Why are the quantity and unit drop-downs not available when I have selected to match to a product?
You can only set the quantity and unit of a product for Menu Items, if the drop downs are not becoming available when you've selected to match to a product it could mean you are matching a modifier.
When modifiers are matched to products the system checks the recipe the modifier is being applied to to see what quantity should be used.
I can't find the POS Item I'm searching for
If you can't find a POS item this could be due to a couple of things:
Check the spelling in the search bar matches that of the item per your POS setup, ensure there are no extra spaces or errors
With some POS systems we pull the entire POS menu, for others we only add a POS Item once it has been sold. As such, the item you are looking may not have yet been sold
I can't find the recipe or product I want to match a POS Item to
If you can't find a recipe or product this could be due to a couple of things:
Check the spelling matches that of the product or recipe per Edify setup, ensure there are no extra spaces or errors
Ensure the recipe or product have been setup in Edify
I don't understand when a POS Item would need a recipe and when it can be matched to a product, can you explain?
Recipes should be created in Edify for POS Items which are produced onsite using multiple products. For example, hot drinks and sandwiches you make onsite would need to be matched to recipes.
You can match a POS Item to a product when the POS Item is bought to be sold in its current state. For example cans of cola, pre-made slices of cake and chocolate bars would all be matched to a product and not need a recipe.
Am I able to see the supplier a product is ordered from in the dropdown?
In the dropdown when matching only the name of the product is shown. If you have multiple products with the same name we recommend changing the name slightly (e.g. adding the number one in front) to identify which product is from which supplier.
What do I do if there isn't a recipe or product for me to match to?
If there is not a product or recipe to match the POS item to this will need setting up in Edify. Please see our guide on how to add products into Edify, and how to add a new recipe. It's not possible to add new products or recipes directly from the POS Matching Tool.
Be sure to refresh your page after adding new recipes or products to ensure these are available to match to.
Why can't I see the POS Matching Tool in 'Settings'?
If you cannot see the POS Matching Tool this will be because your POS system is not integrated to Edify. Reach out to our Support Team who can help get you integrated!
If you are integrated and still cannot see the POS Matching Tool please reach out to the Support Team.
When I open the POS Dashboard, there are no items showing?
If you have just connected your POS account to Edify for the first time, please be aware it sometimes takes a few hours for your POS items to appear on the dashboard. We recommend if you have just connected your POS, to wait until the following day to begin matching.
If your items are still not appearing after this time, please reach out to our support team who will be able to assist further.