Overview
POS matching connects items sold on your till to recipes and products in Edify, enabling accurate COGS (Cost of Goods Sold) reporting. When an item is sold through your POS, Edify knows which ingredients were used and calculates the true cost of that sale. The more items you match, the more accurate your COGS data becomes.
Each till item is matched to either:
A recipe — for items you make on-site (hot drinks, sandwiches, baked goods).
A product — for items you buy in to sell as-is (cans of cola, pre-made cakes, chocolate bars).
Before you start
Go to Settings > POS Matching in Edify to open the POS Dashboard.
⚠️ Can't see POS Dashboard in Settings? This feature may not be switched on for your account. Speak to our support team who can help.
💡 POS not connected? Within the POS Connection tab you'll be able to see if you have connected your POS account. Find out how to integrate your POS here.
📋 Sites not connected? Link each Edify site to a POS location so ensure these are linked correctly.
POS Dashboard Overview
Head to Settings > POS Dashboard > Item Matching.
The dashboard lists every POS item in a table:
POS Item Name — the name of the item from your till.
POS Type — whether the item is a Menu Item or a Modifier.
Recipe/Product Item Name — the dropdown where you select the match.
Match Status — 🔗 for matched, ❌ for unmatched.
At the top of the dashboard, live metrics update as you work:
Matched Items — count and percentage of items you've matched (excludes ignored items). Higher means better COGS accuracy.
Unmatched Items — count and percentage still needing a match. Aim to keep this low.
Ignored Items — items you've chosen to skip (see Ignoring items below).
💡Can't see some items you're expecting? Ensure we have the latest POS menu by clicking 'Sync Menu'
How to POS Match
Matching a Menu Item to a recipe
For items you make on-site, select the appropriate recipe from the dropdown next to the POS item. Edify assumes the whole recipe is used per sale, so there's no quantity or unit to set.
Matching a Menu Item to a product
For items you buy in to sell as-is, match the POS item to the product, then set the quantity and unit of the bought-in product that's used per sale. This lets Edify deplete the right amount of stock.
📝 Example: You sell cans of Coca Cola, and you buy them in 24-can multipacks. Match the Coca Cola menu item to the 24-can multipack product, then set the quantity to 1 and the unit to can.
Quantity and unit are only set when matching a Menu Item to a Product — not for recipes or modifiers.
Note - you can only match to a Pack Type or Single Unit Type, not Single Unit Volume or Weight.
Matching a Modifier
Modifiers are extras or replacements added to a recipe — like syrup shots in a coffee, or milk alternatives. They're marked as Modifier in the POS Type column.
Match the modifier to the product or sub-recipe it represents. Edify then checks the recipe to work out how much of that stock to deplete, and whether the modifier is an extra or a replacement (this is configured in the recipe itself).
📝 Modifier with more than one ingredient? A modifier can only be matched to a single product or sub-recipe. If the modifier covers multiple ingredients — for example "marshmallows and cream" — create a sub-recipe containing both, add it to the variable ingredients of the recipe, then match the modifier to that sub-recipe.
Ignoring items you don't need to match
Some POS buttons don't affect stock and don't need matching — for example, a "hot milk" button that isn't part of any recipe.
Click the eye icon next to the POS Item Name to mark it as ignored. The row turns grey and uneditable. Click the eye icon again to undo. Use the Hide ignored toggle at the top left to remove ignored items from the table view.
Matching by site
POS matching applies to all sites by default. If a single POS item needs to map to different products at different sites — for example, the same cookie ordered from different suppliers — you can match per site.
Click the ➕ icon to the right of the POS item. Two new dropdowns appear: pick the site on the right, then the product or recipe on the left. Click ➕ again to add more sites.
The site dropdown defaults to a site automatically, so double-check it's the one you want before saving.
Keeping POS matching up to date
To keep COGS data accurate, update matching whenever things change:
New POS items appear on the dashboard automatically, ready to match.
Renamed POS items sync automatically as long as the item ID stays the same.
Switching suppliers — update the matched product to the new supplier's product.
New products or recipes needed — add them in their own sections first, then refresh the POS Matching page so they appear in the dropdown. You can't create products or recipes from the POS Matching Tool.
Troubleshooting
Do my POS item names need to match my recipe or product names?
No — they often differ. If you're not sure what something is called in Edify, open the supplier's product list to check before matching.
I can't find a POS item.
Check the search bar for typos or extra spaces. Also note: some POS systems push the entire menu to Edify, but others only sync an item once it's been sold. Click 'Sync Menu' to get the full list of live POS items.
I can't find the recipe or product I want to match to.
Check spelling and spacing. If it's definitely not there, the recipe or product hasn't been set up in Edify yet — add it, then refresh the POS Matching page.
Can I see which supplier a product comes from in the dropdown?
No — only the product name is shown. If you have multiple products with the same name, rename one slightly (e.g. prefix with a number) to tell them apart.
Why isn't the quantity/unit dropdown available for every item?
Quantity and unit only apply when matching a Menu Item to a Product. For Menu Item-to-Recipe matches, Edify assumes the whole recipe is used. For Modifiers, the recipe defines the amount.
Sales data seems delayed.
Sales data syncs continuously, but a small lag is normal. If you think data is missing, contact the Support Team.