Overview
POS matching connects the items you sell 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 (Point of Sale), Edify knows exactly which ingredients were used and calculates the true cost of that sale.
The more items you match, the more accurate your COGS data becomes.
How POS Matching Works
Edify pulls in sales data from your POS system to see what you're selling. Using the POS Matching tool, each till item is then matched to either:
A recipe - for items you make on-site (e.g. hot drinks, sandwiches, baked goods you make).
A product for items you buy to sell as-is (e.g. cans of cola, pre-made cakes, chocolate bars).
When 1 x item is sold, Edify calculates how much of each ingredient was used and the cost of those ingredients, giving you the true cost versus the selling price.
POS Matching Tool
How to match a Menu item to a recipe or product
Navigate to the POS Dashboard within Edify by heading to Settings > POS Matching.
The dashboard shows all your POS items in a table with these columns:
POS Item Name - The name of the item from your till
POS Type - Shows whether it's a Menu Item or Modifier (see next section)
Recipe/Product Item Name - The dropdown where you select what to match to
Match Status - Link icon (🔗) for matched items, broken link (❌) for unmatched items
Simply select the appropriate Recipe/Product to match.
⚠️ Can't see POS Matching in Settings? Your POS system isn't integrated with Edify yet. Contact the Support Team to get set up.
💡 Just connected your POS? It can take a few hours for POS items to appear on the dashboard. We recommend waiting until the next day before starting to match items.
Do the names of my POS items have to match the name of the recipe or product created in Edify?
No, the names do not have to match - often things on your till may be named slightly differently. Before POS matching a particular Menu Item, it could be worth heading to a supplier's product list in Edify and double checking what the product has been named, this way you can easily search it when matching.
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 or sub-recipe 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.
Having trouble matching?
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.
What happens if I rename a Menu Item or Modifier on my POS system?
If you rename a Menu Item or Modifier on your POS system, as long as the id stays the same the new name will feed through to Edify and update.
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 POS Items are only synced and pushed to Edify 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
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.
Why are the quantity and unit drop-downs not available for everything?
This depends what you are matching.
If you are matching a Menu Item to a recipe you cannot set the quantity and unit, our system assumes the whole recipe is used.
If you are matching a Modifier you also cannot set a quantity and unit, our system will check the recipe to identify how much of the matched product or recipe should be used.
It is only possible to set the quantity and unit that should be used if you are matching a Menu Item to a Product - see the below section.
How to set portions and units for bought-to-sell items
For POS 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.
It is only possible to set the quantity and unit when matching a Menu Item to a Product.
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.
When you switch suppliers:
Update the matched product in the POS Matching Tool to reflect the new supplier's product.
When you add new POS items:
New items feed through to Edify automatically and appear in the dashboard ready for matching.
When you rename POS items:
As long as the item ID stays the same, the new name will sync to Edify and update automatically.
When you need to add new products or recipes:
You cannot add products or recipes directly from the POS Matching Tool. Add them in their respective sections first, then refresh the POS Matching page to make them available for matching.
Data Syncing
Sales data timing:
Sales data syncs continuously from your POS to Edify, though there may be a small lag. If you're concerned about missing data, contact the Support Team.
POS item availability:
Some POS systems sync the entire menu immediately. Others only sync items after they've been sold at least once. If you can't find an item, it may not have been sold yet.