šØ Not seeing the new look yet? We're rolling out Edify's new look in stages, so it may not have reached your account just yet. If your Edify still looks the same as before, you're not on the new design yet and you can still find the help you need in our original guide.
Summary
Products are the items you order from suppliers. Getting product setup right matters - product details flow into your recipes, which drive your COGS calculations and report accuracy.
You'll find products under Suppliers. Open a supplier's product list by clicking the number in its Products column. From there you can add, edit, export, and import products.
Adding a product
In the left-hand menu select Suppliers
Open the supplier's product list (click its Products count)
Select New product (top right)
Fill in the details (fields explained below) and select Create product.
Product Details Explained
Field Name | Explainer |
Name | Use the exact name from the supplier's catalogue so your team recognises it when ordering. |
Status | Whether to make the product available or unavailable for ordering |
Supplier product code | Unique identifier used by the supplier for this product. A required field, if the supplier has no code dummy data can be used. |
Class | High-level groupings for reporting, like Dairy, Meat, Produce, or Packaging. Use classes when you want to see total spending across broad categories. Create custom classes using Manage |
Category | More specific groupings within classes, like Whole Milk and Skimmed Milk within Dairy. Categories let you drill into detailed spending patterns. Create custom categories using Manage |
Tags | An optional label used to apply visual tags on the Ingredient Summary within Production |
Master Product | If the product is linked to a Master Product it will populate here |
Unit Cost | Dynamic - calculated from pack cost divided by pack quantity |
Pack Type | How you order this product from the supplierāCase, Box, Bag, Crate, kg, or whatever unit they sell in |
Pack Quantity | How many individual units are inside one pack. For a case of 6 bottles, enter 6. For products that don't break down into smaller units, enter 1. |
Pack Cost | Price of the product excluding VAT |
VAT (%) | Leave blank if the supplier doesn't charge tax on this product. |
Single Unit Type | What's inside the packāBottle, Cup, Egg, Can, or whatever the individual item is. |
Single Item Volume or Weight | The measurement of one individual unit. This is what you'll reference when adding products to recipes. |
Unit of Measure | The unit for the Single Item Volume or Weight. This is what appears in your recipesāml, g, kg, l, or each. |
Allow Split Pack | Tick this when you want to order by both pack type and single unit type. Essential for products sold by weight where you can order any amount (like 2.3kg of meat) rather than only full packs. |
Force Ordering by Pack Quantity Multiples | Tick this when you want to order by single units but only in complete pack quantities. For example, if oil comes in cases of 6 bottles, ticking this lets staff order 12 bottles (2 cases) or 18 bottles (3 cases), but not 7 bottles (which would be 1 case plus 1 loose bottle). |
Alternative Units of Measure | Add units that make stocktaking easier. For boxes of cups that contain sleeves, add "sleeve" here so staff can count 10 sleeves instead of 500 individual cups. |
Site availability | Which sites can order this product - new products are automatically assigned to every Site that has the supplier assigned, |
Allergens | Mark which allergens this product contains and which it may have traces of. This information helps ensure recipe allergen warnings are accurate. |
Nutritional Information | Add nutritional values per 100g if you need to calculate nutritional information for your menu items. |
Exclude from COGs | When on, this product's cost is omitted from cost-of-goods-sold reporting. |
Use actual cost for theoretical COGS | When on, theoretical COGS uses this product's actual paid price instead of an averaged figure. |
Understanding Product Setup
Set products up around how you actually use them. Paper cups are ordered by the box but used individually in recipes; oil is ordered by the case, but each case has bottles and you measure it in millilitres. Your setup needs to capture every level.
Common product examples
Paper cups
You order a box of 500 cups and use individual cups in your hot drink recipes.
Pack Type: Box
Pack Quantity: 500
Single Unit Type: Cup
If the box contains sleeves (like 10 sleeves of 50 cups), add "sleeve" as an Alternative Unit of Measure so your team can count by sleeves during stocktakes instead of counting all 500 cups individually.
Eggs
You order a crate containing 14 dozen eggs and use individual eggs in recipes.
Pack Type: Crate
Pack Quantity: 14
Single Unit Type: Dozen
Single Item Volume or Weight: 12
Unit of Measure: each
Bottled oil
You order a case of 6 bottles, and each bottle contains 1 liter of oil. You measure oil in millilitres when making recipes.
Pack Type: Case
Pack Quantity: 6
Single Unit Type: Bottle
Single Item Volume or Weight: 1000
Unit of Measure: ml
Meat sold by weight
Your supplier prices meat at Ā£10 per kg, but you can order any weight you need (like 2.5kg or 750g).
Pack Type: kg
Pack Quantity: 1
Allow Split Pack: ā (ticked)
Single Unit Type: g
Single Item Volume or Weight: 1000
Unit of Measure: g
Pack Cost Excluding VAT: 10.00
Editing a Product
Go to Suppliers and open the supplier's product list.
Select Edit next to the product.
Make your changes and save.
Price Change Impact
Price changes affect reports differently depending on the data:
Past stocktakes and purchases keep their original prices - your December stocktake still shows milk at Ā£2 because that's what you paid then. Historical data doesn't change.
Recipe costs update everywhere, including the past - your latte recipe now costs more, and the Weekly COGS report uses the current recipe cost even for past weeks. So historical COGS reports will shift to reflect the new price.
š” You can also update a product's price when accepting a delivery ā whether that happens automatically is controlled in the supplier's settings.
Unit of Measure Change Impact
Historical stocktakes and purchases stay unchanged - 5 Cases counted in January remain 5 Cases even if you change the pack type.
Recipes don't auto-convert - if a latte uses "200" ml of milk and you switch milk from ml to fl oz, the recipe still says 200 but now means 200 fl oz, so the cost will be wrong.
ā ļø Before changing a unit of measure, find which recipes use the product so you know what to update afterwards, then fix the quantities in each one.
Making a product unavailable
Products can't be permanently deleted - that protects your historical data. Instead, mark a product Unavailable when you stop ordering it.
Go to Suppliers and open the supplier's product list.
Use the tickbox to select the relevant product(s)
Click Mark Availability
Set to Unavailable
Click Mark unavailable
Unavailable products don't appear when placing orders, but they stay in the system so past stocktakes and purchases are intact. If you make a product unavailable, remember to replace it in any recipes that use it.
Bulk Editing
Export your products, edit them in a spreadsheet, and import the changes back:
On the supplier's product list, select Export to download the current products as a CSV.
Edit the fields you need in the CSV.
Select Import products and either drop the file
Work through Map columns ā Preview, then select Import.
You can also use the importer to upload products in bulk. Simply add the details as new rows in the CSV.
š” Use exact values that match Edify's options. For Pack type, enter "Case", "Box", or "Bag" ā not "Container" or similar. If you're unsure what a field accepts, check an existing product or contact Support before uploading.
CPU products
If your site orders products made by your Central Production Unit rather than external suppliers, don't add these through the regular supplier setup ā manage them through the CPU product settings instead.
Export product lists
To download every product with full details, go to Reports > Homepage > All Products and select the download button. The export includes product names, SKUs, supplier names, and all specifications.