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).
A master product - where you buy the same item from more than one supplier.
Before you start
Go to Menu & recipes in Edify to open the Item Matching
⚠️ Can't see Item Matching in your menu? This feature may not be switched on for your account. Speak to our support team who can help.
💡 POS not connected? Within Settings > Intergrations 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.
Item Matching Overview
Head to Menu & Recipes > Item Matching.
The dashboard lists every POS item in a table:
POS Button - the name of the item from your till.
Type - whether the item is a Menu Item or a Modifier.
Status - the match status of the POS button: Linked, Unlinked, or Review where Edify has proposed a match you haven't confirmed yet.
Linked target - the dropdown where you select the match.
Action - link or dismiss a proposed match, and the 'hide' button for POS items that aren't required.
At the top of the dashboard, live metrics update as you work:
Linked - count and percentage of items you've matched (excludes ignored items). Higher means better COGS accuracy.
Unlinked - count and percentage still needing a match. Aim to keep this low.
To review - items with a proposed match waiting for you to confirm.
Deleted Links - items matched to products/recipes that have been deleted from Edify
Hidden - 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'
Finding matches automatically
Rather than matching everything by hand, Edify can propose matches for you. Click 'Find Matches' in the top right and Edify checks your unlinked POS items against your recipes, products and master products.
The proposals are split into three groups:
Ready to link - matches we're confident about. Click Link on each one, or click 'Link [x] confident matches' to accept them all at once.
To review - matches we're less confident about, so each needs confirming. Every row explains the assumption behind it. If the proposal isn't right, click into it and we'll show you the next two most likely matches, or search your full list of products, recipes and master products. Click Dismiss if nothing fits.
No match found - items we couldn't match to anything, with a short reason why. Usually this means the recipe or product hasn't been set up yet, or the button doesn't affect stock.
⚠️ Nothing is linked until you confirm it. Click Finish later to close the panel - proposals stay on the main table with a Review status so you can pick them up there.
Where a proposed match needs a quantity, the item is tagged 'Needs amount'. Click 'Link & add amount', enter how much of the product one sale uses, choose the unit, then click 'Link match'.
If you'd prefer, you can manually match any item yourself from the Linked target dropdown on the table row.
How matching works
However a match is made — accepted from Find matches, or set by you on the table — the same rules decide what Edify deducts when the item sells.
Matching a Menu Item to a recipe
Edify uses the whole recipe per sale, so there's no quantity or unit to set. This is why the recipe you match to has to be a recipe for exactly what's sold, not a batch you portion up.
⚠️ Recipe Yield is not taken into account within POS matching. The recipe you match to must be a recipe for exactly what is sold.
Matching a Menu Item to a product
For items you buy in to sell as-is, the POS item is matched to a bought-in product, then the quantity and unit of the product that's used per sale is set. This lets Edify deplete the right amount of stock.
The unit can be a pack, a single item, or a measure of volume or weight - whichever matches how you sell it. For anything poured or portioned out of a larger pack, match to the product it comes from and enter the amount one sale uses.
📝 Example One: 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.
📝 Example Two: You sell a 125ml glass of wine from a bottle you buy in. Match the menu item to the bottle product, then set the quantity to 125 and the unit to ml.
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 arrow dropdown symbol (>) on the POS burron
Click add site-specific match
Choose the site that has a different match
Select what to match to for this site
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.