Summary
Products are the items you order from suppliers. Accurate product setup is essential—product details flow directly into your recipes, which determine your COGS calculations and report accuracy.
Add a Product
Navigate to Suppliers & Products
Click Add Products next to the supplier
Click Add Product in the top right
Enter the product details and click Save
Product Details Explained
Field Name | Explainer |
Product Name | Use the exact name from the supplier's catalogue so your team recognises it when ordering. |
Assign to Sites | Automatically sets to all sites where this supplier delivers. Untick sites that don't need this product. |
Supplier Product Code | The supplier's SKU or product ID. This appears on orders to help the supplier identify items quickly. If the supplier doesn't use codes, just repeat the product name. |
Product 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 by typing a new name in the field. |
Product 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 by typing a new name in the field. |
Pack Type | How you order this product from the supplier—Case, 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 Excluding VAT | What you pay for one complete pack. |
Tax Rate | Leave blank if the supplier doesn't charge tax on this product. |
Single Unit Type | What's inside the pack—Bottle, 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 recipes—ml, 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. |
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. |
Understanding Product Setup
When adding a new product it's important to think about how you'll actually use the product.
If you're adding paper cups, you order them by the box but use them individually in recipes. If you're adding oil, you order it by the case, but each case contains bottles, and you measure the oil in millilitres when making recipes. Your product setup needs to capture all these levels.
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
Single Item Volume or Weight: 1
Unit of Measure: each
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 £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: ✓ (ticked)
Single Unit Type: g
Single Item Volume or Weight: 1000
Unit of Measure: g
Pack Cost Excluding VAT: 10.00
Editing a Product
Navigate to Suppliers & Products
Find the supplier and click the number in the Products column
Click Edit next to the product
Make your changes and click Save
Price Change Impact
Price changes affect your reports differently depending on what type of data you're looking at.
For example, if you change milk from £2 to £3 per litre, here's what happens:
Past stocktakes and purchases keep their original prices — Your December stocktake will still show milk at £2 because that's what you actually paid at the time. This historical data doesn't change.
Recipe costs update everywhere, including the past — Your latte recipe now costs more because milk is £3. When Edify calculates your theoretical costs for past weeks in your Weekly COGS report, it uses the current recipe cost (with the new £3 milk price), not what the recipe cost back then. This means your historical COGS reports will change to reflect the new price.
Unit of Measure Change Impact
Changing a product's unit of measure (like switching from ml to l) affects your recipes differently than it affects historical records.
Historical stocktakes and purchases stay unchanged — If you counted 5 Cases of oil in your January stocktake, that data remains as 5 Cases even if you change the Pack Type to Box
Recipes break and need manual fixes — If your latte recipe uses 200ml of milk and you change milk from ml to fl oz, the recipe still says "200" but now means 200 fl oz instead of 200ml. Your recipe cost will be wildly wrong. After changing a unit of measure, check every recipe using that product and update the quantities to match the new unit.
⚠️ Important: Before changing a unit of measure, search which recipes use the product so you know what needs updating afterward.
Make a product unavailable
Edify doesn't allow permanent deletion of products. This preserves your historical data—if you deleted a product you used last month, your past reports and recipes would show gaps or errors. Instead, make products unavailable when you stop ordering them.
Navigate to Suppliers & Products
Find the supplier and click the number in the Products column
Click Available in the Status column next to the product
Change the status to Unavailable
Unavailable products don't appear when placing orders, but they remain in the system so your historical stocktakes and purchases stay intact.
If you do make a product unavailable remember to replace it in any recipes in which it was used.
Bulk Editing
It's possible to edit the details of products in bulk.
Navigate to Suppliers & Products
Find the supplier and click the number in the Products column
Click Bulk Update
Click Export Current Product List - this will download the product details into a CSV format
Edit the required fields
Download as a CSV
Click Browse and select the updated CSV
Click Upload File
💡 Tip: When bulk uploading products, use exact values that match Edify's system options. For Pack Type, enter "Case", "Box", or "Bag"—not "Container" or other terms. If you're unsure what values are accepted for a field, 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 product setup. Manage CPU products through the CPU product settings instead.
Export product lists
Download all your products with their details by navigating to Reports > Homepage > All Products and clicking the download button. The export includes product names, SKUs, supplier names, and all product specifications.