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Link Items and Recipes to your POS

Written by Sophie Rattray

  1. Before Setting Up Your Stock

  2. Delivery Details and Supplier Set Up

  3. How Units Work in Loaded

  4. Stock Items and Variants

  5. Build Your Recipes

  6. Link Items and Recipes to your POS

    1. Linking POS Items to Loaded Stock Items or Recipes

    2. Editing a POS Link

    3. Tips and Tricks

  7. Create and Cost your Menus

POS links allow you to link the buttons on your tills to recipes or stock items in Loaded. This will show live COGs data in your COGs Report and generate an accurate calculated usage for stock items in your stocktake, stock on hand & predictive ordering features.

🔐 What You’ll Need

🔑 Stock + Reports Permissions

If you’re unable to view or edit any of the following areas, ask someone with Manager permissions to update your access.

Video with an Expert

Linking POS Items to Loaded Stock Items or Recipes

There are two ways to link your POS Items to your Loaded Items.

  1. Link POS Items from the COGS - Products Page (recommended)

  2. Link POS Items from the POS Item Links Page

To link POS Items from the COGS → Products Page:

  1. Go to Reports → Cost of Goods → Products

  2. Set the date range to a wide period (we suggest a month)

  3. Look at the ‘Cost of Goods’ column

    1. Anything showing a value is already linked to your POS; click the price to see which stock item or recipe the POS button is linked to

    2. Anything showing a dash is not linked

  4. To link your POS button to a Loaded stock item or recipe, click the dash

    1. In the pop-up, start typing the name of the stock item or recipe you’d like to connect to that POS button

    2. Adjust the unit and quantity as needed

  5. Click Save

To link POS items from the POS Item Links Page:

  1. Go to Stock → Manage → POS Item Links in Loaded

  2. Click on ‘Unlinked Items’ along the top of the page

  3. All of the categories on your POS are shown on the left-hand side of the page.

    1. Any unlinked items within these categories will appear once you click on the category name

  4. Click the category of the item you are wanting to link

  5. The blue names will match the names on your POS

  6. Find the item name you are wanting to link

  7. Under the stock item column, you will need to click the ‘Not Set’ box and start typing in the stock item or recipe you want to link

  8. Once you have selected a stock item or recipe, the Unit & Quantity will auto-populate

    1. Type in the correct unit & quantity, ensuring the unit is consistent with the count/order/yield unit you assigned to the stock item or recipe

  9. Press Save next to the item once all of the details are correct

  10. The item will now be shown under Linked Items

Editing a POS link

There are two main reasons you might need to edit a POS Item Link.

  1. Fixing an incorrect link - if the wrong stock item or recipe was linked to a POS button, you’ll want to correct the link so it applies to both historical and future data.

  2. Changing a link moving forward - if your item or recipe has changed, but you want to preserve historical data and only update reporting going forward, you’ll need to adjust the valid dates of the POS Item Link.

    1. Important: this is different from Recipe Versions. If you’re updating a recipe version (and it’s still linked to the same POS button), you do not need to update the POS Item Link.

From Stock → Manage → POS Item Links:

  1. Find the link you’d like to fix

  2. Start typing in the box under ‘Stock Item’ to find the correct item or recipe

  3. Ensure your units are consistent

  4. Click Save

  5. If you want to delete historical data, click the blue name of the POS Button and delete the previously linked item

Example: Your POS “Fries” button has always referred to a COMPONENT - SIDE OF CHIPS recipe, but it was accidentally linked to the Plated - Fries recipe. In this case, update the POS Item Link to the correct recipe and delete the historical link so all past and future reports reflect the right item.

From Reports → Cost of Goods → Products:

  1. Set your date range in the top right corner to wide period of time - typically a month

  2. Find the item you’d like to edit and click on the blue numbers in the COG column

  3. Next to Add New, begin typing the name of the stock item or recipe you’d like this POS button to be updated to

  4. Adjust any necessary units, quantities or dates

  5. Click Save

Example: You start making Cheese Dip in-house from 1 March 2026. You’ll want historical data to reflect the original item used, and future data to reflect your new in-house recipe. Updating the valid dates allows you to split this correctly and keep reporting accurate.

Tips and Tricks

  • Start by using POS Item Links for your top ten best selling items

  • To link items or recipes in Loaded to your POS Buttons, go to Reports → Cost of Goods → Products and click any item with a ‘-’ under the Cost of Goods $ column

  • Determine if you want to keep historical data as the previous stock item or update the historical data when editing POS Item Links

  • If you’re changing a recipe, use Recipe Versions rather than updating the POS Item Link

What’s Next?

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