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Summary

Suppliers are the third party businesses your sites order their stock from. Suppliers need to be setup in Edify to enable ordering within the Edify system.

Adding a new supplier

Navigate to Manage Suppliers from the left menu
Click Add Supplier in the top right corner
Complete the supplier details and click Save

If you ever need to edit the details of a supplier simply click into the supplier on the Suppliers table and click edit.

💡 Tip: When adding a supplier, Edify doesn't automatically notify them. Let your supplier know to expect orders from Edify.

Supplier Fields Explained

Field Name	Explainer
Name	The name of the supplier
Status	Whether this supplier is available to order from or hidden from sites
Categories	The type of stock that can be ordered from this supplier
Contact name	Your main contact at the supplier
Phone numbers	If your supplier accepts Whatsapp ordering enter the number whatsapp orders should be sent to (include country code e.g. +44)
Order Email	The email address orders will be sent to for this supplier. Up to 25 emails can be added. If your supplier does not accept orders via email please reach out to support for help adding the supplier.
Accounts Email	The email address credit requests will be sent to for this suppliers. Up to four emails can be added.
Send orders by email	A tag to indicate this supplier accepts orders via email
Sent orders be webhook	A tag to indicate this supplier accepts orders via Whatsapp. If you supplier does accept orders via Whatsapp please contact support for setup assistance.
Minimum Order Value	The minimum order value required for the supplier to accept orders
Product price updates	Whether updates should happen automatically or manually. Please find further information below on this field.
Cut-Off Times	The days this supplier can deliver stock, and the date and time orders should be placed by for the delivery date. Please find further information below on this field.
Sites	The sites that can order form this supplier. When adding a new supplier don't forget to assign sites, if you do not it will not appear in your Supplier table unless you are viewing as 'All Sites'.
Company Account Number	The default account number sent on orders. Set site specific account numbers using 'add site account number'
Notes	Internal notes that are shown on the supplier page.

💡 Tip: If you see "not a valid email" when entering a supplier's email address, clear and retype the address completely, checking for hidden characters or spaces before or after the address - common when copying and pasting.

Supplier Price Update Settings

Product prices don't always stay the same — suppliers may change their prices over time, or a delivery might come in at a promotional rate. This setting controls what happens when the price on a PO differs from the current product price in Edify.

When a user confirms a delivery and adjusts the price of an item to match the invoice, Edify will detect the mismatch and handle it based on your chosen setting:

Manually decide whether to update the price	When a price mismatch is detected, the user will be prompted to choose whether to apply the change to the product or leave it as-is. This is useful when a different price might reflect a one-off offer rather than a permanent change.
Automatically update the price	Edify will update the product price to match the delivery without any additional steps from the user. Choose this if you want prices to stay current without manual input.

⚠️ This setting can be applied at company level, meaning it would apply to all suppliers. If this has been set you will not be able to edit this setting at a supplier level unless this supplier has been setup as an exception at a company level.

Delivery Days and Cut-Off Times

Delivery days and cut-off times ensure orders are placed on time for your desired delivery date.

The delivery days you set here will be shown to users when placing orders or setting up recurring orders. Users with employee permission levels will not be able to place orders outside of this schedule.