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 Suppliers & Products from the left menu
Click Create 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 a price change made on a PO updates the product price automatically or asks the user to decide. See Product price update settings below. |
Delivery price adjustment | Whether all users can change item prices when confirming a delivery, or only Admins. See Delivery price adjustment below. |
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.
Product Price Update Settings
Product prices don't always stay the same - a supplier 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 an item's price to match the invoice, Edify detects the mismatch and handles it based on the setting you've chosen.
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. |
⚠️ Only Admins can change a supplier product's default price this way. When an Employee or a Manager adjusts a price on a PO, the change applies to that delivery only - the default supplier price is never updated, whichever setting is selected.
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 price adjustment
This setting controls who can change the price of an item on a PO when confirming a delivery. It is switched on by default, so all users can edit prices. Switch it off to restrict price edits to Admins.
Editing a price here changes what that delivery cost. Whether it also updates the supplier product's default price is governed by Product price update settings above - and only an Admin's edit can update the default price.
⚠️ Managers need the Change Delivery Prices permission enabled on their user record as well. With the setting on, Employees can edit delivery prices without anything extra, but a Manager without Change Delivery Prices cannot. See User Management.
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.
Setting Delivery Days and Cut-Off Times
The following schedule will be set to all sites be default unless an exception is set.
Tick all the days this supplier delivers
For each delivery day, set the day and time orders must be placed by
Adding Site Exceptions
You can only set up exception delivery days for one site at a time. Sites without exceptions use default times.
Click 'Add site exception'
Select the site that will have an alternative delivery and cutoff schedule
Set the delivery days and cutoff times per steps above
Removing a Supplier
If you no longer order from a supplier you can change their status to 'unavailable'.
Navigate to Manage Suppliers
Click into the supplier
Click Mark unavailable
The supplier will no longer appear in the ordering flow.
To do this in bulk:
Navigate to Manage Suppliers
Use the checkbox to select all applicable suppliers
Click Mark availability
Select 'Unavailable'
Click Mark unavailable
The suppliers will no longer appear in the ordering flow.
⚠️ Important: Update all recipes using products from this supplier, this ensures your COGS and costings remain accurate.