Summary
Orders are placed from the Orders page, where you can find products, build a basket across one or more suppliers, and send each order off with its own delivery date.
There are three ways to find products - search, browse by product, and browse by category - but they all add items to the same basket and follow the same checkout. This guide walks through a full order using search, then covers the other ways to find products.
⚠️ Check the site shown in the top-left corner before you start. If you have access to more than one site, switch to the correct one first — orders are placed against the site you're currently viewing.
Placing an Order
How to place an order
From the left-hand menu, open Orders. You'll see your suppliers listed with a search bar at the top.
In Search products, type what you're looking for (e.g. "milk") or by the products SKU code. Results appear grouped by supplier.
Set the quantity for each product using the – / + buttons (or by typing a number). The item is added to your Basket automatically - the basket pill in the top-right shows a running count and total.
Repeat for any other products. You can order from as many suppliers as you like in one go.
When you're ready, select the Basket to review your order.
Check the items, adjust quantities or remove anything if needed, then select Continue to checkout.
For each supplier, select a delivery date and add any Notes if required
Select Place order, then confirm in the pop-up.
🚨 Once an order is sent to the supplier it can't be adjusted. Double-check quantities and delivery dates before you confirm.
Once confirmed, you'll see an Order placed message and your basket will clear, ready for the next order.
If the order needs approval
Your company can set rules that hold certain orders for a check before they're sent - anything over a set value from a particular supplier, for example.
If a rule catches your order, it isn't sent to the supplier. It waits in Approval needed until an approver sends it on or declines it, and an approver is emailed to let them know.
You can open Approval needed to see your order while it's waiting. An approver can change quantities or the delivery date before sending it, so the order the supplier receives may differ from the one you placed.
A declined order isn't sent and you aren't notified, so check Approval needed if you're expecting stock that hasn't appeared in Deliveries.
See Approving Orders for how rules are set up and who can approve.
Other ways to find products
As well as searching, you can browse a single supplier's full range. From the Place order page, select View products next to a supplier, then use either tab:
By product — a full list of everything that supplier offers, in one place.
By category — the same products grouped into categories (such as Dairy, Dry, or Sauces) that you can expand and collapse.
Set quantities the same way as above — items add straight to your basket. Select Back to return to the supplier list and add products from another supplier.
Managing your basket
Open the Basket at any time to:
Change the quantity of any item, or remove a line with the bin icon.
Use Add more products to keep shopping from a supplier.
Select Continue shopping to go back to the suppliers, or Clear basket to start over.
Items are grouped by supplier, so you can see each supplier's running total separately.
Delivery dates and cut-off times
Each supplier in your basket is placed as a separate order, so each one needs its own delivery date. At checkout, select Select delivery date under a supplier and choose a date from the calendar.
Suppliers have cut-off times that determine the earliest date you can choose — dates before the next available slot are greyed out in the calendar. Select Cut-off times to see a supplier's cut-offs.
You can't place the order until every supplier in the basket has a delivery date set.
Managers and Admins can place orders outside of the suppliers delivery days and cut-off time schedule, but only if the supplier has confirmed they'll accept the order.
Minimum order values
If a supplier has a minimum order value set and you haven't reached it it will be shown in red on the basket page. Add more products or adjust quantities until this warning disappears.
Managers and Admins can place orders below the minimum order value, but only if the supplier has confirmed they'll accept the order.
Order tracking
Tracking information isn't currently shown in Edify — contact the supplier directly for tracking details. Likewise, if you need to change a delivery address after placing an order, contact the supplier.
Cancelling or changing an order
Once an order has been placed you must contact a supplier directly to request changes or to cancel it. Changes made in Edify are not sent to the supplier.
If the supplier agrees to a change:
Ensure when the delivery is accepted the Received field is updated to reflect what was actually received. Click Add product to add further products received.
Find out more about accepting deliveries here.
If the supplier agrees to cancel:
From the left-hand menu, open Deliveries
Find the order in the Upcoming tab and click into the PO
Click Delete (the red bin icon)
Deleting a delivery is permanent and can't be undone - be certain the delivery won't arrive before deleting it.
⚠️ Only those with Admin permissions can delete orders
Cancelling or changing a CPU order
Orders from a CPU work a little differently: you can change them yourself up until the CPU's cut-off time. Once the cut-off has passed, changes can't be made - contact the CPU directly.
Receiving order emails
If a supplier is set up to receive orders by email, you can have copies sent to you automatically.
Get a copy of orders you place
In the left hand menu select Settings
Select Users from the tabs
Click into your User
Click Edit
Toggle on cc me on my own orders.
Get a copy of every order for a supplier
If you're a Manager or Admin, you can be cc'd on all order emails for a supplier - not just your own:
In the left hand menu select Suppliers & Products
Click into the supplier
Click supplier details
Click edit
In the Order Email field, select Add Cc Email
Enter your email address.
Adding a delivery contact for a site
You can set a Delivery Contact whose details appear on orders sent to suppliers. This is set per site:
In the left hand menu select Settings
Select Sites from the tabs
Click into the site
Click Edit
Fill in the Delivery Contact field.