Summary
When you receive an order, you must accept the delivery in Edify to record that the stock arrived and keep your inventory accurate. By default, the date you accept becomes the official receipt date - so confirm deliveries on the day they arrive where possible.
Reviewing upcoming deliveries
Placed orders appear under the Upcoming tab within Deliveries. The view is tied to the site you're currently on (shown in the top-left): if you have access to multiple sites, you'll only see that site's deliveries. Use the site selector to switch sites, or choose All Sites to see deliveries across every site.
On the Upcoming tab, use the chips along the top to filter by All, Today, Tomorrow, or Overdue, and the Search PO # or supplier bar to find a specific order.
Each row shows the supplier, PO# (or transfer ID if the delivery is from another site), the Expected date, the Total, and the Status (e.g. Pending or Partially delivered).
Select Weekly summary to switch to a product-level view, which shows which products are due within a date range across all orders.
Accepting a Delivery
1. Find your order.
Go to Deliveries, find the order, and click to open it. Late deliveries sit under Overdue - you can set the right arrival date when you accept.
2. Upload documentation.
Under Attachments, add a photo or PDF of the delivery note or invoice. Enter the supplier's reference in Invoice # if your site requires it.
If an upload fails, check it's a PNG, JPEG, or PDF, and hard-refresh to clear any caching.
š” Tip: attachments can auto-forward to an email once the order is accepted -set that up here.
3. Check what arrived.
Each line shows the Expected quantity - what you ordered. Check the delivery against the note and, where the amount that arrived differs, update the Received quantity for that line. Received starts equal to Expected, so you only change the lines that don't match. Check prices too, editing as needed, and Save as you go.
š” Remember: Editing prices or quantities is permission-based - only Admins, or Managers with the relevant permission can do it.
4. Accept.
Select Accept (top right). If you have unsaved edits, you'll be asked to save first. A Confirm delivery receipt pop-up then appears, which can do two things:
Confirm price changes - if you changed a price and the supplier requires manual approval, choose which items to update. The new price saves to your supplier catalogue and applies to all future orders. (Suppliers set to update automatically skip this.)
It is not possible to edit the VAT % field within a PO.
Set the delivered date - back-date a late acceptance to the day it actually arrived. Click out of the date/time picker box to apply the selected date and time.
Select Confirm. The stock is added to your inventory and the order leaves Deliveries.
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ā ļø Managers have 7 days after acceptance to amend a delivery by default. For longer, the user needs Edit Confirmed Delivery Beyond a Week.
Partially accepting a delivery
If only part of an order arrives (a backorder or delay):
Tick the items that arrived.
Select Partially delivered.
Enter the quantities received.
Submit.
Outstanding items stay under Deliveries until they're accepted. Each item keeps its own acceptance date, so a split delivery records the right date for each part.
Missing or damaged stock
Charged for missing or damaged stock? Raise a credit request.
Not charged? Set the quantity received to 0.
Nothing arrived? Check with the supplier first. If they never received the order, contact Edify support.
Want a quick way to identify where you did not receive an item? Use the Purchase Order Item report within the Stock Reports and filter the "Quantity" column to 0.
š” Remember: Editing quantities is permission-based - only Admins, or Managers with the relevant permission can do it.
Accidental acceptance
You can't un-accept a delivery. If you accept one early by mistake, an Admin (or a Manager with the extra permissions) can adjust the acceptance date.
Delivered
Once fully or partially accepted, an order moves to the Accepted tab within Deliveries. Filter by supplier, ordered date, expected delivery date, delivery note, site, or supplier - or search a PO number.
The status column will show if a PO has been partially accepted (a blue box) or has a pending request request (a red exclamation mark).