Summary
If you manage multiple sites in Edify, you can transfer stock between them to balance inventory. Transfers work like internal deliveries - the sending site records stock leaving, and the receiving site accepts it to update its inventory. Transfers sent to a site arrive with that site's deliveries. Each site's COGS reporting is affected based on the dates recorded.
Transfers only work between Edify sites. You can't transfer stock to or from sites that aren't set up in Edify.
Sending a transfer
Open Stock from the left-hand menu and the Transfers tab, then select Create transfer.
Choose the Destination site.
Check the Date - it defaults to now. To backdate, click it and pick the date and time.
Select Add items and choose what to send. You can transfer products, recipes, or master products - products must be available to both sites.
For each item, enter the Quantity and unit of measure (the options depend on how the product is set up).
Check the Value shown against each item.
Select Create transfer, then confirm in the pop-up.
The transfer appears in your Transfers list as Pending until the receiving site accepts it.
đĄ The Value next to each item is a quick way to catch mistakes â like the wrong unit of measure â before you confirm.
Transferring an item shown as unavailable needs Admin permissions, or a Manager with Waste or transfer unavailable items.
Cancelling a transfer you've sent
While a transfer is still Pending, you can cancel it from the Transfers list â open it and cancel. Its status changes to Cancelled and it won't update either site's stock.
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Accepting a transfer
A transfer must be accepted, just like a regular delivery, for the receiving site's stock to update.
On the receiving site, go to Deliveries - incoming transfers appear in a Transfers section at the top.
Open the transfer. It opens with a Transfer in label showing the sender, who sent it, and the items being transferred.
Check what actually arrived against the lines on screen.
Select Accept.
The Accept this transfer? pop-up asks Anything damaged or missing? and lists every item with a Rejected box beside it. If everything arrived as expected, leave the boxes empty and select Accept transfer. Your stock levels update for the full quantity sent.
Rejecting part of a transfer
If some of what arrived isn't usable, enter how much in the Rejected box on that line and choose a Reason. You can add Details as well to provide further context on why you are rejecting the stock. A reason is required on every line you reject - the pop-up won't let you continue without one - and the button changes to Accept with rejections.
Your stock increases by the quantity you accepted, not the quantity that was sent. The transfer's status becomes Partially accepted, and each affected line shows how much you rejected. Hover over that to see the reason and what happened to the stock.
The reason you choose decides where that quantity lands at the sending site:
Reason | What happens to the rejected stock |
Damaged | Waste |
Temperature out of range | Waste |
Quality issue | Waste |
Incorrect item | Usable stock |
Missing | Usable stock |
Other | Usable stock |
â ď¸ Rejecting an item is a stock-record decision: it moves the quantity off your count and onto the sending site's, either as stock they can still use or as waste. Physically returning the stock or throwing it in the bin is handled outside of Edify.
Because of that, match the reason to what actually happened. A crate of milk that arrived warm is a genuine Temperature out of range, and the sending site should carry that as waste. Three bags that never left the sending site are Missing - recording those as damaged writes off stock that was never sent.
Declining a transfer
If nothing in the transfer is usable, select Decline instead. Declining rejects every item in full - there's no partial option here, so if you want to keep some of it, accept the transfer and reject the rest.
Choose a Reason for the whole transfer, and add Details if required. If the items failed for different reasons, turn on Set reason per item and choose one for each line. Select Decline transfer to confirm.
The sender's transfer shows as Declined and your stock stays as it was. The reasons work exactly as they do when accepting: the whole quantity goes back onto the sending site's count, either as waste if you choose Damaged, Temperature out of range or Quality issue. Or as stock if you choose Incorrect Item, Missing or Other.
Changing the sent or received date
You have up to 7 days to adjust a transfer's date. This needs Admin permissions, or a Manager with Create/edit transfers for any date.
Sent date - go to Transfers, open the transfer, click Backdate sent, and save.
Received date - open the accepted transfer from the receiving site, click Backdate received, and save.
Tracking your transfers
Open Transfers from the left-hand menu to see the transfers sent from your current site. The table shows:
Sender - the site that sent the stock
Transfer # - a unique ID generated by Edify (use the copy icon to grab it)
Sent - the date the transfer was sent
Receiver - the site receiving the stock
Total - the value of the transferred stock
Status - Pending, Accepted, Partially accepted, Declined, or Cancelled.
Sort or filter any column using the icons in the header.
This page shows transfers for your currently selected site. To see transfers across every site, choose All Sites from the site selector in the top left.
On the receiving side, transfers leave Deliveries once they've been accepted and move to the Transfer History tab, alongside the date each one was received. Declined transfers appear here too, with no received date. Search it by transfer number or site when you need to find an older one.
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đ§ Filtering Transfer History by Partially accepted is a quick way to see which sites are repeatedly sending stock that can't be used.
Transfers in reporting
Stock report - includes a Transfers report with the stock moved, dates, and sites involved. You can download it for your records.
Weekly COGS report - transfers affect variance calculations. The sent date is used for the sending site and the received date for the receiving site.
đ§ Example: Site 1 transfers Oat Milk to Site 2 on 15 June; Site 2 accepts it on 18 June. Site 1's Weekly COGS reflects the transfer on the 15th, and Site 2's on the 18th.
Where a transfer is only partially accepted, the two sites no longer carry the same value: the receiving site records what it accepted, and the rejected quantity sits back on the sending site's books, either as stock or as waste depending on the reason given. A cancelled transfer won't appear in COGS reports at all. A declined transfer adds nothing at the receiving site, but where it was declined for a wasting reason the sending site carries the full cost as waste.