Summary
Command Centre can add and update your suppliers and the products you buy from them, one at a time or in bulk from invoices and price lists. Each change arrives in a workspace, and nothing is saved until you approve it. For how workspaces work, see Command Centre: getting started.
A supplier product is what you buy, for example Longley Farm double cream, case of 6 x 2L, £52.80. A Master Product is the ingredient your recipes and stocktakes use, for example Double Cream. One Master Product can sit over several supplier products, so changing supplier doesn't mean changing your recipes. Ask for either, and Edify links them for you.
Add a supplier
Describe the supplier and Edify drafts it for you to check. Nothing is saved until you select the add button in the workspace.
Choose Add a supplier from Quick actions, or describe it. Give at least the name and ordering email; delivery days and sites help too: "Add Northfield Dairy as a supplier. Orders go to orders@northfielddairy.co.uk, and they deliver Tuesday and Friday"
Complete anything under Needed before you can approve. This is usually the ordering email.
Check anything tagged Assumed. If you don't name sites, Edify ticks every site. Select the pencil on any row to change it.
When the line at the foot says Nothing flagged, select Add Northfield Dairy.
Once the supplier is saved, add their products one by one or from their price list (see below).
Update a supplier
Tell Edify what's changed about a supplier, and it shows the change against what you have now. Nothing is saved until you select Save change.
Choose Update a supplier from Quick actions, or say what's changed:
"Stoneground Flour Co.'s ordering email is now sales@stonegroundflour.co.uk and their minimum order is £75" "Northfield Dairy now delivers on Wednesdays too"Check the first line confirms the right supplier, for example Already on your list: this updates Stoneground Flour Co. Each change shows the old value crossed out and the new one beside it.
Change any line with its pencil, or tell Edify in the chat.
When the workspace says Nothing flagged, select Save change. For several suppliers, the button shows how many, for example Save 2 changes.
Set up suppliers from invoices
Attach your suppliers' invoices and Edify finds each supplier on them and drafts it for you. Nothing is added until you approve.
Select the paperclip, or choose Add invoices or price lists from Quick actions.
Attach the invoices and type "Set up the suppliers from these invoices".
Check each supplier Edify found, with its account number, how many invoices it came from, its sites and delivery days.
Select the arrow on any supplier marked Needs an ordering email and add its email. Untick any supplier you don't want.
Select the add button. It adds only the suppliers that are ready, for example Add 1 supplier.
You can attach up to 40 files at once: PDFs, photos (PNG, JPG or WebP) and spreadsheets (CSV or XLSX). If a file can't be read, Edify names it in the chat and says why.
⚠️ Edify always reads a spreadsheet as a price list, so attach invoices as PDFs or photos.
Invoices never say where to send orders, so every new supplier needs an ordering email before it can be added. A supplier you already have shows Already on your list and is marked Ready.
Once the suppliers are in, Edify offers to set up their products from the same invoices. An invoice only shows what you bought that time, so Edify adds those products and leaves the rest of the supplier's range alone. To bring in everything they sell, use their price list.
Add a product
Tell Edify what you buy, who from, and the pack and price, and it drafts the product for you to check. Select the add button in the workspace and it's on your product list.
Choose Add a product from Quick actions, or type the request. For a supplier product, give the name, supplier, pack and pack cost: "Add Bates whole milk, 4 pint bottle, £1.95 each" For a Master Product, give the name and the unit you count it in: "Add a Master Product for oat milk, counted in litres"
Complete anything under Needed before you can add it.
Select the add button, for example Add 2 products.
To add several products, list them in one message. The workspace holds them all with one button, for example Add 3 products.
Set it up before sites can order it
Add "but don't let sites order it yet" to your request and the product is added as Unavailable. The line under its name and the Status row both show this.
"Add Longley Farm double cream, case of 6 x 2L at £52.80, but don't let sites order it yet"
When you're ready, change it to Available on the product's page.
Update a product
Tell Edify what's changed about a product you buy, and it shows the product with the change made. Nothing is saved until you select Save change.
Choose Update a product from Quick actions, or say what's changed. List several in one message if you need to: "Longley Farm double cream is now £54.60 a case" "Bates whole milk now comes in cases of 6"
Check the change at the foot of the workspace, shown old then new.
Check the recipe impact. For a price or pack change, the workspace shows how many recipes use the product and the biggest move in food cost.
Select Save change, or Save 3 changes for several.
⚠️ A change to the pack or unit always comes back as a question first, because it changes how every recipe measures the product.
To stop sites ordering a product, change Status to Unavailable with the pencil. If you've moved to a new product, the receipt offers to swap it into the recipes that use the old one.
Update products from a supplier price list
Attach a supplier's price list and Edify compares it with what you buy from them: new lines, changed prices or packs, and lines they no longer list. Nothing changes until you select Save.
Select the paperclip, attach the price list and name the supplier: "Update our products from Stoneground's price list"
Answer whether it's the Full catalogue or Just part of it, if you didn't say.
Review each section of the workspace and untick anything you don't want.
Select the save button. It shows how many products it saves, for example Save 7 products.
Full catalogue flags anything you buy from the supplier that isn't on the list as possibly discontinued. Just part of it leaves those products alone.
Section | What it shows |
New products | On the price list but not on your list yet. Edify guesses the class and category from the name, so check them. |
Changed | On both lists at a different price or pack, with the old and new pack cost. Ticked lines take the new details. |
Not in the supplier's current list: suspend? | Yours, but missing from their list. These start unticked. Tick one to stop sites ordering it, after checking what still uses it. |
A line marked Needed before it can be saved is missing something, such as a pack cost or supplier code. Fill it in or leave it unticked. Can't cost yet means the line will save, but recipes can't get a cost from it until it's fixed; open the line to see why.
Group products without a Master Product
Choose Products without a Master Product from Quick actions and Edify groups supplier products that are the same ingredient under a new Master Product. Nothing is linked until you select the add button.
Recipes and stocktakes use Master Products. A supplier product without one sits on its own, so it can't be swapped between suppliers without changing recipes.
Choose Products without a Master Product from Quick actions.
Check each workspace. Each one is a Master Product and the supplier products it groups.
Check the unit, class and category. Edify tags its guesses Assumed; select the pencil on a row to change one.
Set Counted in: Pick an area, Choose per site or Don't count it.
Untick any supplier product under Supplier products that doesn't belong.
Select Add followed by the Master Product name.
If it doesn't work
The supplier already exists
Edify tells you and offers to update the one you have instead of adding a second.
Edify drafted a new supplier or product instead of updating mine
It couldn't match the name. Use the name exactly as your supplier or product list shows it, and include the supplier for products.
Edify finds a similar product
If you already have a product like the one you asked for, Edify shows it and asks whether you meant that one. Say yes, or tell it this one is new.
The add button won't work
Something is still listed under Needed before you can add it. Fill it in within the workspace.
Sites can't order a product
Check Status on the product. Unavailable products can't be ordered. If it's Available, check that the supplier is active and that the product is available at that site.
A file couldn't be read
Try the PDF the supplier emailed, or a sharper photo taken flat and in good light.
A supplier or some products from an invoice are missing
Edify only drafts what it can read. Add the missing supplier or products by describing them.
It was one invoice, not the whole catalogue
Leave the suspend section unticked.
A product shows as new but you already have it
Untick it and tell Edify which product it is.
Edify grouped the wrong products
Untick the product that doesn't belong, then tell Edify where it goes or that the two are different, for example single and double cream.