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.
Add a new supplier
Navigate to Suppliers from the left menu
Click Add New Supplier in the top right corner
Complete the supplier details and click Save
💡 Tip: When adding a supplier, Edify doesn't automatically notify them. Let your supplier know to expect orders from Edify.
Supplier details
Field Name | Explainer |
Supplier Name | The name of the supplier |
Supplier Contact Name and Number | Your main contact at the supplier |
Order Email | The email address where orders will be sent. If your supplier accepts orders via WhatsApp, website, or portal, contact support for setup assistance. |
Accounts Email | The email address for credit notes (this must be completed for Credit Notes to be sent) |
Assign to Sites | Select all sites, or search for specific sites this supplier delivers to |
Company Account Number | Your account ID with this supplier, sent with all orders |
Add Sites | If each site has a unique account number, enter them here |
Minimum Order Value | The minimum order value required for the supplier to accept orders |
💡 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.
Supplier Price Update Settings
Product prices don't always stay the same — suppliers 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 the price of an item to match the invoice, Edify will detect the mismatch and handle it based on your chosen setting:
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.
💡 Tip: This setting can be applied at company level by default, meaning it covers all suppliers. You can also set exceptions for individual suppliers where needed.
Set Delivery Days and Cut-Off Times
Delivery days and cut-off times ensure orders are placed on time for your desired delivery date. These settings apply at the supplier level across all sites.
Navigate to Suppliers
Find the supplier and click Edit
Select the Cut-Off Times tab
Default delivery days and cut-off times
Default settings apply to all sites ordering from this supplier.
Tick the days this supplier delivers
Next to each delivery day, set the cut-off day and cut-off time orders must be placed by
Click Save Changes
Exception delivery days and cut-off times
If a supplier has different delivery schedules for specific sites, set up exceptions.
Scroll to the Exceptions area below default delivery days
Click Add Exception
Select the site these delivery days apply to
Set the delivery days and cut-off times
Click Create
Click Save Changes
You can only set up exception delivery days for one site at a time. Sites without exceptions use default times.
The delivery days you set here will be shown to users when placing orders or setting up recurring orders.
Remove a Supplier
If you no longer order from a supplier, change their status to Unavailable rather than deleting them. This preserves historical data.
Navigate to Suppliers
Find the supplier
Click the three dots
Select Unavailable
The supplier will no longer appear in the ordering flow.
⚠️ Important: Update all recipes using products from this supplier to reflect the new supplier's products. This ensures your COGS and costings remain accurate.