Overview
When you receive an order, you must accept the delivery in Edify to record when stock arrived and keep your inventory accurate. The system uses the date you accept the delivery as the official receipt date, so always confirm deliveries on the same day they arrive.
Accepting a Delivery
Step 1: Find Your Order
Go to the Deliveries tab, locate the order that has arrived, and click the arrow symbol to open it.
If you are accepting the delivery late it will be in the 'Overdue' delivery table - but don't worry, you'll be able to change the arrival date when you accept it.
Step 2: Upload Documentation
Upload a photo or PDF of the delivery note or invoice you received. If required, enter the supplier's invoice number in the Invoice # field.
If you have difficulty uploading an image please check you're uploading a PNG, JPEG or PDF file. Hard refresh to clear any caching issues.
💡 Tip: Attached Delivery Notes/Invoices can be automatically forwarded to an email once the order is Accepted. Just follow setup instructions here.
Step 3: Verify Details
Check the quantities and prices against your delivery note and make any changes needed. Click Save as you go to avoid losing changes.
Note: Only users with Admin permission or Managers with "Change Delivery Prices" can adjust the price of a product when accepting a delivery.
⚠️ You have 7 days after acceptance to make amendments to a delivery. This requires Admin permissions or the 'Change Quantity of Confirmed Delivery'/'Change Delivery Prices' permission for Managers.
If you would like a user to have beyond 7 days to make changes ensure they have 'Edit Confirmed Delivery Beyond a Week' set.
Step 4: Accept the Delivery
Click Accept Delivery in the top right corner.
Accept Delivery Popup
In this Accept Delivery popup you can do two things:
Price Change Confirmation: If manual approval is required for price updates for this supplier and you have adjusted the price of one or more of the products, you will be prompted to confirm if the product price should be updated and applied to future orders.
Accept Date adjustment: If you are accepting this delivery late, you can use the drop downs to set the correct date and time this order was received.
Once accepted, the order moves to Order History and your inventory is updated. You can search for it at any time using the PO number.
CPU Orders: Follow the same process, but contact support via Live Chat to change quantities or prices.
Partially Accepting a Delivery
If you don't receive your complete order due to a backorder or delay:
Use the checkboxes to select only the items that arrived
Click Actions > Accept Partially
Enter the precise quantities received
Click Submit.
The order will remain in your Deliveries tab until all outstanding items are accepted. Accepted items appear in Order History under the same PO number.
Each item records its own acceptance date — so if part of an order arrives today and the rest arrives tomorrow, each will reflect the correct delivery date.
Handling Missing or Damaged Stock
If an order arrives and stock within it is missing or damaged and you have been charged you should raise a Credit Request by following this process.
If you have not been charged for the missing or damaged stock simply update the quantity received to 0.
If you do not receive an order you are expecting contact the supplier first to check for delays and tracking info. If the supplier confirms they did not receive your order, contact Edify support who can investigate.
Accidental Acceptance
You cannot un-accept a delivery. If you accidentally accept early please speak to an Edify Admin or Manager with extra permissions who can adjust the acceptance date. You have up to 7 days after the initial acceptance to adjust the date.