Overview
When you receive an order, you'll need to accept the delivery in Edify. This records when stock was received and keeps your inventory accurate. The system uses the date you accept the delivery as the official receipt date, so it's crucial to confirm deliveries on the same day they arrive.
How to Accept an Entire Delivery
Important: Always accept deliveries when you receive them to ensure accurate reporting and inventory management.
Step 1: Find Your Order
Go to the Deliveries tab
Locate the order that has arrived
Click the arrow symbol on the order
Step 2: Upload Documentation
Upload a photo or PDF of the delivery note/invoice you received
If required, input the supplier's invoice number in the Invoice # field
Step 3: Verify Details
Check if the price charged differs from the price in Edify
Update the price in Edify if needed
Adjust quantities if you received different amounts than ordered (for example, a you did not receive a product but were not charged for it)
Click Save as you go to avoid losing changes
Step 4: Accept the Delivery
Once all details match what you received and your invoice, click Accept Delivery in the top right corner.
✅ Result: The order moves to "Order History" and your inventory is updated.
CPU orders follow the same acceptance process as external supplier orders. However you cannot change quantities or prices for CPU orders at the point of accepting a delivery. To do this please contact the Edify support team via Live Chat.
How to Accept a Partial Delivery
Sometimes you won't receive your complete order due to backorders or delays. You should still accept what you did receive to keep your inventory accurate.
Use the checkboxes to select only the products that arrived
Click Actions > Accept Partially
In the pop-up, enter the precise quantities you received
Click "Submit"
What Happens After Partial Acceptance
Items are split between Pending and Accepted status
The order stays in your Deliveries tab until all pending items are accepted
Accepted items appear in your Order History tab under the same PO number
You can return later to accept remaining items when they arrive
Handling Common Scenarios
Late Deliveries
If your order arrives after the expected delivery date:
Simply confirm the delivery on the day you actually received it
The system will record the actual delivery date automatically
The order will show in the Overdue section until confirmed
Forgot to Confirm a Delivery
If you forgot to confirm a delivery that arrived on time:
You can still confirm it, but contact the support team via Live Chat to correct the delivery date
This ensures your reports show accurate timing
Missing or Incorrect Items
If you didn't receive items you were charged for:
Follow the Credit Request process to raise the issue with your supplier
The order stays in your Deliveries tab until the credit request is resolved or cancelled
Items you request credit for will also appear in your "Credit Notes" tab under the same PO number
Supplier Cancelled Orders
If a supplier cancels your order:
Remove the order from Edify by following the order removal guide
This prevents confusion and keeps your pending orders accurate
Delivery FAQs
Do you have an accounting platform integration which pushes my POs into my accounting system like Xero?
Edify integrates with Xero to push Purchase Orders into your accounting system. Contact support via Live Chat if you're interested in this integration.
Note: Xero is currently the only supported accounting platform integration.
It won't let me click "Confirm Delivery" but I don't know why
If the "Confirm Delivery" box is greyed out and you cannot click it check if an Invoice number is required but missing. Input the invoice number to enable the button.
Where can I see a record of all the deliveries I have confirmed?
Once a delivery is confirmed or partially confirmed it moves to "Order History" where you can search by Supplier or PO to find old orders.
I haven't received my order, what should I do?
There could be a few reasons why you haven't yet received your order:
-There were delays with your supplier/delivery
-There may have been an issue placing your order through the platform
We recommend first contacting the supplier to check if there have been any delays with your delivery, or if they can provide you with tracking information.
If the supplier confirms they didn't receive your order, it's possible there may have been an issue with the supplier's set up in Edify. Please contact our support team for further help.
What do I do if an item is placed on a backorder, and will arrive later in a separate delivery?
If there are item(s) that you don't receive as part of your initial delivery that have been backordered - ie. you will receive them, just at a later date; you can partially confirm the products you did receive.
Can I change the quantities or prices in a delivery after I have accepted it?
Yes, it is possible to change the quantities or prices in an accepted delivery however you must have Admin permission or 'Change Quantity of Confirmed Delivery' assigned if you have Manager permissions to action this. You have up to seven days after the delivery was confirmed as received to make any changes.
I accepted a delivery by accident, can I un-accept?
No, it isn't possible to un-accept a delivery. If you accidentally accept delivery of an order early our support team can assist you with changing the recorded delivery date to ensure this is correct.
I cancelled a credit request and now the order is in my deliveries tab?
When you cancel a credit request - This usually means that the supplier won't be providing you credit for the item (and this usually means that they've agreed to send you the stock!).
If you didn't receive the delivery, you can reduce all quantities to zero and confirm.
If you did receive the delivery, you can confirm the quantities you did receive.If I partially accept a delivery what delivery date is recorded?
Delivery dates are recorded per item, this means if you accepted half an order one day and the rest of the order the next day each product would have the date it was specifically accepted recorded.
I am trying to upload a photo/pdf of an invoice but it does not work
If you are trying to upload a photo or pdf of an invoice/delivery note to your delivery in Edify but are having issues follow these steps:
Check you are uploading a png, jpeg or pdf file
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