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 an Entire Delivery
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 (required for some orders)
Note: If you can't click "Accept Delivery" but don't know why, check if an invoice number is required but missing.
Step 3: Verify Details
Check if the price charged differs from the price in Edify
Adjust quantities if you received different amounts than ordered
Click Save as you go to avoid losing changes
Important: You have 7 days after acceptance to change quantities or prices (requires Admin permissions or 'Change Quantity of Confirmed Delivery' for Managers).
Step 4: Accept the Delivery
Click Accept Delivery in the top right corner, and select the date and time it was delivered.
✅ Result: The order moves to "Order History" and your inventory is updated. You can search for the order using the PO.
CPU Orders: Follow the same process, but contact support via Live Chat to change quantities or prices.
Accepting Partial Deliveries
When you don't receive your complete order due to backorders or delays:
Use the checkboxes to select only the products that arrived
Click Actions > Accept Partially
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
Delivery dates are recorded per item - if you accept half an order today and half tomorrow, each gets its respective acceptance date
Handling Common Scenarios
Late Deliveries
If your order arrives after the expected delivery date:
The order will show in the Overdue section until confirmed
Confirm the delivery on the day you actually received it
The system will record the delivery date you choose when accepting
Order not received
Contact the supplier first to check for delays or tracking info
If supplier confirms they didn't receive your order, contact Edify support
Missing or Incorrect Items
Before accepting the order:
Request credit for items you didn't receive but were charged for
Follow the Credit Request process to raise the issue with your supplier
After raising a credit request:
The Order stays in your Deliveries tab until the credit request is resolved or cancelled
Credit items also appear in your "Credit Notes" tab under the same PO number
Supplier Cancelled Orders
Remove the order from Edify by following the order removal guide
Imagine Upload Issues
Image Upload Issues
If you can't upload photos/PDFs of invoices:
Check you're uploading PNG, JPEG, or PDF files
Try a different browser (Chrome recommended)
Hard refresh the page to clear caching issues
Accidental Acceptance
You cannot un-accept a delivery. If you accidentally accept early/late, you can head to the order in your Order History tab, you are able to change the acceptance date up to 7 days after the initial entered delivery date (Admins & Managers only).
Important Reminders 🚨
Try to accept orders on the day you receive them - this is the date the purchase will show in your reporting 🔍
Check everything on the order before accepting - if you do make an error you have seven days for an Admin or suitable Manager to amend this.
Request credit for missing items before accepting the order