It’s important to confirm the delivery of every order placed within Edify when you receive them. If deliveries aren’t confirmed it can lead to inaccurate reporting.
Confirming a delivery
Once an order arrives find the order on the "Deliveries" tab
Click the arrow symbol on the order
Upload a photo or PDF of the delivery note/invoice you received with the delivery
If a 'Supplier Reference' is required, input this
Check if the price you have been charged is different to the price in Edify and update the price on Edify if required
It is also possible to amend the quantity of items you received, for example, if a supplier did not send an item but has not charged you for it.
Once you are happy the details of the PO are correct per what you received and your invoice "Confirm Delivery"
The Edify system records the date you confirm a delivery as the date the stock was received. If you confirm it late, the system will assume that’s when the delivery arrived—not the actual delivery date. To ensure accuracy, it’s important to confirm deliveries on the same day they arrive.
Missing stock? If you did not receive stock you ordered and which you have been charged for you can raise this issue with the supplier directly by following the Credit Request process.
Once an order has been confirmed as being delivered the PO moves to "Order History". If you have raised a credit request for the order the PO will move to "Credit Notes".
Handling Missed Delivery Confirmations
If you don’t confirm an order as delivered on the expected delivery date (the date selected when placing the order), it will appear in the Overdue section of the Deliveries Table View.
If the delivery arrived late:
Simply confirm the delivery on the day you receive it. The system will record that date as the actual delivery date.
If you forgot to confirm the delivery:
You can still confirm it, but you’ll need to manually update the actual delivery date afterward.
This can only be done by users with Admin or Manager permissions.
You have up to seven days after confirming the delivery to make this correction.
The system will retain the original “Received by” user and timestamp for audit purposes, but the Actual Delivery Date is what will be used for reporting.
Delivery FAQs
Do you have an accounting platform integration which pushes my POs into my accounting system like Xero?
Yes, we currently have an integration with Xero which means you can push your POs into Xero. We do not have this integration with any other accounting system. If you are interested in this integration please reach out to the Support team via Live Chat.
What is a supplier reference?
Suppliers may sometimes provide their own reference id (e.g. an order is). For improved traceability this can be inputted before confirming a delivery. This is not mandatory by default but account admins can make this a mandatory field to complete.
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 this is likely because a Supplier Reference is required and has not been filled in. Input the Supplier Reference and you will be able to confirm the delivery.
Where can I see a record of all the deliveries I have confirmed?
Once a delivery is confirmed it moves to "Order History" where you can search by Supplier or PO to find old orders. If you can't find a PO remember to check the "Credit Notes" section as there might be a pending credit request for the order.
My order was cancelled by the supplier, what should I do next?
If the supplier cancelled your order and you'll no longer be receiving the items you can remove the order from the Edify system by following this guide.
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 using the live chat feature 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; make sure to confirm the delivery without the stock.
To do this, adjust the stock of any item you didn't physically receive in the delivery to 0, and click "Confirm Delivery". You should do this to make sure your stock levels always stay accurate.
When you do receive the backordered item at a later date, you can re-add a delivery of the backordered item as a separate delivery/order by manually adding the delivery.