Overview
Placing an order (also known as raising a PO) in Edify lets you order products from your suppliers directly through the system.
Placing an Order
⚠️ Important: If you have access to multiple sites, make sure you've selected the correct site using the dropdown menu in the top left before placing an order.
How to place an order
Navigate to Orders > Place Order
Choose the supplier you want to order from by clicking the arrow next to their name
Browse or search the list of available products—use the By Category tab to see products grouped together
Add products to your basket using the + and - buttons, or by entering the required quantity directly
Click Add Selected to Basket
Review your basket—if you'd like to order more, click Add Products
Click Checkout to review your order one final time
Select the delivery date when you'd like the order delivered
Add any notes for the supplier, such as specific delivery instructions
Review your order and click Place Order
Once you place your order, it's sent to the supplier and a unique PO number is generated. You will find the order in Deliveries.
💡 Tip: If you can't see a supplier you'd like to order from, they may not be added to Edify yet, or they might not be assigned to your currently selected site.
Delivery days and cut-off times
When choosing your delivery date, review the supplier's delivery days and cut-off times by clicking Cut-off Times. If you've missed the cut-off time or selected a date when the supplier doesn't deliver, an orange exclamation mark will appear.
Managers and Admins can place orders outside set delivery days or cut-off times, but only do this if the supplier has confirmed they'll accept the order.
Minimum order values
If a supplier has a minimum order value set and you haven't reached it, a red exclamation mark will appear next to the total in your basket. Add more products or adjust quantities until the exclamation mark disappears.
Managers and Admins can place orders below the minimum order value, but only if the supplier has confirmed they'll accept the order.
Receiving Order Emails and Delivery Contacts
Receive a copy of orders you place
If a supplier is set up to receive orders via email, you can be cc'd onto orders you place. Just head to Settings > Users, Click Edit by your user and tick "Always cc my email address on orders placed by me".
Receive a copy of all orders placed for a supplier
If you are a Manager or Admin you may wish to be cc'd into all order emails. To set this up navigate to Suppliers > Edit, clicking Add Cc Emails in the Order Email field, and entering your email address.
Add a Delivery Contact for a site
You can set a Delivery Contact whose details will appear on orders sent to suppliers. Set this up for each site by navigating to Settings > Sites > Edit Site and filling in the Delivery Contact field.
Cancelling Orders
Once an order has been placed in Edify it isn't possible to cancel the order or change the details directly in Edify. You should reach out to the supplier directly to cancel or update the order. Find out more here.
Review upcoming deliveries
Once an order is placed, it moves to Deliveries where you can review upcoming orders. This view is dynamic—if you have access to multiple sites, you'll only see deliveries for your currently selected site. To view deliveries across all sites, select All Sites from the dropdown.
Table view
The Table View breaks down upcoming deliveries into Today, Tomorrow, This Week, and future deliveries. The table shows:
Supplier name
Site name
Order number (PO number or transfer ID if the delivery is from another site)
Expected delivery date (this is the date you chose when you placed the order)
Subtotal
VAT
Total value including VAT
Use the search bar in the top right to find a specific PO number, or use the filters to narrow by supplier or site. Click the arrow button to view details of a particular delivery.
Weekly delivery summary
The Weekly Delivery Summary shows which products are due to be delivered and when within your selected date range, across all orders. Search for a specific PO number or filter by supplier or site. Click View Details under a product to see which order it's part of.
Delivery fees and shipping
Fees and Shipping
Suppliers have different shipping options that aren't included during order placement. If you need express shipping, contact the supplier directly.
To log shipping costs, go to Deliveries after receiving an order, open the order, and enter the cost in the Delivery Fee field at the bottom before confirming the delivery.
Order Tracking
Order tracking information isn't currently visible in Edify—contact the supplier directly for tracking details. If you need to change your delivery address after placing an order, you'll need to contact the supplier directly.