Ordering from a supplier in Edify
Placing an order (or raising a PO as it is also known) on Edify is simple!
Remember, if you have access to multiple sites make sure you are viewing as the site you'd like to order from on the top left dropdown menu.
Navigate to "Orders" then "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 - you can use the 'by category' tab to see products grouped together by category.
Add products to your basket by using the + and - buttons, or by entering the required quantity directly. Once you’ve selected your products, click "Add Selected to Basket".
You can review your basket and if you'd like to order more, just click "Add Products"
Click "Checkout", this will take you to the checkout page, your final chance to review your order.
Select the delivery date, i.e. the date you'd like this order to be delivered.
Add any notes you want to include on the PO, such as specific delivery instructions.
Review your order. If everything looks correct, click "Place Order".
Once you click "Place Order" your order will be placed with the supplier and a unique PO will be generated.
Delivery Days and Cut-off times - when choosing the day you'd like your order to be delivered we recommend reviewing the delivery days and cut-off times set for this supplier by clicking "Cut-off times".
If you have missed the cut-off time for your selected delivery day, or you've picked a date the supplier does not deliver a red exclamation mark will appear.
Managers and admins can checkout orders outside of the set delivery days/cut-off times, but this should only be done if the supplier has confirmed they will accept the order to prevent any issues.
Reviewing Upcoming Deliveries
Once an order has been placed your Order (or PO) will move to "Deliveries".
This page has two views which can be utilised to review the upcoming deliveries of the orders you have placed.
Please note this view is dynamic, this means if you have access to view multiple sites in Edify you will only be shown deliveries for the site you have selected in the top left dropdown. If you'd like to view the upcoming deliveries across all sites select "All Sites" from the dropdown.
Table View
In the Deliveries Table View upcoming deliveries are broken down into deliveries expected Today, Tomorrow, This Week and further in the future.
The table includes:
Supplier Name
Site Name
Order Number (this will either be a PO or a transfer id if the delivery is a transfer from another site).
Expected delivery date
Subtotal
VAT
Total value of the order inc VAT
You can search for a specific PO number in the top right search bar. You can also utilise the filters in the top right to filter by Supplier or Site.
To view the details of a particular delivery click the arrow button.
Weekly Delivery Summary
The Deliveries Weekly Delivery Summary shows you the products that are due to be delivered and what day they should be delivered on within the date range selected, across all orders.
You can search for a specific PO number in the top right search bar. You can also utilise the filters in the top right to filter by Supplier or Site.
Click "View Details" underneath a product to be shown the order this product is a part of.
Ordering FAQs
I can't see a supplier I'd like to order from, what can I do?
If there is a supplier you would like to order from but you cannot see it could be due to the supplier not yet being added to Edify or the supplier not being assigned to the site you have selected in the top left dropdown.
I would like to receive a copy of all orders placed in Edify, is this possible?
If the supplier is setup to receive orders via email it is possible for other email addresses to be cc'd into the order emails. Go to Suppliers > Edit and in the "Order Email" field click "Add Cc Emails". Enter the email you would like to be copied into orders.
How do I see if a supplier has a minimum order value and if I have hit it?
If a supplier has a minimum order value set and you have not reached this, when you progress to the Basket view after clicking "Add selected to basket" there will be a red exclamation mark next to the total. Adjust the quantities you are ordering or add more products. Once you have reached the minimum order value the exclamation mark will disappear.
Please note: managers and admins can checkout orders which do not hit the minimum order value, but this should only be done if the supplier has confirmed they will accept the order to prevent any issues.
What are the delivery charges and shipping options available?
Since suppliers have many different options for shipping, we don't include this as part of the order placement. If you'd like to place the order with express shipping, please contact the supplier directly.
If you'd like to log how much the shipping costs were on an order, you can do so upon receiving and confirming the delivery. Go to Deliveries, open the order, and find the amendable Delivery Fee field at the bottom of the order. Here, you can enter a custom shipping cost before confirming the order.
How can I see if an order has been received by the supplier?
Once an order has been placed in Edify this is sent to the supplier. If there are any issues with placing the order the Edify support team will contact you and let you know.
If you would like, you can contact the supplier to confirm they have received the order. For orders which are placed via a Portal/Website these are processed as part of a queueing system and can take a little longer to be received by the supplier, but will always be placed by the cutoff time set
Can I cancel or edit an order after it has been placed?
Yes, but you will have to contact the supplier directly. Find out more here.
Can I set up for a user to be contacted regarding all deliveries to a site?
You can set a Delivery Contact, who's details will appear on the order sent to the supplier. This can be site up for each site by going to Settings > Sites > "Edit Site" > Fill in the "Delivery Contact" field.
Can I see order tracking information in Edify?
Currently, tracking information for orders is not visible within Edify. To request any tracking information for an order, please contact the supplier directly.
Can I change my delivery address after placing an order?
Once an order has been placed, you'll need to contact the supplier directly to ask to change your delivery address.
How do I order from a CPU?
If you are an internal site ordering from a CPU this is completed in the same way you order from external suppliers.