Reviewing received orders
Viewing the orders your CPU has received from either your internal site or wholesale customers is simple, just follow these steps:
Ensure you have selected your CPU from the top left drop down
Navigate to "CPU"
Select "CPU Orders"
You will then view a list of all CPU Orders
In this view you'll be shown:
Field | Explainer |
Customer name | The site/customer that placed the order |
Order Date | The date the order was placed (to see the exact time, click into the order) |
Order Number | The PO number generated by Edify |
Production Date | The date of production that has been set, if you are using the Production Planning feature |
Delivery Date | The requested delivery date |
Total inc VAT | Value of the order |
% | Fulfilment percentage (see more below) |
Status | The status of the order (see more below) |
Click the Arrow button to see the details of an order. If a customer has left a note on their order an order 'N' will appear next to it. You can view the note by clicking the arrow button by the order.
You can view these orders in a table format by using the CPU Production Summary report.
💡 Want to receive an email each time the CPU receives an order?
1. In the top left select 'All Sites'
2. Navigate to "Suppliers"
3. Find the CPU Supplier
4. Click 'Edit'
5. Input the email address you'd like to receive the orders in the 'orders email' box
6. Save
Understanding CPU Order Status
CPU Order status' are set manually so you can manage the flow of an order. To change the status of a CPU order simply click the three dots to the right of an order. Or select in bulk to apply changes to multiple orders at a time.
Within the CPU Orders table there are three status' an order can be in:
Unfulfilled - The status orders are set to when they first come in
Production - The order has been set as in production (see further info below)
Fulfilled - The order has been produced and has either been shipped or is ready to be shipped
⚠️ COGs and Live Stock Levels will not be updated if orders are not marked as fulfilled.
An order can also have the following status' set resulting in the following results:
Move to invoice - By selecting this status the order moves to the "Invoices" section of CPU where the invoices can be downloaded. Further info on this process can be found here.
Delete order - This deletes the CPU Order and removes it from the table
💡 Even if you will not be using Edify for invoicing, we recommend moving orders to 'Invoice' status once they have been accepted by your site/customer to keep your CPU Order view tidy.
Production Status - further info
If your CPU is not using the Production Planning feature in Edify you will not need to use the Production Status. Orders automatically populate in the CPU Production Summary.
However, if you are using Production Planning setting this status is how you assign what day the items within the order should be produced to meet the requested delivery date.
Click the three dots by an order
Click 'Send to Production'
Select the date you would like to produce the items in this order
Click 'Next'
You'll be shown a summary of the products that will be moved to Production
Click 'Confirm'
To do this in bulk across multiple orders
Use the tick box in the header row to select all orders
Or use the tick box's by an order to select all orders you'd like to move
Click "Add to production" in the top right
Select the date you would like to produce the items in this order
Click 'Next'
You'll be shown a summary of the products that will be moved to Production
Click 'Confirm'
If you now go to Production > Production Planner and select 'Plan' next to the day you set, you will see the quantities set. Find more out about Production Planning here.
💡 If the CPU order contains a mix of products which will be produced and those that are bought-to-sell, only the production items will be added to the Production Planner. Find out more about how to set up a CPU product as a production item here.
Changing CPU Orders
As a CPU manager you have the ability to change the details of an order.
Navigate to CPU > CPU Orders
Find the order you would like to change
Click the arrow button
Within the order you can:
Update the quantity of a product
Add a new product
If you would like to remove a product, just change the quantity to 0
Click "Confirm Order"
This change will also reflect for the site/customer in their 'Deliveries' section.
💡 Sites or Customers can also make changes to their Orders and these will update on the CPU Order you view, but only until the cut-off time. Once the cut-off time has passed Sites/Customers cannot change their orders.
As such, you should only move an order to Production or begin packing once the cut-off time has passed to ensure the quantities and products are finalised.
Updating Orders When Quantities Decrease
If using the Production Planner feature, if you produce less than originally planned, you must update the order quantities before marking it as fulfilled.
⚠️ Why this matters: Not updating quantities will incorrectly deplete your ingredient stock levels and affect your Live Stock Levels.
How It Works
Example scenario:
A site orders 10 tuna baguettes, but you only produce 8.
What happens step-by-step:
When you submit the PCR for 8 baguettes:
The system increases your stock of tuna baguettes to 8If you fulfil the order without updating it (still showing 10):
The system reduces your tuna baguette stock by 10
You now have -2 baguettes in stock
The system assumes you made the missing 2 baguettes and depletes the ingredients (tuna, bread etc) for those 2 baguettes
Your ingredient stock levels are now incorrectly low
The correct approach:
Update the order quantity from 10 to 8 before fulfilling
When you fulfil, the system reduces baguette stock by 8
Ingredient levels remain accurate
Managing CPU Order Credit Requests
Your sites and external customers are able to request credit for their CPU orders.
To receive these credit request emails ensure the email address you would like to receive credit requests into is set on the CPU "supplier".
In the top left select "All Sites"
Navigate to "Suppliers"
Find the CPU Supplier
Click 'Edit'
Input the email in the 'accounts address' box
Save
You are then able to decide how to handle this credit request outside of Edify.
If you will send the stock to the site/customer no action is required. However if you will refund or offer credit to the site/customer follow these steps:
Find the order in CPU Orders
Click Edit
Update the quantity to reflect what was actually sent/will be charged for
This updates the quantity and final charge for both the Site/Customer and on the CPU Order
⚠️ Note: If the site/customer has already partially accepted the delivery changing the quantities will move the order back to "Deliveries" and they will need to reaccept the products. This may mean the delivered date has to be backdated.
If you decide to refund the site/customer but have already sent an invoice through for the order you should:
Navigate to CPU > Invoices
Find the order in question
Update the order to reflect the change
Save the changes
You can then re-download the invoice (find it in the invoices tab and "download"). You can then either re-send the customer the invoice or if you use Xero delete the original invoice from the Xero account and re-upload the updated order.
CPU Order Fulfilment
The CPU Order table displays the fulfilment percentage for each order, showing what portion of the original order you were able to deliver.
Tracking Fulfilment
Before marking a CPU order as 'Fulfilled', adjust the order quantities to match what you're actually sending.
How Fulfilment is Calculated
Within the order: You'll see the +/- difference from the original quantity for each product
In the CPU Order table (% column): You'll see the overall fulfilment percentage for that order
The fulfilment percentage is calculated as: total products delivered (excluding overage) ÷ total products ordered.
Important: Adjusting Quantities After Acceptance
⚠️ Important: If you change quantities in an order that the receiver has already accepted, the order will move from Order History back to Delivery status. The receiving site will need to re-accept the order with the adjusted quantities.
✅ Best Practice: Update order quantities as soon as possible to avoid requiring the receiver to re-accept orders.