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CSV Upload

Use CSV Upload to import POS sales data from a CSV file and convert it into inventory movements. CSV Upload is useful when you do not use a direct POS integration or when sales data comes from another system as an export file. The CSV upload can:

• Read sales data from a CSV file
• Extract POS item codes from selected columns
• Read quantities from a quantity column
• Read dates from a date column
• Match POS codes to POS mappings
• Explode recipe mappings into ingredients
• Create inventory ledger entries

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How it works

Mathership reads the uploaded CSV file row by row. For each row, Mathership applies the configured CSV rules and extracts sold POS items. The basic flow is:

1. Create a CSV integration
2. Configure CSV rules
3. Create POS mappings
4. Upload a CSV file
5. Mathership reads the file
6. Sold POS items are matched to mappings
7. Ingredient deductions are created in the inventory ledger

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Before you start

Make sure you already have:

• A company in Mathership
• Ingredients created in Mathership
• Recipes created if you want to map POS items to recipes
• Storage units created
• POS mappings configured
• A CSV file with sales data

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Create a CSV integration

CSV upload uses a POS integration with the integration type CSV. To create it:

1. Go to Manage → Integrations
2. Select CSV Upload
3. Create a new CSV integration
4. Configure the data schema rules
5. Save the integration

The integration stores the rules that tell Mathership how to read the CSV file.

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CSV rules

CSV rules define which columns Mathership should read from the uploaded file. The supported rule type is: A rule can use:

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Example CSV file

A simple CSV file could look like this: In this example:

• pos_code is the source column
• qty is the quantity column
• date is the date column

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Example rule

Example rule configuration: With this rule, Mathership reads each POS code from the pos_code column.

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Multiple POS codes in one cell

If one CSV cell contains multiple POS codes, use a delimiter. Example CSV: Example rule: Mathership splits the value and processes both POS codes.

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Quantity handling

If a quantity column is configured, Mathership uses the value from that column. If no quantity column is configured, Mathership uses 1 as the default quantity. Example:

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Date handling

If a date column is configured, Mathership uses that date for the inventory movement. If no date column is configured, Mathership uses the current date and time. The date should be readable as an ISO-style date or datetime, for example:

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POS mappings

Before uploading sales data, create POS mappings. A POS mapping connects a POS item code or name to a Mathership ingredient or recipe. Examples: Without mappings, Mathership cannot convert POS sales into inventory deductions.

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Ingredient mapping

Use ingredient mapping when a POS item should deduct one ingredient directly. Example:

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Recipe mapping

Use recipe mapping when a POS item consists of multiple ingredients. Example: When the CSV file contains BURGER_CLASSIC, Mathership explodes the recipe and deducts all recipe ingredients.

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Upload a CSV file

To upload a file:

1. Open Manage → Integrations
2. Open the CSV integration
3. Choose the CSV file
4. Start the upload
5. Review the result

The uploaded file must be a CSV file with headers. Mathership reads the column names from the first row.

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What happens during upload

When a CSV file is uploaded, Mathership:

1. Reads the CSV file
2. Applies the configured rules to each row
3. Extracts POS codes, quantities, and dates
4. Matches POS codes to POS mappings
5. Explodes recipe mappings into ingredients
6. Calculates ingredient quantities
7. Creates inventory ledger entries
8. Updates the integration’s last run time
9. Returns a processing summary

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Upload result

A successful upload returns a summary of created inventory deductions. The result can include:

• Ingredient name
• Deducted quantity
• Storage unit
• Date of the inventory movement

Example result:

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Inventory ledger entries

CSV uploads create inventory ledger entries with transaction type ISSUE. That means the uploaded sales reduce inventory. Each created entry includes:

• Company
• Ingredient
• Storage unit
• Transaction type
• Quantity
• Unit cost
• Value
• Date

See Inventory Ledger for details.

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Storage unit selection

For CSV uploads, Mathership determines the storage unit from the mapped ingredient or recipe logic. The system tries to resolve a storage unit from:

1. The recipe line issue storage
2. The ingredient preferred issue storage
3. The recipe default issue storage
4. A storage unit with available stock
5. The first available storage unit as fallback

For accurate inventory deductions, configure storage settings on ingredients and recipes.

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Common setup order

Use this order for a clean CSV setup:

1. Create storage units
2. Create ingredients
3. Create recipes if needed
4. Create the CSV integration
5. Configure CSV rules
6. Create POS mappings
7. Upload a small test CSV
8. Check the inventory ledger
9. Upload the full CSV file

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Test with a small file first

Before uploading a large export, test with a small CSV file. Use only a few rows, for example: After upload, check whether:

• The upload completed successfully
• The correct ingredients were deducted
• The quantities are correct
• The correct storage units were used
• The ledger entries have the correct date

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Common errors

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File not provided

This happens when no CSV file was attached. Upload a CSV file and try again.

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CSV integration not found

This happens when the selected integration does not exist or is not a CSV integration. Check that:

• The integration exists
• The integration belongs to the selected company
• The integration type is CSV

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Processing exceptions

This happens when Mathership finds problems during processing. Common causes are:

• POS code has no mapping
• Recipe has a cycle
• Storage unit cannot be resolved
• Ingredient no longer exists
• Recipe line is incomplete

Fix the mappings or recipe setup and upload again.

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Unmapped POS code

This means the CSV file contains a POS code that has no POS mapping. Example:

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Wrong quantity

Check:

• The quantity column in the CSV
• The configured quantity source column
• The POS mapping quantity
• The recipe line quantities
• The base unit of the ingredient

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Wrong date

Check:

• The date column in the CSV
• The configured date source column
• Whether the date format can be read correctly

If the date cannot be read, Mathership may use the current date and time.

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Best practices

• Use stable POS codes instead of product names if possible
• Keep CSV headers consistent
• Avoid changing column names after setup
• Test with a small file first
• Map high-volume POS items first
• Use recipes for prepared dishes
• Use direct ingredient mappings for simple items
• Review the inventory ledger after every first upload
• Keep a copy of uploaded CSV files for traceability

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Example CSV setup

Example CSV headers: Example rule: Example mappings:

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Related pages