> ## Documentation Index
> Fetch the complete documentation index at: https://help.mathership.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Order Attachments

> Understand how order files, PDFs, CSVs, and order-related downloads are used in Mathership

# Order Attachments

Order attachments are files connected to an order or order workflow.

They help restaurants and vendors review order details outside the live Mathership screen. Depending on your setup, order information can be shared, downloaded, or attached in formats such as PDF or CSV.

<CardGroup cols={3}>
  <Card title="Share order details" icon="paperclip">
    Order files help vendors and teams review what was ordered.
  </Card>

  <Card title="Use PDF or CSV" icon="file-export">
    Choose a file format that fits your vendor communication and internal workflow.
  </Card>

  <Card title="Review later" icon="clock-rotate-left">
    Use order history and order details to find previous order information.
  </Card>
</CardGroup>

## What order attachments are used for

Order attachments are useful when you want to:

* Send order information to a vendor
* Keep a readable copy of an order
* Share an order internally
* Review product quantities after sending
* Export order history for analysis
* Work with vendors that prefer PDF or CSV files
* Keep filing or accounting records outside Mathership

## Where attachments appear

Order attachments are not managed from a separate daily workspace page.

You usually encounter them through:

| Area                 | How attachments or downloads are used                                       |
| -------------------- | --------------------------------------------------------------------------- |
| Placing orders       | Order information can be prepared for review and sending                    |
| Order details        | You can review the saved order information                                  |
| Order history        | You can find previous orders and export order list data                     |
| Account settings     | Owners or admins can choose the default order attachment format             |
| Vendor communication | Vendors may receive order details with an attached file, depending on setup |

## Attachment formats

Mathership can support order information in different file formats.

| Format | Best for                                                                           |
| ------ | ---------------------------------------------------------------------------------- |
| PDF    | Human-readable order confirmation, filing, printing, or vendor review              |
| CSV    | Spreadsheet workflows, structured product rows, and vendors that import order data |

## PDF attachments

PDF order files are useful when the vendor or your team wants a readable document.

A PDF is usually best when:

* The order should be easy to read
* The vendor manually reviews incoming orders
* The file may be printed
* You want a document-like order copy
* The order should be archived as a readable record

## CSV attachments

CSV order files are useful when the vendor or your team works with spreadsheets or import tools.

A CSV is usually best when:

* The vendor imports order rows into another system
* You want structured item data
* You want to open the order in Excel or another spreadsheet tool
* Product rows, article numbers, quantities, and units matter more than presentation

## Default order attachment format

The default order attachment format is managed in **Account** settings when your access allows it.

The setting controls which file format is used by default for orders sent from the selected company.

| Option | Meaning                          |
| ------ | -------------------------------- |
| PDF    | Orders are attached as PDF files |
| CSV    | Orders are attached as CSV files |

<Note>
  The order attachment format card is only visible to users who are allowed to manage company defaults, such as owners or admins.
</Note>

## Change the default attachment format

<Steps>
  <Step title="Open Account settings">
    Go to **Settings** → **Account**.
  </Step>

  <Step title="Find Order attachment format">
    Look for the **Order attachment format** card.
  </Step>

  <Step title="Choose PDF or CSV">
    Select the format you want Mathership to use by default.
  </Step>

  <Step title="Check confirmation">
    Mathership shows **Saved.** when the change succeeds.
  </Step>
</Steps>

If you do not see this card, your account probably does not have permission to manage company defaults.

## Order information included

An order attachment or order file can contain the saved information for the order.

Depending on the order and available data, this can include:

* Order number
* Vendor or vendor contact
* Restaurant company
* Delivery location
* Order date
* Estimated delivery date
* Delivery date, if available
* Ordered products
* Article numbers
* Product names
* Quantities
* Units or packaging information
* Prices or totals, where visible and allowed
* Order message, if one was added

## Review an order before sending

When placing an order from **My inventory**, selected products are added to the cart.

You can review the order before it is created or sent.

<Steps>
  <Step title="Add products">
    Add products from the product table or product lists.
  </Step>

  <Step title="Review the cart">
    Check product quantities and total before continuing.
  </Step>

  <Step title="Open order review">
    Use the review action from the cart panel.
  </Step>

  <Step title="Check order details">
    Review vendor, products, delivery location, quantities, and message before sending.
  </Step>
</Steps>

## View order details

After an order exists, open it from order history.

Order details are the place to review the saved order information.

<Steps>
  <Step title="Open Order history">
    Go to **Order history**.
  </Step>

  <Step title="Find the order">
    Search or filter the list.
  </Step>

  <Step title="Open the order">
    Click the order row to open the detail view.
  </Step>

  <Step title="Review saved information">
    Check products, quantities, vendor, delivery location, dates, status, and messages.
  </Step>
</Steps>

## Download order history CSV

Order history includes a CSV download for the order list.

This is different from an individual order attachment.

Use the order history CSV when you want to export a list of orders with the current filters applied.

<CardGroup cols={2}>
  <Card title="Order attachment" icon="paperclip">
    File connected to an individual order or vendor communication.
  </Card>

  <Card title="Order history CSV" icon="file-csv">
    Export of the order list from Order history, based on active filters.
  </Card>
</CardGroup>

## Export order history

<Steps>
  <Step title="Open Order history">
    Go to **Order history**.
  </Step>

  <Step title="Apply filters if needed">
    Filter by status, vendor, delivery location, dates, or transfer status.
  </Step>

  <Step title="Click CSV">
    Use the **CSV** button to download the filtered order list.
  </Step>
</Steps>

The CSV download uses the same filter context as the order history list.

## Order history filters related to attachments and review

Order history helps you find the orders you need before opening the order detail or exporting a list.

Useful filters include:

| Filter            | Use it for                                                                        |
| ----------------- | --------------------------------------------------------------------------------- |
| Search            | Find orders by text search                                                        |
| Vendor            | Find orders for a specific vendor                                                 |
| Status            | Find drafts, scheduled, pending, completed, cancelled, failed, or received orders |
| Delivery location | Find orders for one location                                                      |
| Delivery date     | Find orders by delivery period                                                    |
| Created date      | Find orders by creation period                                                    |
| To transfer       | Find orders that still need to be transferred into inventory                      |

## Attachment format and vendors

Different vendors may prefer different formats.

| Vendor workflow                    | Suggested format |
| ---------------------------------- | ---------------- |
| Vendor manually reads orders       | PDF              |
| Vendor imports files into a system | CSV              |
| Vendor wants printable documents   | PDF              |
| Vendor wants spreadsheet rows      | CSV              |

If you are unsure, PDF is usually easier for manual review, while CSV is better for structured processing.

## Attachments and delivery locations

Order files can include the selected delivery location.

This helps the vendor deliver to the correct place.

Make sure delivery locations are clear and up to date before sending orders.

## Attachments and order messages

If your order includes a message or note, it can help clarify special instructions.

Good examples:

* Please deliver before 10:00
* Use back entrance
* Call before delivery
* Substitute only after confirmation

Keep order messages short and useful for the vendor.

## Attachments and prices

Whether prices are visible depends on your company setup, user permissions, and the order data.

Users without financial access may not see all price-related information in the same way as owners or financial users.

## Best practices

<CardGroup cols={2}>
  <Card title="Choose the right default" icon="file-export">
    Use PDF for readable vendor communication and CSV for structured import workflows.
  </Card>

  <Card title="Review before sending" icon="check">
    Check products, quantities, delivery location, and vendor before submitting an order.
  </Card>

  <Card title="Keep locations clean" icon="location-dot">
    Delivery locations should be clear because they can appear in order information.
  </Card>

  <Card title="Use helpful messages" icon="message-square">
    Add short order messages only when they help the vendor fulfill the order.
  </Card>

  <Card title="Use order history" icon="clock-rotate-left">
    Find previous orders quickly before downloading or reviewing details.
  </Card>

  <Card title="Use CSV exports for lists" icon="file-spreadsheet">
    Export order history as CSV when you need a spreadsheet list of orders.
  </Card>
</CardGroup>

## Common problems

<AccordionGroup>
  <Accordion title="I cannot find the attachment format setting">
    The **Order attachment format** card is only visible to users who can manage company defaults, such as owners or admins.

    Ask an administrator to review your access.
  </Accordion>

  <Accordion title="The vendor prefers another format">
    Change the default order attachment format in **Settings** → **Account**, if you have permission.

    Choose PDF for readable files or CSV for structured spreadsheet data.
  </Accordion>

  <Accordion title="The order file shows the wrong delivery address">
    Check the delivery location selected on the order.

    Also make sure the delivery location details are up to date under **Settings** → **Delivery Locations**.
  </Accordion>

  <Accordion title="I need a list of many orders">
    Use the **CSV** button in Order history.

    Apply filters first if you only want selected statuses, vendors, delivery locations, or dates.
  </Accordion>

  <Accordion title="An order does not appear in order history">
    Check filters, company selection, and whether the order was archived.
  </Accordion>
</AccordionGroup>

## Related pages

<CardGroup cols={2}>
  <Card title="Placing Orders" icon="cart-shopping" href="/en/restaurants/ordering/placing-orders">
    Learn how to add products, review the cart, and create orders.
  </Card>

  <Card title="Shopping Basket" icon="basket-shopping" href="/en/restaurants/ordering/shopping-basket">
    Review selected products and quantities before creating an order.
  </Card>

  <Card title="Order History" icon="clock-rotate-left" href="/en/restaurants/ordering/order-history">
    Find previous orders, open details, filter orders, and export the order list.
  </Card>

  <Card title="Order Drafts and Scheduling" icon="clock" href="/en/restaurants/ordering/order-drafts-and-scheduling">
    Save drafts or schedule orders where supported.
  </Card>

  <Card title="Account" icon="user" href="/en/restaurants/settings/accounts">
    Change the default order attachment format if you have access.
  </Card>

  <Card title="Delivery Locations" icon="location-dot" href="/en/restaurants/settings/delivery-locations">
    Manage delivery addresses used in order information.
  </Card>
</CardGroup>