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.

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Order Preferences

Use Order Preferences to define how your orders should be handled when you send them to vendors. These settings apply to the selected company or location.

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Available preferences

Order preferences can include:

• Order attachment format
• Email language
• Draft and scheduled order behavior
• Delivery date handling

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Order attachment format

Bestellfix can attach orders as either:

• PDF
• CSV

The selected format is used when orders are sent by email.

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PDF

PDF is the default format. Use PDF if your vendor wants a readable order document with:

• Customer details
• Delivery location
• Order items
• Quantities
• Prices, if available
• Order message

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CSV

Use CSV if your vendor wants to import orders into another system. CSV files contain structured order data, such as:

• Article number
• Product name
• Quantity
• Packaging
• Total price, if available

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Change the attachment format

To change the order attachment format:

1. Go to Settings
2. Open Order Preferences
3. Select PDF or CSV
4. Save the setting

Future orders will use the selected attachment format.

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Order language

Order emails and attachments can use your selected account language. The language is based on your user language setting. Supported behavior in the backend:

• If a language is selected, Bestellfix uses that language
• If no language is selected, Bestellfix falls back to German

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Draft orders

When placing an order, you may be able to save it as a draft. Draft orders are not sent to the vendor immediately. Use draft orders when you want to:

• Prepare an order in advance
• Review the order later
• Add or adjust items before sending

Draft orders can still be edited before sending.

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Scheduled orders

Scheduled orders are saved and sent later. When scheduling an order, the scheduled date and time must be in the future. Use scheduled orders when you want to:

• Prepare orders outside vendor ordering times
• Send orders at a specific time
• Plan recurring purchasing workflows manually

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Send now

Draft and scheduled orders can be sent immediately. When you send an order now:

• The order status changes to pending
• Any scheduled send time is cleared
• The order email is sent to the vendor

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Delivery dates

Orders can include delivery date information. There are two relevant dates:

• Estimated delivery date: planned delivery date when placing the order
• Delivery date: actual or confirmed delivery date, if updated later

Delivery dates are used in order history and delivery location reports.

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Best practices

• Use PDF for vendors who process orders manually
• Use CSV for vendors who import orders into systems
• Set the correct language before sending orders
• Use drafts for unfinished orders
• Use scheduled orders only when the send time is clear
• Keep delivery dates updated for better reporting

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Troubleshooting

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Vendor cannot open the attachment

Try switching the attachment format from CSV to PDF.

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Vendor needs an import file

Switch the order attachment format to CSV.

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Scheduled order does not save

Check that the scheduled date and time are in the future.

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Draft order cannot be edited

Only draft or scheduled orders can be edited. Already sent orders cannot be changed the same way.

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Order language is wrong

Check your account language setting.

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Related pages