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Customer Numbers

Customer numbers help vendors identify customers in their own internal systems. Use them when you want to match a Mathership customer with an existing customer record in your ERP, accounting, delivery, or order processing system.

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What they are

A customer number is a vendor-specific reference number assigned to a customer. It belongs to the relationship between:

• Your vendor company
• The customer company

This means the same restaurant can have different customer numbers with different vendors. Example:

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When to use them

Use customer numbers when you want to:

• Identify customers in your internal system
• Match Mathership customers with existing customer records
• Include customer numbers in order documents
• Support accounting or invoicing workflows
• Improve order processing
• Avoid confusion between customers with similar names

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Where they are used

Customer numbers can be used in:

• Customer management
• Customer detail pages
• Vendor-customer relationships
• Order emails
• PDF order attachments
• CSV order attachments
• Internal vendor workflows

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Adding a number

A customer number can be added when you create or link a customer. To add a number:

1. Go to Vendors
2. Open your vendor company
3. Go to Customers
4. Add or link a customer
5. Enter the customer number
6. Save the customer relationship

Required fields depend on whether you create a new customer or link an existing one.

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Updating a number

You can update a customer number later. To update a number:

1. Open Customers
2. Select the customer
3. Open Customer Details
4. Edit the customer number
5. Save your changes

After saving, the new number is stored on the vendor-customer relationship.

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From invitations

Customer numbers can also be added through invitations. When you invite a customer, you can include a customer number. If the customer accepts the invitation or follows your vendor company later, Mathership can use that number for the relationship. Example: When the invitation is activated, the number can be saved on the vendor-customer relationship.

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Avoiding duplicates

Customer numbers should be unique within your vendor company. This helps prevent duplicate customer records and confusion during order processing. Example:

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Existing customers

If a customer already has a Mathership account, you can link the existing customer company and assign a customer number. This is useful when:

• The customer already uses Mathership
• You already have the customer in your internal system
• You want to connect the existing account instead of creating a new one

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New customers

If the customer does not yet exist in Mathership, you can create a new customer and assign a customer number during setup. Mathership can then create:

• A customer user
• A customer company
• A vendor-customer relationship
• The customer number on that relationship

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In order attachments

Customer numbers can be included in order-related documents. This helps your team process incoming orders correctly. Examples:

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Example: Adding during setup

You add a new restaurant customer. After saving, the customer is connected to your vendor company with customer number 4711.

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Example: Updating later

Your internal system changes the customer reference. After updating, the new number is used for the relationship going forward.

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Example: From an invitation

You invite a customer and enter their existing customer number. When the customer activates the invitation, the number can be linked automatically.

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Best practices

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Use your existing system reference

Use the same customer number that exists in your ERP, accounting, or delivery software.

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Keep references consistent

Avoid changing customer numbers unless your internal system also changed.

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Check before creating a new customer

Before creating a new customer, check whether the customer already exists in Mathership. This helps avoid duplicates.

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Add known numbers during invitations

When inviting customers, add the customer number if you already know it. This makes the connection cleaner once the customer accepts.

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Avoid duplicates

Duplicate customer numbers can cause confusion in exports, order processing, and internal communication.

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Common problems

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Number is missing

This can happen when:

• The customer was added without a number
• The customer followed you from the catalog
• The invitation did not include a customer number
• The customer number was not entered yet

You can usually add it later in the customer details.

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Number is wrong

Open the customer detail page and update the customer number. Make sure the new number matches your internal system.

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Number already exists

If the number is already used for another customer, check whether:

• The customer was already added
• The wrong customer was selected
• Your internal system uses duplicate numbers
• A duplicate Mathership customer was created

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Number does not appear on an old order

Older orders or already generated documents may still show the old information. New orders should use the updated relationship data.

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Customer cannot see the number

Customer numbers are mainly vendor-side references. The customer may not see or manage the number directly.

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