> ## 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.
# CSV and PDF Attachments
> Understand how Mathership attaches order details to vendor order emails
# CSV and PDF Attachments
Mathership can attach order details to order emails as either a **PDF file** or a **CSV file**.
This allows vendors to process incoming orders in the format that best fits their workflow.
## What are order attachments?
Order attachments are files added to the order notification email that is sent to the vendor after a customer places an order.
They help vendors:
* Review the order
* Print the order
* Archive the order
* Import order data into another system
* Process article numbers and quantities outside Mathership
## When attachments are created
Attachments are created when a customer sends an order.
The attachment is generated automatically and added to the vendor order email.
| Order mode | Attachment behavior |
| ------------------- | ----------------------------------------- |
| Send | Email is sent with attachment |
| Draft | No email is sent immediately |
| Scheduled | Email is not sent immediately |
| Internal order view | Order details are available in Mathership |
Attachments are only sent when an order email is sent. Draft or scheduled orders may not create an immediate email attachment.
## Available attachment formats
Mathership currently supports two main attachment formats.
| Format | Best for |
| ------ | ---------------------------------------- |
| PDF | Manual reading, printing, archiving |
| CSV | Excel, ERP import, structured processing |
If no format has been selected, Mathership uses **PDF** by default.
## PDF attachments
PDF attachments contain the order in a readable document format.
Use PDF if you want to:
* Print the order
* Read the order manually
* Archive the order as a document
* Forward the order internally
* Keep a clear visual order summary
PDF is usually the best option for teams that process orders manually.
## CSV attachments
CSV attachments contain order items in a structured table format.
Use CSV if you want to:
* Import orders into another system
* Open orders in Excel
* Process orders in an ERP workflow
* Copy article numbers and quantities
* Automate order handling
The CSV can include order item information such as:
| Field | Meaning |
| -------------- | --------------------------------- |
| Article number | Vendor article number |
| Article name | Product name |
| Quantity | Ordered quantity |
| Packaging | Packaging or unit information |
| Total price | Line total, if price is available |
## CSV column language
The CSV column names can depend on the customer's selected language.
For German users, the CSV can use German column names.
| German column | Meaning |
| ------------- | -------------- |
| Artikelnummer | Article number |
| Artikelname | Article name |
| Menge | Quantity |
| Gebinde | Packaging |
| Gesamtpreis | Total price |
For other languages, English column names may be used.
| English column | Meaning |
| -------------- | --------------------- |
| Article Number | Article number |
| Article Name | Product name |
| Quantity | Ordered quantity |
| Packaging | Packaging information |
| Total Price | Line total |
## Changing the attachment format
The attachment format can be changed in the customer company settings.
Available formats are:
* PDF
* CSV
The selected attachment format belongs to the customer company. It affects order emails sent from that customer company to vendors.
## Why the setting belongs to the customer
The attachment format is stored on the customer company because different customers may have different processing needs.
For example:
| Customer | Preferred format | Reason |
| ---------------- | ---------------- | --------------------------- |
| Small restaurant | PDF | Manual order processing |
| Chain customer | CSV | Import into internal system |
| Office team | PDF | Easy forwarding |
| Automated buyer | CSV | Structured data processing |
## File naming
Mathership creates attachment filenames automatically.
The filename can include information such as:
* Customer number
* Order ID
* Timestamp
* Customer email
* Mathership reference
Example PDF filename:
`4711_order_123_1710000000000_customer_at_example_de_mathership.pdf`
Example CSV filename:
`4711_order_123_1710000000000_customer_at_example_de_mathership.csv`
This helps vendors match the attachment to the correct customer and order.
## Customer numbers in filenames
If a customer number exists for the vendor-customer relationship, Mathership can include it in the filename.
This is useful when vendors use customer numbers in their ERP, accounting, or internal order processing systems.
If no customer number is available, Mathership may use the customer company ID instead.
## Missing prices
Attachments can still be created if some products do not have prices.
If prices are missing:
* The order can still be sent
* The product line can still appear
* Missing totals may be shown as unavailable
* The full order total may be omitted or incomplete
If you rely on CSV files for automated price import, make sure your product prices are maintained correctly.
## Order totals
When prices are available, Mathership can calculate line totals and an order total.
If one or more prices are missing, the order total may not be fully available.
| Situation | Result |
| --------------------------------- | ------------------------------------------------------------ |
| All products have prices | Line totals and order total can be calculated |
| Some products have missing prices | A complete order total may not be available |
| No product prices exist | Attachment still contains quantities and product information |
## Email recipient
Order emails with attachments are sent to the vendor's notification email address.
If no notification email is configured, Mathership may use the vendor user's email address.
Vendors should keep their order notification email address up to date to avoid missed orders.
## Example: PDF order attachment
A restaurant places an order and the customer company uses PDF attachments.
| Field | Example |
| -------- | --------------------------------------- |
| Customer | Main Restaurant |
| Vendor | Fresh Food Supplier |
| Format | PDF |
| Result | Vendor receives readable order document |
This is useful when the vendor prints or manually processes orders.
## Example: CSV order attachment
A restaurant places an order and the customer company uses CSV attachments.
| Field | Example |
| -------- | ------------------------------------- |
| Customer | Main Restaurant |
| Vendor | Fresh Food Supplier |
| Format | CSV |
| Result | Vendor receives structured order file |
This is useful when the vendor imports orders into Excel or another system.
## Example: Missing product price
A product has no price stored in Mathership.
| Field | Example |
| -------- | --------------------------------------------------- |
| Product | Tomato Box |
| Quantity | 3 |
| Price | Missing |
| Result | Product appears, but total price may be unavailable |
The order can still be sent.
## Best practices
### Use PDF for manual workflows
Choose PDF if your team reads, prints, or forwards orders manually.
### Use CSV for system workflows
Choose CSV if you want to import orders into Excel, ERP, or another processing system.
### Keep product data clean
CSV files are only as useful as the product data behind them.
Maintain:
* Article numbers
* Product names
* Packaging
* Prices
### Maintain customer numbers
Customer numbers help identify orders in internal systems.
Add customer numbers when connecting customers to vendors.
### Test the format before using it operationally
Before relying on CSV import, test the file format with your internal system.
Check:
* Column names
* Delimiter
* Article numbers
* Quantity format
* Price format
* Encoding
## Common problems
### Vendor receives PDF but expected CSV
Check the customer company's attachment format setting.
The setting must be changed from PDF to CSV.
### Vendor receives CSV but wants PDF
Change the customer company's attachment format back to PDF.
### CSV cannot be imported
Check whether your target system expects:
* Different column names
* A different delimiter
* Different decimal formatting
* A specific encoding
* Required article numbers
### Attachment has missing prices
Check whether product prices are maintained for the vendor products.
Missing prices can prevent complete total calculations.
### Vendor did not receive the email
Check that:
* The order was sent, not saved as draft
* The order was not only scheduled
* The vendor notification email is correct
* The email is not in spam
* The vendor email address is active
### Filename does not show expected customer number
Check whether a customer number is stored on the vendor-customer relationship.
If no customer number exists, Mathership may use another customer identifier.
## Related pages
Learn how order emails are sent to vendors.
View the full details of an order.
Manage customer numbers for vendor-customer relationships.
Understand customer delivery locations used in orders.