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Order Exports

Mathership can provide order data in export-friendly formats. Order exports are mainly used when vendors want to process incoming orders outside the Mathership interface, for example in Excel, an ERP system, or an internal order workflow.

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What are order exports?

Order exports are structured representations of order data. They can include information such as:
  • Article numbers
  • Article names
  • Quantities
  • Packaging
  • Prices, if available
  • Customer number
  • Order ID
  • Customer email
  • Order timestamp
In the current order flow, exports are mainly created as email attachments.

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Export formats

Mathership can generate order attachments in two formats:
FormatUse case
PDFHuman-readable order document
CSVStructured order data for processing
If no specific format is selected, Mathership uses PDF by default.

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PDF exports

PDF exports are useful when vendors want to read, print, or archive an order. 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 readable copy of the order
PDF is the default export format.

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CSV exports

CSV exports are useful when vendors want to process the order data in another system. Use CSV if you want to:
  • Open the order in Excel
  • Import the order into an ERP system
  • Copy article numbers and quantities
  • Process orders automatically
  • Match products using article numbers
The CSV file uses a semicolon as separator.

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Standard CSV structure

The standard CSV export contains one row per order item. For German users, the CSV columns are:
ColumnMeaning
ArtikelnummerVendor article number
ArtikelnameProduct name
MengeOrdered quantity
GebindePackaging
GesamtpreisTotal price for the line, if available
For other languages, the CSV columns may be shown in English:
ColumnMeaning
Article NumberVendor article number
Article NameProduct name
QuantityOrdered quantity
PackagingPackaging
Total PriceTotal price for the line, if available
The CSV column language depends on the customer’s selected language.

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Prices in exports

If a product has a price, Mathership can calculate the line total. The line total is calculated from: 
price × quantity
If no price is available, the CSV can show the price as unavailable.
Missing prices do not prevent the order export from being created.

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Attachment format setting

The order attachment format is stored on the customer company. Available values are:
ValueResult
pdfOrders are attached as PDF
csvOrders are attached as CSV
If the setting is empty or missing, Mathership uses PDF.

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Changing the export format

Customers can change their order attachment format in their company settings. Only valid formats are accepted:
  • PDF
  • CSV
If another value is submitted, Mathership rejects the setting.
The export format belongs to the customer company. It affects order emails sent from that customer account.

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File naming

Mathership creates filenames automatically. The filename can include:
  • 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.

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Customer numbers in export filenames

If a customer number exists for the vendor-customer relationship, Mathership can include it in the filename. If no customer number exists, Mathership may use the customer company ID instead. This is useful when vendors use customer numbers in their ERP, accounting, or internal order processing systems.

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Export delivery

Order exports are sent as attachments with order emails. When a customer sends an order, Mathership can:
  1. Create the order
  2. Create the order items
  3. Generate the order email
  4. Generate the PDF or CSV attachment
  5. Send the email to the vendor
The vendor receives the order export in the selected attachment format.

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Vendor notification email

The export is attached to the vendor notification email. The email is sent to:
  • The vendor notification email, if available
  • Otherwise the vendor user’s email address
Vendors should keep their notification email address up to date to receive order exports reliably.

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Custom CSV formats

Mathership can also support custom CSV formats for specific customers or workflows. A custom CSV format may include additional rows or columns, such as:
  • Store name
  • Timestamp
  • Store number
  • Order date
  • Estimated delivery date
  • Article number
  • Order quantity
  • Packaging unit
  • Article description
  • Price
  • Unit reference
Custom CSV formats are useful when a vendor or customer needs a specific import layout.

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Example: Standard CSV export

A simple CSV export can look like this: 
Artikelnummer;Artikelname;Menge;Gebinde;Gesamtpreis
1001;Tomato Sauce;12;Bottle;36.0
1002;Pasta;5;Box;25.0

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Example: Missing price

If a product has no price, the CSV can still include the item. 
Artikelnummer;Artikelname;Menge;Gebinde;Gesamtpreis
1001;Tomato Sauce;12;Bottle;36.0
1003;Olive Oil;2;Can;-

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Example workflow

A typical export workflow looks like this:
  1. Customer creates an order
  2. Customer selects products and quantities
  3. Customer sends the order
  4. Mathership checks the customer’s export setting
  5. Mathership generates a PDF or CSV attachment
  6. Mathership sends the order email to the vendor
  7. Vendor downloads or processes the attachment

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Best practices

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Use CSV for system processing

Use CSV if orders are imported into Excel, ERP software, or another structured workflow.

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Use PDF for manual processing

Use PDF if your team reads, prints, or manually archives orders.

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Maintain article numbers

CSV exports are most useful when products have article numbers. Article numbers help vendors match incoming order rows to their own product database.

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Keep customer numbers updated

Customer numbers make it easier to identify customers in exported filenames and internal systems.

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Check missing prices

If totals are important, make sure product prices are maintained before relying on export totals.

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Common problems

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CSV does not contain prices

Check whether product prices are stored. If a product has no price, Mathership may show the line total as unavailable.

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Wrong export format is sent

Check the customer’s order attachment format setting. The format should be either:
  • pdf
  • csv

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Vendor did not receive the export

Check that:
  • The order was sent, not only saved as draft
  • The vendor notification email is correct
  • The email did not go to spam
  • The vendor company has a valid email address

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CSV import does not work

Check that:
  • The receiving system expects semicolon-separated CSV files
  • Article numbers are available
  • Column names match the expected language
  • The file was not modified before import

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Filename does not contain customer number

Check whether a customer number exists for the vendor-customer relationship. If no customer number exists, Mathership may use the customer company ID instead.

CSV and PDF Attachments

Understand order email attachment formats.

Email Notifications

Learn how order emails are sent to vendors.

Order Details

View the full details of an order.

Order Preferences

Configure customer-side order settings.
Last modified on May 6, 2026