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Orders

The orders chapter explains how vendors receive, review, manage, and export customer orders in Mathership. For vendors, the order features are built around one main workflow: customers send orders, Mathership creates the order, the vendor receives the order notification, and the vendor can then review and process the order.

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What vendors can manage

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Order List

The order list is the main overview for received customer orders. Vendors use it to see:

• New incoming orders
• Customer companies
• Delivery locations
• Order dates
• Order statuses
• Order messages
• Order details

Orders are normally shown with the newest orders first. Draft and scheduled orders are not shown in the standard vendor order list, because they have not been fully sent yet.

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Order Details

The order details page shows the full information for one order. It can include:

• Customer company
• Customer number
• Delivery location
• Ordered products
• Product numbers
• Quantities
• Packaging information
• Prices, if available
• Customer message
• Order status

Vendors should open the order details before processing an order.

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Open Orders

Open orders help vendors quickly identify orders that may still need attention. The open orders view can show:

• The last 10 open orders
• The total number of open orders

This is useful for dashboards and daily order checks.

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Update Order Status

Vendors can update the status of an order when they process it. Mathership checks that:

• The user is a vendor
• The order belongs to the vendor company
• The submitted status is valid
• The order exists

Only vendors can update order statuses.

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Email Notifications

When a customer sends an order, Mathership can send an email notification to the vendor. The notification can include:

• Customer name
• Order number
• Delivery location
• Customer message
• Ordered products
• Quantities
• Link to the order details
• PDF or CSV attachment

The email is sent to the vendor notification email if one is configured. Otherwise, it can use the vendor user email.

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CSV and PDF Attachments

Order emails can include an attachment. The attachment format is stored on the customer company. Available formats are: PDF is the default format if no other format is selected.

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Order Exports

Order exports help vendors process order data outside Mathership. Exports can include:

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

If a product has a price, Mathership can calculate the line total from price and quantity. If no price is available, the export can still be created and the missing price can be shown as unavailable.

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Custom CSV Exports

Mathership can also support customer-specific CSV formats. For example, a custom export can include:

• Store name
• Timestamp
• Store number
• Order date
• Estimated delivery date
• Product number
• Ordered quantity
• Packaging unit
• Product name
• Price
• Price unit

This is useful when a customer or vendor needs a specific import format for another system.

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Customer Order History

Customers can view their own order history for a vendor relationship. This is separate from the vendor order list.

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Delivery Locations

Orders are linked to customer delivery locations. A delivery location helps the vendor understand where the order should be delivered. Delivery location information can appear in:

• Order list
• Order details
• Email notification
• PDF attachment
• CSV attachment

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Customer Information

Vendor order views can include customer information such as:

• Customer company name
• Customer number
• Email
• Phone number
• Address
• Delivery locations

This helps vendors process orders and contact customers if needed.

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Typical vendor order workflow

1. Customer sends an order
2. Mathership creates the order
3. Mathership links the order to the customer-vendor relationship
4. Mathership stores the ordered products and quantities
5. Mathership sends an email notification to the vendor
6. Vendor opens the order list
7. Vendor reviews the order details
8. Vendor checks delivery location and quantities
9. Vendor processes the order
10. Vendor updates the order status

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Accessing order features

To access order features:

1. Go to Vendors
2. Open the vendor company
3. Open the Orders section
4. Review the order list
5. Open an order to view the full details

Depending on the interface, dashboard views can also show recent open orders.

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Why order management matters

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Faster order processing

Vendors can quickly see new orders and process them from one central list.

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Clear customer context

Each order is linked to the customer, delivery location, and customer-vendor relationship.

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Better operational control

Order statuses help vendors track which orders still need work.

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Flexible exports

PDF and CSV attachments make it easier to process orders manually or in external systems.

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Better customer service

Order history, customer details, and delivery locations help vendors answer customer questions faster.

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Best practices

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Review orders regularly

Check the order list often so new customer orders are not missed.

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Use open orders

Use open orders to quickly identify orders that still need processing.

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Keep statuses updated

Order statuses help the team understand what has already been handled.

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Check delivery locations

Always confirm the delivery location before preparing or dispatching an order.

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Review attachments

Use PDF attachments for readable order documents and CSV attachments for structured processing.

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Maintain product prices

If product prices are maintained, Mathership can calculate line totals and order totals more clearly.

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