Configure AccountView exports

Choose how OutSmart exports customers, materials, invoices, and sales orders to AccountView.

Use the export settings to decide how OutSmart sends data to AccountView.

You can export work orders as invoices or sales orders.

You can also create missing debtors and articles in AccountView automatically.

Create new data during export

Debtors

Turn on debtor export if you want OutSmart to create new customers in AccountView.

Choose a collective account for new debtors.

This is the ledger account AccountView uses for new customer records.

Articles

Turn on article export if you want OutSmart to create new materials in AccountView.

Choose a default article group for new articles.

This decides where new materials are placed in AccountView.

Invoice export options

Use invoice export to send work orders to AccountView as invoices.

Export source

Choose whether the export starts from work orders or from OutSmart invoices.

Export as

Choose whether AccountView creates a draft or final invoice.

Default journal

Choose the journal AccountView should use for final invoices.

Order reference

Build the invoice reference with tags.

Tags fill automatically with work order data.

Hour rounding

Round worked hours before export.

You can choose:

• no rounding
• 5 minutes
• 15 minutes
• 30 minutes

Export work order PDF

Attach the work order PDF to the invoice in AccountView.

Set the upload path for the PDF file.

Use OutSmart prices

Turn this on if you want AccountView to use prices from OutSmart.

If this is off, AccountView uses its own prices.

Materials export options

Build the description for material lines with tags.

Work period export options

Build the description for hour lines with tags.

Sales order export options

Use sales order export to send work orders to AccountView as sales orders.

Work order export phase

Choose which work order phases trigger export.

You can select:

• Scheduled
• Ready
• Complete

You can select more than one phase.

Export work order status

Choose which work status starts the export.

Created work order status

Choose the work status OutSmart sets after a sales order is created successfully.

Complete export work order status

Choose the work status that triggers the final update when the work order is complete.

Done status

Choose the work status OutSmart sets after the work order is fully handled.

Intermediate updates

Turn this on to update an existing sales order during the process.

Update work order status

Choose the work status that triggers an intermediate update.

Sales order description

Build the description field with tags.

External note

Build the external note with tags.

Internal note

Build the internal note with tags.

Create project

Turn this on to create a project in AccountView during sales order export.

OutSmart uses the work order job number.

You can also build the project name and project type with tags.

Export work order PDF

Attach the work order PDF to the sales order in AccountView.

Set the upload path for the PDF file.

Use OutSmart prices

Turn this on if you want AccountView to use prices from OutSmart.

1

Open the AccountView settings

Go to Settings → General → Software integrations.

Open AccountView.

2

Configure debtor export

In Debtors, turn on the export if you want to create missing customers.

Then choose the collective account.

3

Configure article export

In Articles, turn on the export if you want to create missing materials.

Then choose the default article group.

4

Configure invoice export

In Invoice, turn on the export.

Then choose the export source, invoice type, journal, and other options.

5

Configure sales order export

In Sales order, turn on the export.

Then choose the phases, work statuses, description fields, and optional project settings.

6

Save the setup

Click Save.

7

Run a manual export when needed

Click Export workorders to export eligible work orders immediately.

Before you export

Check these points first:

• the collective account is correct for new debtors
• the default article group is correct for new materials
• the journal is set when you export final invoices
• your tag-based descriptions match the output you want
• the PDF upload path is filled when you attach PDFs

Frequently asked questions

What is the difference between invoice export and sales order export?

Invoice export creates a sales invoice directly in AccountView.

Sales order export creates a sales order for further processing.

Use invoice export when you want to bill directly.

Use sales order export when you need an order flow first.

What is a collective account?

A collective account is the ledger account for new debtors in AccountView.

Ask your AccountView administrator which account to use.

What is a default article group?

It is the article group AccountView uses for new materials.

Choose the group that fits your products.

Can I customise invoice and sales order text?

Yes.

Use the tag fields for references, descriptions, and notes.

Tags fill automatically with work order data.

What happens if an export fails?

OutSmart marks the work order with work status 99.

Check the log for the exact AccountView error.

Fix the problem and run Export workorders again.

Related topics

• AccountView
• Configure AccountView imports
• Troubleshoot AccountView