Configure King exports

Choose how OutSmart exports completed work orders to King and what extra data to include.

Use the export settings to send completed work orders from OutSmart to King as orders.

The export runs automatically at regular intervals.

You can also start an export manually from the settings page.

When OutSmart exports a work order

If a work order already has a linked King order number, OutSmart updates that order.

It sends the materials, worked hours, and selected text lines.

If the work order has no linked King order number, OutSmart can create a new order.

This works only when Create new order is enabled.

Export options

Orders

Turn on Orders to activate the export.

Work order status

Choose which work status triggers export.

By default, OutSmart uses 1 - Naar King.

Only work orders with the selected status are processed.

Default warehouse

Choose a default warehouse for material lines.

OutSmart uses this when a material line has no specific warehouse.

Hour rounding

Round worked hours before export.

You can choose:

• no rounding
• round to 5 minutes
• round to 15 minutes
• round to 30 minutes

Hours are always rounded up.

Work description

Turn this on to add the work description as a text line on the King order.

Create new order

Turn this on when OutSmart should create a King order for work orders without a linked King order number.

If this stays off, only linked King orders are updated.

Approve order

Turn this on to approve and release the new order for delivery in King immediately.

Without this option, the order still needs manual approval in King.

Order line sequence

Choose the order of exported lines in King.

Available sequences are:

• materials, hours, text lines
• hours, materials, text lines
• text lines, materials, hours
• text lines, hours, materials

Assign relation

Choose whether King should use the customer relation or the invoice relation from the work order.

This decides which debtor number OutSmart uses.

Extra text lines

Add up to four extra text lines to the King order.

Use the tag selector to build each line from work order data.

Interim updates

Turn on Interim updates when you want to export changes before the work order is completed.

You can then configure two extra options.

Order update status

Choose which work order status triggers the interim export.

When a work order reaches this status, OutSmart sends its current hours and materials to King.

Create interim order

Turn this on when OutSmart should create the King order at the interim status.

Use this when you want the order to exist in King before the work is finished.

1

Open the King settings

Go to Settings → Software integrations.

Open King.

2

Turn on order export

Select Orders in the export section.

3

Choose the export trigger

Select the work status that should trigger export.

Leave the default if you use 1 - Naar King.

4

Configure the export options

Choose the default warehouse, hour rounding, work description, create new order, approve order, order line sequence, and assign relation settings.

5

Add extra text lines if needed

Use the tag selector to build up to four extra text lines.

6

Configure interim updates if needed

Turn on Interim updates.

Then choose the update status and whether OutSmart should create the order at that stage.

7

Save the setup

Click Save.

8

Run a manual export when needed

Click Export workorders to export all eligible work orders immediately.

Before you export

Check these points first:

• the work order has the correct export status
• the material lines exist in King as articles
• the hour types exist in King as rates
• a warehouse is available for every material line
• enable Create new order when no King order number exists yet

Frequently asked questions

What happens if a material does not exist in King?

The export fails for that order line.

Make sure the material exists in King as an article, or import it first.

What happens if an hour type does not exist in King?

The export fails for that order line.

Make sure the hour type exists in King as a rate.

What happens if no warehouse code is available?

The export fails for that work order.

Set a default warehouse in the export settings.

What is the difference between “Create new order” and “Create interim order”?

Create new order creates the King order when the completed work order is exported.

Create interim order creates it earlier, when the work order reaches the interim update status.

What does “Approve order” do?

It approves the newly created order in King automatically.

That makes the order ready for further processing without manual approval.

Related topics

• King
• Configure King imports
• Troubleshoot King