Configure Multiverse_Online exports

Choose how OutSmart exports work orders and invoices to Multiverse_Online.

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

You can export completed work orders and invoices.

Work order export

Use this flow for post-calculation.

When a work order is completed, OutSmart sends materials and hours to Multiverse_Online.

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

If no order number exists, OutSmart can create a new order.

Main work order export settings

Create new orders

Turn this on when OutSmart should create a new Multivers order.

Use this when the work order has no external order number yet.

Order type

Choose which order type OutSmart creates:

• Sales order
• Invoice order
• Service order

Default payment term

Choose the payment term for new orders.

If the customer has a payment term in a free field, OutSmart uses that value instead.

Default account

Select the default general ledger account.

OutSmart uses this account on exported material and hour lines.

Price for new materials

Choose which price OutSmart uses when it creates a new product in Multiverse_Online:

• the material price from OutSmart
• the order line price from the work order

Order line ordering

Choose the order of materials, hours, and text lines:

1. Materials, then hours, then text lines
2. Hours, then materials, then text lines
3. Text lines, then materials, then hours
4. Text lines, then hours, then materials

Hour rounding

Choose how worked hours should round before export:

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

Date and time on hour lines

Turn this on to include the date, start time, and end time on each exported hour line.

Standard text line

Add one fixed text line to every exported order.

Reference field

Choose which values OutSmart uses as the order reference:

• Work order number
• External work order number
• Project number
• External project number

You can combine multiple values.

Extra text lines

Add up to four extra text lines.

These lines support tags.

OutSmart replaces each tag with work order data during export.

Export relations

Turn this on when OutSmart should create a missing customer in Multiverse_Online.

Export materials

Turn this on when OutSmart should create a missing product in Multiverse_Online.

Invoice export

Use this flow to export OutSmart invoices as invoice orders in Multiverse_Online.

This flow is separate from work order export.

Main invoice export settings

Default account for invoice materials

Select the general ledger account for invoice order lines.

This field is required when both invoice export and material export are enabled.

Default payment term for invoices

Choose the payment term for invoice orders.

Invoice reference field

Choose which invoice value OutSmart uses as the reference:

• Invoice number
• Invoice external reference

1

Open the Multiverse_Online settings

Go to Settings → General → Software integrations.

Open Multiverse_Online.

2

Enable work order export

In Orders, enable Export.

Then decide whether OutSmart may create new orders.

3

Fill in the work order export fields

Choose the order type, payment term, account, line order, rounding, reference, and text lines.

4

Enable invoice export if needed

In Invoices, enable Export.

Then fill in the invoice account, payment term, and reference field.

5

Save the settings

Click Save.

The selected export flows then become active.

6

Run an export if needed

Click Export workorders to export eligible work orders right away.

Click Export in Invoices to export eligible invoices right away.

Important to know

• A missing customer can block export when Export relations is off.
• A missing product can block export when Export materials is off.
• A missing hour type match also blocks export.
• Existing linked orders are updated instead of recreated.

Frequently asked questions

What happens if a customer does not exist in Multiverse_Online?

The export fails for that work order.

Turn on Export relations if OutSmart should create the customer automatically.

What happens if a material does not exist in Multiverse_Online?

The export fails for that work order.

Turn on Export materials if OutSmart should create the product automatically.

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

The export fails for that work order.

Make sure the hour type exists with the correct code.

You can also import it first.

What does update order lines mean?

If the work order already has a linked external order number, OutSmart updates that order in Multiverse_Online.

It does not create a new order.

Can I use tags in the extra text lines?

Yes.

Use the Tags link next to each text line field to see the available placeholders.

OutSmart replaces them during export.

Related topics

• Multiverse_Online
• Configure Multiverse_Online imports
• Set up Multiverse_Online