Configure Yuki exports

Choose how OutSmart exports work orders and invoices to Yuki as sales invoices.

Use the export settings to decide how OutSmart sends sales invoices to Yuki.

You can export from completed work orders or from final OutSmart invoices.

Which records export

Export from completed work orders

A work order exports only when both conditions are true:

• the work order status is Complete
• the work status is Naar Yuki

Work orders with the work status Niet naar Yuki are skipped.

If an export fails, OutSmart changes the work status to Error.

After a successful export, OutSmart changes the work order status to Handled.

Export from OutSmart invoices

OutSmart exports open invoices that have not yet been sent to Yuki.

Export fields

Administration

Choose the Yuki administration that should receive the invoices.

You select this at the top of the Yuki settings.

Default general ledger account

Choose the Yuki general ledger account for the invoice lines.

This field is required.

Upload work order PDF

Turn this on to upload the work order PDF together with the invoice.

Invoice source

Choose one source:

• Complete work order
• OutSmart invoice

This setting decides which OutSmart records trigger the export.

Payment term

Enter the number of days for the due date.

This field is only available when the source is Complete work order.

Invoice processing

Choose how Yuki should handle the created invoice:

• Draft — the invoice goes to Yuki's send queue
• Process immediately — the invoice is processed directly in Yuki

Email invoice to customer

Turn this on if Yuki should email the invoice automatically.

This option is only available when Process immediately is selected.

Prices inclusive or exclusive of VAT

Choose whether material and hour prices in OutSmart already include VAT.

This option is only available when the source is Complete work order.

Hour rounding

Choose how worked hours should round before export:

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

What the Yuki invoice includes

The sales invoice in Yuki can include:

• materials with product code, name, quantity, and price
• worked hours with hour type code, name, duration, and price
• customer details
• the internal work description as an invoice note

Manual export

Use Export work orders on the Yuki settings page if you want to start the export immediately.

1

Open the Yuki settings

Go to Settings → General → Software integrations.

Open Yuki.

2

Choose the administration

Select the Administration you want to use.

3

Enable invoice export

In Export settings, enable Invoice.

4

Fill in the invoice fields

Select the Default general ledger account.

Then choose the Invoice source.

5

Complete the source-specific settings

If the source is Complete work order, set:

• Payment term
• Prices inclusive or exclusive of VAT

Then choose the Hour rounding you want.

6

Choose how Yuki should process the invoice

Select Draft or Process immediately.

If needed, also enable Email invoice to customer.

7

Add the PDF if needed

Enable Upload work order PDF if Yuki should receive the PDF too.

8

Save the settings

Click Save.

9

Run the export manually if needed

Click Export work orders to start immediately.

Important to know

• The general ledger account must exist in Yuki.
• Work orders only export when the work order and work status are both correct.
• Failed work order exports move to Error.
• Successful work order exports move to Handled.

Frequently asked questions

How do I mark a work order for Yuki export?

Set the work order status to Complete.

Then set the work status to Naar Yuki.

What is the difference between Draft and Process immediately?

With Draft, the invoice stays in Yuki so you can review and send it later.

With Process immediately, Yuki processes the invoice at once.

What happens when the export fails?

For work orders, OutSmart changes the work status to Error.

Check the log, fix the cause, change the work status back to Naar Yuki, and export again.

Related topics

• Yuki
• Set up Yuki
• Configure Yuki imports
• Troubleshoot Yuki