> For the complete documentation index, see [llms.txt](https://knowledge.out-smart.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.out-smart.com/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/koudsmart-customer-guide.md).

# KoudSmart customer guide

**KoudSmart** helps you structure refrigerant registration and reporting in OutSmart.

Use it to support Dutch F-gases administration in your daily process.

{% hint style="warning" %}
KoudSmart supports registration and reporting. Your company remains responsible for correct setup, complete data, and final compliance review.
{% endhint %}

### Before you start

KoudSmart works best when the full process is ready.

Check these points first:

* **KoudSmart** is active as a Power-Up
* **Forms** are part of your field process
* installations are linked through **Object Management** when possible
* cylinders and warehouse transactions are maintained consistently
* company reporting details are complete and current

### What KoudSmart helps you do

KoudSmart supports the core parts of refrigerant administration:

* register refrigerant handling per installation
* manage refrigerants, cylinders, and company details
* calculate GWP and CO2 equivalent values in reporting
* generate yearly balance and registration reports

It works best when technicians register data during the job.

### Set up KoudSmart

The main setup covers three parts:

1. Select the refrigerants you use.
2. Register the cylinders you want to track.
3. Enter the company details used in reporting.

Keep the setup focused.

A smaller refrigerant list and clean cylinder data reduce mistakes later.

Start here:

* [**Activate F-gases Forms (KoudSmart)**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/activate-f-gases-forms-koudsmart.md)
* [**Set up F-gases Forms (KoudSmart)**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/set-up-f-gases-forms-koudsmart.md)
* [**Configure refrigerants**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/configure-refrigerants.md)
* [**Configure cylinders**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/configure-cylinders.md)
* [**Set up company information**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/set-up-company-information.md)

### Use KoudSmart in daily work

KoudSmart fits into the normal work order and form flow.

Technicians use it when work includes refrigerant handling.

Typical daily inputs include:

* the linked installation or object
* the refrigerant and quantity
* fill or recovery details
* the cylinder involved
* the reason for the handling

For the cleanest reporting, link the correct object before technicians complete the registration.

Use these pages for the working flow:

* [**Use KoudSmart in work orders**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/use-koudsmart-in-work-orders.md)
* [**Use KoudSmart in forms**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/use-koudsmart-in-forms.md)
* [**Track warehouse transactions**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/track-warehouse-transactions.md)

{% hint style="info" %}
Incomplete work order data, form data, or warehouse data can weaken the final report output.
{% endhint %}

### Manage cylinders and stock carefully

Cylinder data affects traceability, stock review, and yearly balance output.

Good practice includes:

* give each cylinder a clear unique identity
* review stock movements regularly
* investigate duplicate cylinders or duplicate warehouses early

If warnings appear, resolve them before you trust the reports:

* [**Resolve duplicate cylinders and warehouses**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/resolve-duplicate-cylinders-and-warehouses.md)

### Generate and review reports

KoudSmart can generate registration and yearly balance reports.

These reports depend on correct setup and reliable daily registration.

Before you share a report:

1. Check the selected year.
2. Review the location column format.
3. Look for setup warnings or duplicate data.
4. Verify unexpected differences before external use.

Open these pages when you prepare reporting:

* [**Generate KoudSmart reports**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/generate-koudsmart-reports.md)
* [**Configure the location column**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/configure-the-location-column.md)
* [**Understand refrigerant registration**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/understand-refrigerant-registration.md)
* [**Understand refrigerant balance**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/understand-refrigerant-balance.md)
* [**Understand GWP and CO2 equivalent calculations**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/understand-gwp-and-co2-equivalent-calculations.md)

### Why the location column matters

The location column affects how easy it is to identify installations in the output.

Use a short and recognizable format.

A good result often combines object details, customer details, and address details.

Review the format before final reporting.

### How to investigate balance differences

A balance difference usually points to missing transactions, incorrect setup, or stock corrections that need review.

Start with these checks:

1. Compare cylinder stock with recorded warehouse transactions.
2. Check whether the correct object and refrigerant were used in the field flow.
3. Review duplicate records or incomplete registrations.

Do not treat an unexplained balance difference as final.

Review the underlying data first.

### What KoudSmart supports and what remains your responsibility

KoudSmart supports a structured process.

It does not replace your internal controls.

Use KoudSmart to:

* standardize registration
* improve traceability
* prepare annual reporting

You still need to:

* verify that the setup matches your real process
* keep registrations complete and timely
* review report output before sharing it
* confirm your current compliance obligations

### Best practices

Keep the process reliable with a few habits:

* register refrigerant handling as close to the job as possible
* review cylinder setup and stock history regularly
* test report output before inspection or annual review
* update company information before reporting periods
* keep objects linked to the correct installations

### Related topics

* [**Introduction to F-gases Forms (KoudSmart)**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/introduction-to-f-gases-forms-koudsmart.md)
* [**Understand Dutch F-gas compliance requirements**](/marketplace-packages-and-power-ups/power-ups/f-gases-forms-koudsmart/understand-dutch-f-gas-compliance-requirements.md)
* [**Forms**](/marketplace-packages-and-power-ups/power-ups/forms.md)
* [**Object Management**](/marketplace-packages-and-power-ups/power-ups/object-management.md)
* [**Power-Ups**](/marketplace-packages-and-power-ups/power-ups.md)


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