KoudSmart customer guide
Understand setup, daily use, reporting, and compliance considerations for KoudSmart.
KoudSmart helps you structure refrigerant registration and reporting in OutSmart.
Use it to support Dutch F-gases administration in your daily process.
KoudSmart supports registration and reporting. Your company remains responsible for correct setup, complete data, and final compliance review.
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:
Select the refrigerants you use.
Register the cylinders you want to track.
Enter the company details used in reporting.
Keep the setup focused.
A smaller refrigerant list and clean cylinder data reduce mistakes later.
Start here:
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:
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:
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:
Check the selected year.
Review the location column format.
Look for setup warnings or duplicate data.
Verify unexpected differences before external use.
Open these pages when you prepare reporting:
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:
Compare cylinder stock with recorded warehouse transactions.
Check whether the correct object and refrigerant were used in the field flow.
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
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