--- title: "KoudSmart" canonical: "https://support.out-smart.com/space/OM/442302937/KoudSmart" format: markdown --- > Macro (toc) ## Introduction In this manual all aspects of KoudSmart can be found. The first set up of this module within OutSmart is done together with one of our consultants. Together we will go through the setup and we will also discuss how to give new employees a certification number. This manual will not show how to set up KoudSmart, but how best to use it. This guide covers the following topics: - What is KoudSmart? - The cylinders as warehouses - Air conditioners as objects - The logbook with the airconditioners - Recording F-gasses from the app - Refrigerant balance and registration ## Detailed Explanation ## What is KoudSmart? By using KoudSmart, it is easily recorded in a work order how much F-gasses have been consumed or withdrawn from an object. These transactions of F-gasses must of course be properly recorded with the appropriate air conditioner, its logbook and in the refrigerant balance. The correct data will be auto filled in the F-gas form by recording the F-gasses for each airconditioner in a work order and indicating from or in which cylinder this F-gas comes from. And By creating the airconditioner as an object once, not all the installation data needs to be filled in each form. The F-gasses form can be linked to the relevant object (airconditioner) and all data is entered correctly. And in the process all of this information is also uploaded into the online logbook that every technician can access from OutSmart or by scanning a QR code. KoudSmart thus complements the normal work orders, allowing an easy registration of F-gasses. ## The cylinders as warehouses In order to properly record F-gasses, the system obviously needs to know how much F-gas are currently have in the cylinders. And for that, the cylinders must also created in the OutSmart account. The cylinders are actually small warehouses with a supply of F-gas. That is why the cylinders need top be created via the warehouse option. This option ca be found by navigating either to the Articles or Settings options in the side menu. To add a new cylinder, click the “Add Cylinder” button. Then a serial number needs to be selected of the cylinder and select the refrigerant (F-gas) in the cylinder. Also clarify the refrigerant in the description of the cylinder for a good overview. Finally, indicate the current stock (in kg) of the F-gas in this cylinder. Once this is done, the cylinder is created in OutSmart and can be selected within a work order (see chapter Registering F-gasses from the app). ## Replenishing stock in cylinder If the stock of the cylinder is refilled from another large stock tank, then from the BackOffice it is also possible to record this transaction without creating a work order for it. This can be done from the stock tank creating a warehouse transaction. By clicking here on 'Actions' > 'Create warehouse transaction', a screen will be opened where a transaction can be created for this F-gas from the stock. Fill in the necessary data and save the transaction. Of course, it also happens that a cylinder is not refilled, but that it is is exchanged with a new cylinder. So then a new cylinder can be added to the warehouses as explained in the section above. ## The airconditioners as objects To use KoudSmart properly, it is important that the airconditioners are created as objects. This makes sure the object can be added to a form and transactions can be registered properly To add an object navigate to the Objects option in the side bar. The KoudSmart module adds some additional fields to the object creation screen. These fields need to be filled in for each air conditioner, because this forms the basis for the installation data in the logbook and in the F-gasses form. A choice can be made at three fields (Type of installation, Type H(C)FK and PED category). If an option is missing in this selection, edit the option via Settings > (General) Free fields, where the new fields van be found and edited. ## The airconditioner logbook When the air conditioner is created as an object, a logbook can be linked. Edit the specific object and a column can be found to add a logbook. This allows the information from the work (the work order, the F-gas form and the F-gas transactions) to be properly logged. Creating a logbook is not mandatory since a company can have other objects besides airconditioners. To create a logbook click on ‘here’. A new screen will open showing four option: Uploading information, Scanning a QR code, Adding it manually or Generate. This last option is the easiest to us and will add the information from the object as set in OutSmart. Choosing this option will open a new window. This page shows all the pre filled data for the logbook. Manually changes can be made if needed. When everything is filled in correctly click on Add and the logbook will be created. When a QR code is shown in the object details the logbook has been successfully created. From the OutSmart app on an Apple device, an object can also be created and linked to a KoudSmart log. And if the log already exists, it can be opened by opening the object within the app and clicking on 'Open KoudSmart Log. Within the Android app, however, a new object can be created, but no log can be created or opened for it from within the app. When you click the Download rating plate button within the logbook, an identification plate is created, which can be printed and attached to the airconditioner. This rating plate also contains a QR-code, which both employees within OutSmart account and installers outside the OutSmart account can scan to get into the logbook. There, they can also record the F-gasses filled or drained records. By clicking Add at the Logbook, they can process the registration and by clicking on Add at Documents, a document (work order and/or F-gasses form) can be added. ## Registering F-gasses from the app To correctly record work on an air conditioner, there are some things to be completed within the work order from within the app: 1. The registration of the F-gasses in or out of the respective cylinder 2. The registration of the F-gasses on an F-gasses form for the object in question Both of these things can be processed from the app via a work order. This makes sure that the data gest registered correctly. 1. First of all, the data needs to be recorded correctly for the F-gasses in the cylinders. This can be done by going to Materials within the app. There the relevant F-gas needs to added as a material to the work order. When adding, select which cylinder the F-gas was taken from, by selecting the cylinder at the Warehouse. The quantity of F-gas that went in or out is entered in number of kg at the Number. Then under Material Type an indication is needed to indicate whether this is New Construction, Retrofit, Leakage, Correction, Maintenance or Decommissioning. And at Object code an indication is needed to indicate to which A/C this registration applies. 2. For each object an F-gasses form can be added. This form must be linked to the object (the airconditioner). By linking it, the installation data on the form is automatically filled in. Company data, the customer's data and registered F-gasses are also filled in automatically. Within the form information van still be added about: o Standard activities o Results of pressure tests o Results of the vacuum procedure o Document check o Installation check o Remarks Once a work order is sent from the app, this work order is given the status Complete. And this is the trigger for OutSmart to synchronize the information in that work order about the F-gasses to the logbook and mutate the stock of F-gasses in the cylinders. ## Refrigerant balance and registration As a registered company there will be regular audits on how gasses are processed. The refrigerant balance and registration from OutSmart can be downloaded to show to the auditors. If all registrations have been carefully made in the work order OutSmart will have a correct report ready. This report can be downloaded via Reports > Registration of refrigerants. Here a choice can be made which information about the object should be shown in the report to be highlighted. Click the Search button and an Excel file will be downloaded with all information about the different transactions for the various airconditioners.