Overview

Reimbursements show what Samsung paid for your warranty repairs, next to what each Fixably order says. You upload Samsung's reimbursement spreadsheet, check each repair, and mark it handled.

At a glance:

• You upload Samsung's reimbursement spreadsheet (XLSX). Fixably matches each row to its order and shows any difference in labour, parts, freight or tax.
• When a reimbursement is checked, you mark it handled. Fixably moves the order to invoiced.
• The list is a record in Fixably. Fixably does not fetch payments or invoices from Samsung.

   Samsung's reimbursement    Import XLSX                    GSPN Reimb. Repairs
   spreadsheet        --->    Matched to orders by    --->   Check differences,
                              your order number              mark handled

For credit you claim from Samsung for parts, see Samsung credit requests.

Before you begin

• The Samsung GSPN integration must be set up. See Getting started with Samsung GSPN.
• Reimbursements are in the Invoicing menu, which must be available to you.

Your role needs these permissions:

Find the reimbursement list

In the main menu, open Invoicing > GSPN Reimb. Repairs. The page is called Samsung Reimbursements.

Import Samsung's reimbursement spreadsheet

1. Click Import XLSX.
2. In Select file, choose Samsung's reimbursement file. Only XLSX files can be imported.
3. Leave Start reading from row at 1 for a new file.
4. Click Submit.

Fixably reads up to 500 rows at a time. It shows which rows it read ("Rows ... read") and how many it imported ("Imported ..."). Start reading from row then moves on by itself. Click Submit again until the whole file is read.

Fixably reads these columns from the first row of the file. Upper and lower case, and spaces, do not matter:

Use a full stop (.) as the decimal separator in amounts. Amounts written with a comma are not read correctly.

If you import a row for an order that is already on the list, Fixably updates that reimbursement instead of adding a second one.

Read the reimbursement list

The page opens with Processed selected. Choose Unprocessed to see reimbursements that still need checking, or All. Use Search to find an order number, serial number or Samsung reference.

For each reimbursement, the list shows Service order (your order number), Samsung ref no, Model code, Serial number, Service type, Lab type, Currency, Invoice total, Labor, Parts, Freight, Other and Tax.

The row colour tells you where it stands:

Reconcile each repair

Under Invoice total, Labor, Parts, Freight and Tax, Fixably shows the difference between your order and Samsung's amount when they are not the same. A plus figure means your order is higher than Samsung's amount. A minus figure means it is lower. Point at the figure to see the order's own amount.

Fixably works out the order's amounts from these order lines:

• parts that are reported on the repair. On a line that is not priced as a stock sale, such as a warranty line, the part counts at its purchase price,
• freight lines,
• labour (work code) lines.

Lines set as not reported, such as DOA parts, are left out. Tax is worked out from the VAT on each counted line. Other is not compared.

Mark reimbursements handled

1. Tick the reimbursements you have checked.
2. Click Mark handled and update order status.

For each reimbursement, Fixably:

• marks it as processed,
• moves the order to the invoiced status of the order's queue,
• sends the new status to Samsung if the order has a GSPN service order.

Reimbursements that are already processed are skipped. A processed reimbursement cannot be set back to unprocessed.

What Fixably does not do

These are the current limits:

• Fixably does not fetch reimbursements from Samsung. You upload Samsung's spreadsheet.
• Fixably does not fetch Samsung's invoices to you for the parts you order.
• The reimbursement list cannot be exported.
• Reimbursements cannot be deleted in Fixably.

Troubleshooting

"Samsung ref no, or your ref no are required"

The reimbursement file has no Samsung ref no or Your ref no column. Check the column names in the first row.

"Only xlsx filetype is allowed"

Reimbursements can only be imported from XLSX files. Open the file in a spreadsheet program and save it as XLSX.

"Could not process row ..."

Fixably could not save that row. Check the row, then import again from that row with Start reading from row.

A reimbursement row is red

No Fixably order has the number in Your ref no. Check that Samsung's file holds your Fixably order number in that column.

The reimbursements I imported are not on the list

The list opens on Processed. Choose Unprocessed or All.