Overview

You order Samsung parts from Fixably without opening GSPN. Fixably checks with Samsung that each part is available, sends the order to Samsung as a purchase order (PO), and keeps the PO up to date as Samsung ships.

There are three Samsung purchase order types:

Once Samsung ships, you receive the parts in Fixably. See Receiving Samsung parts and delivery orders.

Before you begin

• The Samsung GSPN integration must be set up with your accounts. See Getting started with Samsung GSPN.
• The service location needs a Ship-To for your Samsung account in System Settings > Locations. Fixably orders parts under that ShipTo.
• To order parts for a repair, the order needs a GSPN service order. See Creating a Samsung GSPN service order.
• Each part you want to order must be on the order as a part line, with a stock chosen, and with the status Pending purchase.
• You need the right permission for each purchase order type. See Permissions below.

Where you order parts

All Samsung part ordering is done on these pages:

The gspn.parts macro step does not order parts. It edits the part serial numbers on a repair. See Receiving Samsung parts and delivery orders.

Which parts you can order

Fixably orders a part only when all of these are true:

• The part line's status is Pending purchase.
• The part line is not already on a purchase order.
• Samsung reports the part's sales status as Service Available or DNA Stock > 0 (A). Fixably asks Samsung for each part at the moment you order.

The GSPN Sales status and GSPN availability columns on GSPN part ordering show what Samsung last said about each part. If the sales status is more than 12 hours old, a warning icon shows next to it. Click Refresh sales statuses to fetch the latest from Samsung.

Why a whole order is stopped when one part is unavailable

For Urgent and Stock keeping orders, Fixably sends all the selected parts to Samsung as one purchase order. If any one part fails the checks above, Fixably does not send the order at all. None of the selected parts are ordered.

Fixably shows a message for each part that failed. A part that failed Samsung's availability check also shows Part order failed on and the date in the GSPN Sales status column. All the selected parts stay at Pending purchase. Deselect the failed part, or fix it, and order the rest again.

If you use As urgent: grouped by order, Fixably creates one purchase order for each order. A failed part then only stops the purchase order for its own order.

Order parts for repairs

Use this for parts that repairs are waiting for.

1. Go to Purchase Orders > GSPN part ordering. The page opens on GSPN Urgent order parts, which lists part lines that are Pending purchase.
2. At the top right, choose the Samsung account, the location and, if you want, the stock. Click the filter button.
3. Optional: click Refresh sales statuses to get Samsung's latest sales status and availability.
4. Tick the part lines you want to order.
5. Click Order parts and choose:
   • As urgent: single PO puts all selected parts on one Urgent purchase order.
   • As urgent: grouped by order creates one Urgent purchase order for each order.
   • Order As Stock Keeping puts all selected parts on one Stock keeping purchase order.
6. If an order has the same part more than once, Fixably asks you to confirm. Check the list, then confirm or cancel.

When the order is created, Fixably shows Purchase orders successfully created with the number of purchase orders. The part lines move to Parts ordered, and the order moves to its waiting-for-parts status. The part also shows on the order's timeline as ordered.

Order parts only works on the Pending urgent parts view. Use Show to switch between:

Create a stock keeping order

Use this to restock parts that no repair needs yet.

1. Go to Purchase Orders > GSPN part ordering.
2. Click Stock keeping order. A form opens on the right.
3. In Stock, choose the stock the parts go into. Fixably orders under the ShipTo of that stock's location.
4. Add the parts in one of two ways:
   • Under Or search and add products, search for each part and enter the quantity.
   • Under Upload a file, upload an XLSX or CSV file with the columns Part and Quantity.
5. Enter a Reference of up to 11 characters. Fixably adds the item number to it, for example REF_1, REF_2.
6. Click Create stock keeping order.

If any part is not available from Samsung, the whole stock keeping order is stopped, the same as for repair parts.

Order from OFS

OFS is only available when your Samsung account works with OFS. Fixably support sets this up.

Order OFS parts for repairs

On GSPN part ordering, the OFS Available column shows how many of a part are still free in today's OFS proposal. A part that is not in the proposal has no OFS box.

1. Tick the part lines you want to order.
2. For each part you want from OFS, also tick the box in the OFS Available column.
3. Click Order parts and choose an option.

Parts with the OFS box ticked are added to a draft OFS purchase order, and the part line moves to Being ordered. The other selected parts are ordered as Urgent or Stock keeping, as you chose. If a selected part has OFS stock but you did not tick its OFS box, Fixably asks Do you want to order as urgent? first.

How a draft OFS order is sent

Fixably sends draft OFS purchase orders to Samsung automatically, one at a time, on the day they were created. You can also send one yourself: go to Purchase Orders > Drafts, open the gear menu on the purchase order and click Confirm draft. A draft left over from an earlier day is not sent automatically, so confirm it yourself.

Before it sends a draft, Fixably fetches the latest OFS proposal from Samsung:

• If a part is no longer available, Fixably removes it from the purchase order and shows Part ... removed from purchase order, no longer available. The part line goes back to Pending purchase, and an internal note Failed to order from OFS is added to the order. Order that part as urgent instead.
• If a draft has more than 10 lines, Fixably sends the first 10 and moves the rest to new draft OFS purchase orders of up to 10 lines each.

When Samsung accepts the order, the part lines move to Parts ordered.

Order from the OFS proposal

1. Go to Purchase Orders > GSPN OFS parts. The date of the proposal shows at the top.
2. Choose the Samsung account, the location and the stock the parts go into. Click the filter button.
3. Tick the parts you want, and change Qty to order if needed. You cannot order more than is left of the OFS Proposal QTY after Already ordered.
4. Click Order selected.

Fixably sends the order to Samsung straight away.

Fixably fetches a new proposal from Samsung once a day, the first time it is needed after midnight. To fetch one now, open Actions and click Force fetch proposal.

Order OFS parts with a file

1. On GSPN OFS parts, open Actions and click Export to download the proposal.
2. Fill in Want to order for the parts you want. You can also fill in Reference.
3. Open Actions and click Order with file.
4. In Order type, choose Order immediately or Create or add to draft order.
5. Upload the file and click Order from OFS.

With Order immediately, Fixably sends the parts to Samsung in purchase orders of up to 10 lines each.

Import a purchase order made in GSPN

If someone created a purchase order directly in GSPN, you can bring it into Fixably:

1. On GSPN part ordering, click Import.
2. Choose the Ship to and enter the Purchase order number. This is the sales order number in GSPN.
3. Click Import purchase order.

Substitute parts

Samsung sometimes replaces a part number with a newer one.

When Samsung ships a different part

If Samsung ships a substitute instead of the part you ordered, Fixably notices when it updates the purchase order. It then adds the substitute part to the order with the same quantity as the original line, and updates the Samsung repair with it. A warranty line keeps a price of 0.

• If the Samsung repair is updated, Fixably removes the original line, renamed Changed to substitute by Samsung, and adds an internal note Samsung changed part for the original part number.
• If Fixably cannot update the Samsung repair, it adds a sticky note Changed part (Samsung) update failed for the part number. Remove the old part from the repair and add the new one by hand, or contact Fixably support.

On the incoming goods list, the substitute shows Replacement part for the original part number.

Use a substitute part from your stock

If a part has substitutes, GSPN part ordering shows a Substitute parts: link under the part, and the Local Availability column says whether any are in stock.

1. Click Substitute parts: to see each substitute with its Available, Pending and Total stock.
2. Click Replace with this next to the one you want.

Fixably replaces the line on the order and on the Samsung repair. You need the Replace part for GSPN purchase order permission.

Part prices and your cost

Each time Fixably fetches a part's details from Samsung, it writes Samsung's price into the part's Purchase price, which is your cost. This happens when you:

• click Refresh sales statuses on GSPN part ordering,
• look up a single Samsung part,
• fetch a device's parts list from Samsung.

There is no setting to stop this for Samsung parts. Your old cost is replaced every time. If Samsung's parts list has no price for a part, its cost is set to 0.

After the cost changes, Fixably works out the part's sale price again from your margin settings. To keep a part's sale price as it is, tick Fixed price on the product. The cost still updates.

On the purchase order itself, each line's price is the price Samsung returns for that order.

Settings

These settings are in System Settings > Integrations > IGSPN:

Permissions

Each purchase order type has its own permission:

Troubleshooting

"... not available for ordering for order ..."

Samsung's sales status for the part is not Service Available or DNA Stock > 0 (A), so the whole purchase order was stopped. Deselect that part and order the others. Click Refresh sales statuses later to see if the part is available again.

"Could not determine part availability for ... (empty response)"

Samsung did not answer the availability check for the part, so nothing was ordered. Try again in a few minutes. If it keeps happening, contact Fixably support.

"... for order ... is not pending purchase, please refresh, make a stock keeping order or correct the status"

The part line's status is no longer Pending purchase. Refresh the page. If you still want the part, change the line's status back or create a stock keeping order.

"... for order ... is currently being ordered by another user."

Someone else is ordering the same part line right now. Wait, then refresh the page.

"A purchase order for order ... and part ... has already been created, see purchase order ..."

The part line is already on a purchase order. Check the purchase order named in the message.

"Errors ordering parts. Reloading, please wait..."

Fixably could not create the purchase order. The page reloads and shows the reason for each part at the top. Fix the problem and order again.

A part has no OFS box, or the OFS Available column is empty

The part is not in today's OFS proposal, or all of it is already ordered. Check that your account works with OFS and that the location has a ShipTo for it. Fixably support can also check whether ordering from OFS on this page is limited to administrators on your account.

"... not available in OFS" or "Selected rows for ... exceed OFS availability"

You ticked the OFS box for more of a part than is left in the proposal. Untick the OFS box on some lines and order those as urgent.

"Failed to add lines to purchase order"

Fixably could not add the OFS parts to a draft OFS purchase order, for example because there is no OFS proposal for the ShipTo. Open GSPN OFS parts to fetch the proposal, then try again.

"Location has no shipto for selected soldto"

The location you chose has no ShipTo for that Samsung account. Add the Ship-To in System Settings > Locations.

"No shipto defined for stock's location"

The stock you chose for a stock keeping order belongs to a location with no ShipTo. Choose another stock, or add the Ship-To to the location.

"Reference max 11 characters"

Shorten the Reference on the stock keeping order to 11 characters or fewer.

"Part ... removed from purchase order, no longer available"

When the draft OFS purchase order was sent, the part was no longer in the OFS proposal. The part line is back at Pending purchase. Order it as urgent.