Audience: Parts and logistics staff who receive Samsung parts, and technicians who complete Samsung repairs.

Overview

When Samsung ships parts for a purchase order, it sends them in a delivery order (DO). Each delivery order has a DO number, and each part on it has a DO item number. Fixably fetches delivery orders and tracking numbers from Samsung as Samsung ships, so you can receive the parts into stock. When you complete the repair, Fixably tells Samsung which delivery order each used part came from.

Before you begin

• The Samsung GSPN integration must be set up. See Getting started with Samsung GSPN.
• To receive parts, you need the Receive GSPN purchase order permission. Other actions need their own permissions. See Permissions below.
• To have parts that arrive dead on arrival moved out of your stock, a DOA stock must be set up for the stock or its location.

How delivery orders reach Fixably

You do not enter delivery orders yourself. Fixably checks your open Samsung purchase orders regularly and saves what Samsung sends back:

• the DO number, DO item number and DO quantity for each part,
• the goods issue date, which is when Samsung sent the part,
• Samsung's delivery status and the tracking number.

To get the latest from Samsung straight away, search for the 10-digit purchase order number, or the delivery order number, on GSPN Incoming goods or Incoming GSPN delivery order items. Fixably also updates a purchase order from Samsung just before you receive its parts on GSPN Incoming goods.

Receive parts

You can receive parts by purchase order line, or by delivery order item. Both give the same result.

Receive by purchase order line

1. Go to Stocks > GSPN Incoming goods.
2. Find the parts. You can filter by stock, queue and the date the purchase order was created, or search by purchase order number, reference, order, product code or serial.
3. Tick the parts you received. For each part, check the amount in Rcv Qty.
4. Click Receive selected, or Receive and print selected to also print part labels.
5. If Samsung has not marked a part as completed yet, Fixably asks you to confirm. Click to confirm only if the part has really arrived.

The parts go into stock. A part line on a repair moves to Parts arrived. Received parts then show on Stocks > GSPN Received goods.

The columns help you match the parcel to the list:

With Receive and print selected, Fixably receives nothing if any selected part has a problem. It shows Receiving process stopped as errors were encountered, nothing received. and the reason.

Receive by delivery order

Use this when you unpack a delivery and want to work from the delivery order.

1. On GSPN Incoming goods, click Browse by incoming delivery orders. The Incoming GSPN delivery order items page opens.
2. By default, the page only lists items Samsung has already sent. To see items not sent yet, click Include unissued goods in list.
3. Search by purchase order number, reference, part number, tracking number or DO number.
4. Tick the items you received, and click Receive selected.

Reserve a part for an order

Stock keeping and OFS parts are not ordered for one repair. To set one aside for an order that needs it:

1. On GSPN Incoming goods, open the gear menu on the part and click Matching orders.
2. Fixably lists the order lines that need this part. Click Reserve next to the one you want.

Import shipment details

Samsung's shipment details file gives each part its tracking number. You can load it into Fixably to add tracking numbers to the parts on their way.

1. On GSPN Incoming goods, click Import shipment details.
2. Select the file. Only XLSX files can be imported.
3. Click Submit.

The file needs these columns:

Fixably skips a row when it does not already know the delivery order, a package with that tracking number on it, or that part on the delivery order. The tracking number is also copied to the purchase order line, if the line has no tracking number yet. When it is done, Fixably shows how many tracking numbers it updated.

Check your delivery orders

Purchase Orders > GSPN Delivery Orders lists every delivery order item in Fixably. Use it to see how much of each delivery is left to use on repairs.

You can filter by queue and search by DO number, item number or part number.

Set a part as DOA on arrival

If a part arrives dead on arrival (DOA), set it as DOA from the incoming list:

1. On GSPN Incoming goods, open the gear menu on the part and click Set as DOA. On Incoming GSPN delivery order items, the option is Set purchase order line as DOA.
2. If your company asks for a reason when a part is not reported, choose a Reason.
3. Click Set as DOA to confirm.

Fixably then:

• receives the part and marks the purchase order line as DOA,
• marks each linked part line on a repair as DOA, and removes the part from the Samsung repair,
• lowers the available quantity on the delivery order item, so the part is not used for DO numbers,
• moves the part to a DOA stock, if one is set up for the stock or its location.

You need the DOA GSPN purchase order permission.

New-part and old-part serial numbers

Samsung's repair reporting uses two serial numbers for each part:

• the new serial, from the part you fit,
• the old serial, from the part you take out.

Every Samsung part line on a repair has a field for both, whether or not the product is serialized in your stock. Fixably sends the new serial to Samsung with the repair's parts, and the old serial when you complete the repair.

You can enter them in these places:

Fixably does not stop you completing a repair when the serials are empty. Fill them in before you complete the repair. Fixably support can add the gspn.parts step to your macros, or change which fields gspn.check_out shows.

DO numbers when you complete a repair

When a Samsung repair is completed, Fixably sends Samsung the DO number and DO item number for each part used. It finds them in this order:

1. The delivery order item linked to the part line, if it still has enough available quantity. Receiving a part links them.
2. A DO number entered on the part line, in DO number and DO Item number on the line's edit panel, or in DO Number and DO Item Number in the gspn.check_out step.
3. Otherwise, Fixably asks Samsung for the delivery orders that still have this part (Samsung calls this DO_BALANCE_SEARCH). It picks the oldest delivery order item with enough quantity that is not already used on this repair, and links it to the part line.

After the repair is completed, Fixably lowers the available quantity on the delivery order item.

Free-of-charge parts

Samsung sometimes sends a part free of charge, with no compensation. For such a part, enter STOCK as the DO number and leave the DO item number empty. Fixably then sends it to Samsung without looking for a delivery order.

Settings for DO numbers

These settings are in System Settings > Integrations > IGSPN:

OFS goods receipt reporting

If your Samsung account works with OFS, Fixably reports the parts you received to Samsung automatically. You do not need to do anything. Fixably can only report a part that has both a DO number and a DO item number.

Permissions

These permissions control receiving:

Troubleshooting

"One or more purchase order line is not marked as completed by IGSPN. Are you sure you want to receive selected?"

Samsung has not marked at least one selected part as shipped yet. If the part is in your hands, confirm. Otherwise cancel, and search for the purchase order number to fetch the latest from Samsung.

A part is missing from Incoming GSPN delivery order items

Samsung may not have sent it yet. Click Include unissued goods in list. You can also search for the purchase order number or DO number to fetch the latest from Samsung.

"Receiving process stopped as errors were encountered, nothing received."

One of the selected parts could not be received with Receive and print selected, so nothing was received. Read the error below the message, fix that part or deselect it, and try again.

"Multiple parts could not be received"

Several selected delivery order items could not be received. Try them one at a time to see the reason for each.

"Failed to update any tracking numbers"

No row in the shipment details file matched a delivery order, package and part that Fixably already knows. Check that the file has the Delivery No., Tracking No. and Material No. columns, and that the delivery orders are already in Fixably.

"Only xlsx files can be imported"

Save the shipment details file as XLSX and import it again.

"No DO numbers available for part ... (DO_BALANCE_SEARCH)"

The gspn.check_out step could not find a delivery order with this part. Enter the DO Number and DO Item Number by hand, or STOCK for a free-of-charge part. If you never want Fixably to look this part up, add it to Delivery Order balance check excluded parts.

"DO availability below line quantity for ..."

The delivery order item linked to the part has fewer parts left than the line needs. Check the item on GSPN Delivery Orders, and enter another DO number if needed.