Overview

Apple pays a Part Incentive Program credit on some parts, such as batteries, displays and back glass. Apple first bills the repair at a lower price, then sends the incentive as a separate credit memo (a GSX invoice that gives money back). The Part incentive program calculator lists every eligible part on your GSX repair invoices, works out the credit Apple owes for it, and shows whether the credit memo has arrived. When a credit is missing or wrong, you can escalate it to Apple from the same page.

Checking your incentive credits takes four steps:

1. Mark your incentive parts on the product card.
2. Open the calculator.
3. Find the parts with no credit.
4. Escalate them to Apple, or export the list.

The Part incentive program calculator, with two parts paid and two parts still waiting for a credit

Before you begin

You need the following before the calculator shows your parts:

• The calculator switched on for your account. Fixably switches it on for you, so contact Fixably support if you want to use it. It also needs the GSX integration.
• Your GSX purchase invoices in Fixably. On Invoicing > GSX Purchase Invoices, open the Apple menu and click Fetch invoices from GSX. This brings in both the repair invoices and Apple's credit memos.
• Two permissions on your user role: Manage Apple invoices and View Part incentive program calculator, both under Invoices. You need both. An admin sets them in System Settings > Security > Roles & Permissions. No existing role has the second one until you add it.
• The permission Create GSX escalation (under GSX escalations), if you want to escalate from the calculator.

Mark your incentive parts

The calculator only lists parts whose product is marked for the program. Do this once for each part Apple pays an incentive on.

1. Go to Products and open the part.
2. Open the Other tab. In the GSX section, set Eligible for Part Incentive Program to Yes.
3. In Part Incentive Discount %, enter the credit share Apple pays back, for example 11.
4. Click Save.

The Other tab of a product card, with the part marked eligible and an 11% discount

Enter only the share Apple pays as a credit, not Apple's total discount. For example, if Apple's list shows a battery at 59% in total, with 48% already taken off the invoice price and 11% paid as a credit, enter 11. The value must be between 0 and 100.

To mark many parts at once, use the product import. It has two columns for this: Eligible for Part Incentive Program (Yes or No) and Part Incentive Discount. A blank discount cell keeps the value the product already has. The product export writes the same two columns, so you can export, edit and import again.

Open the calculator

Go to Invoicing > GSX Purchase Invoices and click Part incentive program calculator at the top of the page.

The Part incentive program calculator button at the top of GSX Purchase Invoices

The calculator opens on invoices from the last 3 months. Each row is one eligible part on a GSX repair invoice.

The calculator lists a part when all of these are true:

• The part is on a GSX repair invoice (AC-Service Rep. Inv) for an iPhone or iPad repair.
• The order has the part on a line priced at Selling price or Exchange (with or without zero margin). Warranty lines are not listed.
• The product is marked Eligible for Part Incentive Program and has a Part Incentive Discount %.
• Apple did not bill the part at exactly its stock purchase price. A part billed at that price earns no credit, so it is left out.

Read a row

This table explains each column:

How Fixably decides "Discount received?"

A row shows Yes when Fixably finds a credit memo (AC Rep-Credit Memo) that credits the same GSX repair and the same part number for exactly the Expected Discount, to the cent. Each credit on a memo pays only one part, so one memo never marks two parts as paid.

Apple sometimes bills or credits parts from several repairs on one invoice or memo. Fixably reads each part on its own, so every part is listed under its own repair and order.

Which stock price Fixably uses

Purchase orders and GSX part lookups change a product's stock purchase price over time. So Fixably records the stock price when it fetches the repair invoice from GSX, and keeps using that price for the row. A later price change does not turn an old row from Yes to No.

Repair invoices fetched before Fixably started recording prices use the product's current stock purchase price. The discount % is always the product's current value. If Apple changes a part's credit share and you update the product, older rows for that part are worked out again with the new %.

Find the parts with no credit

Use the filters above the list to narrow it down:

The invoice date picker with its preset ranges

To see only the missing credits, set the third filter to Discount not received. Click any column heading to sort by it.

Escalate a missing credit to Apple

Each row has a gear menu on the right:

• Print opens the matched credit memo as a PDF. It is grey when the part has no credit memo, or the memo has no PDF.
• Create Escalation opens the GSX escalation form for the order.

The gear menu of a part with no credit, showing Print and Create Escalation

When you click Create Escalation, the form opens on the right with the first answers already picked: I need help with a repair, Parts Issue and Service Provider Program issue. Click Continue and fill in the rest as usual.

The GSX escalation form, with the incentive answers already picked

Export the list for Apple

Open Export at the top of the page and pick Export to CSV or Export to XLSX.

 The Export menu with Export to CSV and Export to XLSX

The file holds every row that matches your filters, from all pages, in the columns of Apple's "AASP Escalation Form to CSS":

Troubleshooting

The "Part incentive program calculator" button is not on GSX Purchase Invoices

• This feature is available for Fixably Enterprise customers. We will be enabling it for your tenants over the next couple of days. 
• For other plans, please reach out to support@fixably.com
• Your role needs both Manage Apple invoices and View Part incentive program calculator.

"No parts in the Part Incentive Program match these filters."

• Widen Invoice date. The calculator opens on the last 3 months only.
• Set the other filters back to All and clear Search.
• Check that your incentive parts are marked Eligible for Part Incentive Program and have a Part Incentive Discount %.
• Fetch your invoices again: on GSX Purchase Invoices, open the Apple menu and click Fetch invoices from GSX.

A part I expected is not in the list

The calculator leaves out a part when:

• the order line is priced as warranty, not Selling price or Exchange
• the repair is not for an iPhone or iPad
• Apple billed the part at exactly its stock purchase price
• the product on the order is not marked for the program, or has no discount %

A part shows "No" but Apple paid the credit

• Fetch your invoices again, so the credit memo is in Fixably.
• Compare the memo amount with Expected Discount. They must match to the cent. If Apple paid a different amount, escalate the part.
• Check the memo credits the same GSX repair and part number as the row.
• Look at the line under Expected Discount. If the stock price or the % there is not what Apple used, check the product's Part Incentive Discount %. Older invoices use the product's current stock purchase price (see Which stock price Fixably uses above).

Print is greyed out

The part has no matched credit memo, or Apple's memo has no PDF in Fixably yet.

"Create Escalation" is not in the gear menu

You need the permission Create GSX escalation.

"Wrong format at column partIncentiveDiscount: a number is expected"

A product import row has text in the Part Incentive Discount column, for example n/a. Enter a number such as 11 or 11,5, or leave the cell blank to keep the current value.