Step 1: Build Your Proposal

Before generating documents or engaging OSS, ensure your proposal is fully built, including:

All equipment
Contract selections
Credit approvals
Any required deal components

Step 2: Engage the OSS Team (If Needed)

If you want OSS support:

Go to the Order Processing Notes section of your proposal.
Type “OSS Engagement” and clearly describe how OSS should assist.
- Example: “Please send docs directly to customer. email: renee.mcneese@xerox.com”
Click Submit for Review.

⚠️ OSS engagement only begins after the proposal is submitted for review.

OSS Can:

Build documents and return them to you.
Send documents directly to the customer.

Being specific in your notes helps avoid delays.

Step 3: Self‑Generate Documents (Optional)

If you prefer to generate documents yourself:

At the top of your proposal, click Generate Documents.
A document pop‑out will appear with multiple options:
- Sales Order
- CPR Agreement (default XBS private‑label agreement)
- Sales Order Only (for cash deals)
- Other custom or lease‑related documents depending on the situation

Step 4: Choosing the Right Template

Most questions Sales receives are about selecting the correct document template.
If the default CPR Agreement isn’t the right fit:

Click Change Template.
A side pop‑out will display all available templates.

Below is a guide to help you choose the right one:

A. CPR Agreement (Default & Preferred)

This is the new XBS private‑label master agreement.

Use when:

You are setting up a new agreement for a customer.
This should be the agreement Sales leads with whenever possible.

B. CPR Supplements (Add‑Ons)

Use these when a customer already has an executed CPR Agreement.

CPR Supplement – Coterm

Choose this when:

The customer has an existing CPR agreement.
You're adding equipment that will match the same remaining term.
- It's important to note if you are co-terming then you will need a custom lease rate. Click here to learn more.

CPR Supplement – Non‑Coterm

Choose this when:

A CPR agreement exists.
The add‑on equipment will go on a new standard term (12/24/36 months, etc.).

C. Straight Lease Agreement & Supplements

Straight leases are rarely used, but available.

Use when:

The customer wants lease payment billed by the bank separately.
XBS will bill the service payment independently.

This creates a non‑bundled payment structure where the customer will receive two invoices. One for the hardware payment funded through the lease and another for the service.

D. Master Lease Schedules (Legacy XFS Lease)

Used only for customers who have an older XFS master lease predating the CPR rollout.

Use when:

You need to supplement equipment to an existing Master Lease.

⚠️ Critical: You must know which Master Lease version the customer signed.
Each schedule corresponds to a specific master lease.
You’ll need the original copy to confirm the correct match.

Step 5: Sending Documents

You have two sending options once documents are generated:

Option A: Send with DocuSign (Recommended)

Click Send with DocuSign.
Enter:
- Customer name
- CC recipients (optional)
Click Confirm and Preview Document.
Review the document.
Click Proceed to send.

Option B: Download for Wet Signature

Click Download.
A PDF will generate.
Print and bring to the customer for physical signing.

Tips for Success

Always double‑check your documents before sending.
Lead with the CPR Agreement for new deals.
Use coterm supplements for add‑ons using the same term; non‑coterm for new terms.
When working with legacy Master Leases, verify the original agreement.
Use OSS for complex or uncertain situations.
Be specific in your Order Processing Notes to avoid delays.