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✅ Step 1: Verify Approvals (Sales Leadership & Finance)
Before approving the purchase request, you must confirm both Sales Leadership and Finance approvals. Use the chart below to identify the correct contacts based on the region:
Region | Finance | Sales Leadership |
West | Lisa O'Flynn | William (Bill) Mello |
Southwest | Lisa O'Flynn | Blake Lingruen |
Central | Claire Mcfadden | Joe Hafey |
Southeast | Claire Mcfadden | Randy Baril |
Mid-Atlantic | Claire Mcfadden | Kathy DiMaggio |
Midwest | Claire Mcfadden | Joe Hafey |
Northeast | Claire Mcfadden | Kathy DiMaggio |
✅ Tip: Verify that the approvals provided align with the purchase requested item(s).
If approved items match the items requested in the purchase request, then process the purchase request.
If they do NOT match, reject the request and send chat notification (using the @ tag symbol) back to the sales user and let them know why the item was rejected.
📝 Step 2: Open the Purchase Request
Once both approvals are received:
Locate the purchase request in Preo under the requests tab. You can open the request by clicking on it.
🔍 Step 3: Enter Item Details
Fill in the following fields carefully:
Item Requested: Sales typically fills this part in but if it needs correction you can go to the equipment tab, find the item and click the 3 lines next to it and choose "Edit." Here you can override the item description.
Purchase Item Code: Enter the item number from Eautomate.
Transfer Cost: Enter Xerox’s true cost to purchase the item.
Rep Cost: Enter the cost to the sales rep. Reference back to pricing matrix provided.
MSRP: Enter the manufacturer’s suggested retail price.
Double-check all entries for accuracy.
📎 Step 4: Upload Supporting Documentation
Upload the 3rd party vendor quote to the Secure Documents section of the request.
Make sure the document is clearly labeled and easy to identify.
✅ Step 5: Final Approval
Once all fields are completed and documentation is uploaded:
Review the request for completeness.
Click Approve to finalize the purchase request.
🛠️ Tips for Success
Keep communication clear and timely with Sales and Finance.
Always verify item codes in Eautomate before entering.
Use consistent naming conventions for uploaded documents.