Overview
A Swap with Additional Funding typically occurs within the first 1–3 months of funding when a customer has already received a device but needs to upgrade to a larger or different unit. The customer is charged only the incremental increase for the upgraded equipment, while the original device is returned to company stock.
This guide outlines the correct process for completing these swaps in PREO, including pricing setup, credit approval, documentation, and commission adjustments.
When to Use This Process
Use this process when:
The original lease funded within the last 1–3 months
The customer is upgrading equipment
The upgrade requires additional funding
The original device will be returned to company stock
Revenue is being invoiced and requires credit approval
Step-by-Step Process
Step 1: Build the Deal in PREO
Create the deal in PREO
Select Standard Order as the order type
Step 2: Add the New Device
Navigate to the Equipment page
Add the new (upgraded) device
Configure services as you would for a normal order
Step 3: Set Up the Device Pickup (Return to Company Stock)
Go to the Pickups tab
Add a pickup for the original device
Ensure the pickup reflects:
Return to company stock
Step 4: Add Order Processing Notes
In the Order Processing Notes, include:
The original lease number
Confirmation that:
The original device is being picked up and returned to company stock
The order is a swap with additional funding
The deal reflects incremental funding only
Example:
“Original Lease #123456 – Original C8245 being picked up and returned to company stock. New C9265 is a sales swap with additional funding; deal reflects incremental payment increase only.”
Step 5: Engage Business Ops for Approval
Please send an email to the business ops admin team at XBS.US.PresignatureEscalations@xerox.com. Provide them with the new deal number showing the swap devices so they can review and get needed approvals.
Step 6: Discount the New Device to Reflect Only the Additional Funding
After adding the new device, the rep must discount the equipment so the deal reflects only the incremental funding amount, not the full value of the replacement device.
Discounting Guidelines
The deal should show only the monthly increase over the original payment
The full payment for the new device should not be reflected
Example
Original device: C8245
New device: C9265
Monthly payment increase: $50
✅ The PREO deal should be discounted so it shows only the additional $50 per month.
Approval Awareness
The device will often appear heavily discounted
This is expected for swaps with additional funding
Additional approvals may be triggered due to discounting
✅ Step 7: Submit Credit Approval Request (After Pricing Is Set)
Once the new device and pricing are fully set, the rep must submit a Credit Approval Request.
Submit a standard PREO Credit Approval Request
In the approval notes, clearly include:
That this is a sales swap with additional funding
The original lease number
Example approval note:
“Sales swap with additional funding for lease #123456. Pricing reflects incremental funding only. Requesting lease company approval for equipment swap.”
Step 8: Upload Required Documentation
Navigate to Document Uploads
In the Additional Docs section:
Upload the credit / lease company approval for the swap with additional funding
✅ Orders cannot be processed without documented approval.
Step 9: Commission Adjustment (Sales Responsibility)
Once the additional funding has been received:
Sales must submit a SAP Adjustment Request
Ensure commissions reflect the total funded amount, including the incremental funding
Key Reminders
✅ Add the new device and finalize pricing before requesting credit approval
✅ Credit approval is required via standard PREO requests anytime revenue is invoiced
✅ Discounting should reflect only the additional funding
✅ Discounted pricing may require additional approvals
✅ Original devices are returned to company stock
✅ Sales is responsible for commission accuracy