Important Scope & Guardrails
✅ Use this process only when selling a demo room device to a customer
❌ Do NOT use this process to send a demo unit to a customer site
Demo setup and demo placements are covered in separate training
These steps assume the equipment is already on the demo room floor and is now being sold as used equipment [Meeting wi...Recording | Video]
Step‑by‑Step Instructions
Step 1: Build Your Deal
Create or open your proposal in PREO
Since the device is being sold, select Order Type = Standard
Step 2: Add the Demo Room Device
Click Add Item
Navigate to Xerox Non‑Price Book Item
Why this matters:
Most demo room devices are Xerox products. The Xerox Non‑Price Book Item ensures proper service pricing and commission calculation.
If the demo device is not a Xerox product, use Non‑Xerox Third Party Item instead
This article focuses on Xerox demo room equipment only. If you need help with adding a Non-Xerox Third Party Item please follow the steps listed here.
Step 3: Select the Correct Item Category
After selecting Xerox Non‑Price Book Item, you will see several item options.
⚠️ This step is critical
Your selection here directly impacts:
Service pricing calculations
Revenue Calculations
Commission population
✅ Choose the item that most closely matches the device being sold:
Color Altalink device → Altalink Color
Always select the closest functional match to the equipment
Step 4: Update the Item Description
Remove the default description text
Enter detailed information about the demo device, including:
Model (example: AltaLink C8255)
Indication that the unit is from the Demo Room
Serial number (if available)
Demo room location or identifier (example: “Dallas Demo Room”)
Step 5: List Accessories Clearly
In the Description field:
List all required accessories, not just the mainframe
Example:
Office finisher
Additional trays
Any other hardware included with the device
✅ The description should clearly explain everything being sold, so Back Office can easily identify the configuration. If you don't list any accessories then the device will be delivered with no accessories.
Step 6: Enter Part Numbers (If Available)
Use the Item Name field to enter part numbers, if known
Examples:
Mainframe part number
Finisher or accessory part numbers
If you do not have part numbers, you may proceed — this is not required to continue
Step 7: Handle Rep Cost & MSRP
If you know the Rep Cost and MSRP, enter them
If you do not have this information:
Leave these fields blank
Proceed to the next step
✅ Not having cost details does not stop the process
Step 8: Create the Purchasing Request
Click Create Purchasing Request
Add the item to your Equipment page
What happens next:
A Purchasing Request is generated automatically
The request routes to your regional purchase request team for completion
Your Regional Lead will:
Add Rep Cost
Add MSRP
Finalize purchasing support
Final Notes & Key Reminders
⚠️ Pricing will not be accurate until the purchasing request is completed
Service pricing and commissions depend on:
Correct non‑price book item selection
Purchasing support completion
Always be clear and descriptive so Back Office can quickly identify:
The demo unit
Its location
Included accessories