Understand Rental Types (This Drives Everything)
Before building your deal, determine which rental type (Order Type) applies:
Short-Term Rental
Term: Less than 12 months
Equipment: Xerox CPO equipment only (No New Gear)
Revenue: Will show in PREO, but does NOT count toward sales revenue
Commission: Always $0 (no commission paid)
Freight Fees do not apply on short term rentals
RST fees are systematically applied but can be waived for short term rentals of less than 3 months. Over 3 months RST fees apply and cannot be waived.
Long-Term Rental
Term: 12 months or longer
Equipment rules:
RFP-based deals: New gear is allowed
Credit-restricted customers: CPO gear only
Revenue: Counts toward revenue
Commission: Paid at base rate – 40%
Freight Fees do apply
RST fees are systematically applied and cannot be waived.
Important: PREO will not enforce these rules automatically. Sales is responsible for selecting the correct rental type and equipment.
Commissions will trigger post-funding in PREO.
1. Select the Order Type, Service Offer Type, and Purchase Type.
Choose either short term for rentals less than 12 months or long term for rentals greater than 12 months.
Select Lease for the Purchase Type. For paperwork to come out accurately the deal must be set to a lease payment.
≤3 Months:
3+ Months:
It's important to note that when requesting the credit approval, the deal must be changed to cash by clicking the two arrows to switch from lease to cash. Once you have it switched to cash, then submit credit. Once credit is returned switch it back to lease to have the documents generated correctly. This step is critical in ensuring the proper approval is on file and that the documents generate correctly.
2. Select the Correct Equipment
When adding equipment to a rental deal:
Add CPO equipment which is already populated in the PREO pricebook. CPO (Certified Pre-Owned) equipment can be easily identified in the pricebook as their model number starts with CP. Please note that CPB = Black & White units and CPC = Color Units.
New gear is NOT eligible for rental orders. Must use CPO gear with published pricing available in PREO. Any exceptions must be PRE-approved by Claire McFadden. The only exception would be for RFP deals and if so, please upload the RFP to the Document Uploads as the approval.
Set the Equipment Location & add any accessories.
3. Set Networking Fees
Please note: Onsite Connect fees apply to all rentals when XBS is requested to connect. For remote connect, please add this verbiage to the Order Processing notes. Networking fees will not apply for Customer Self Connect unless they engage XBS for support to install.
4. Set the Term
Set the Lease term in the Payment Details to the closest higher (or exact) standard term. For example if you were doing a 4 month rental you would round up to 12 months. But leave the lease company as PEAC.
If the true term is going to be outside the standard terms (12, 24, 36, etc) then change the program type to "Custom or Co-Terminous" and set the custom term.
Published rates should be utilized, rounding up the term to the next band to capture the correct rate.
5. Add Service
Flat Rate Service Offering for short-term rentals ≤ than 3 months.
It's important to note that choosing the correct Service Offering Type when building the proposal is piviotal as it can not be switched once the proposal is built. For short-term rentals ≤ than 3 months choose the "Flat Rate SRO" service offering when building the proposal. For 3+ months choose "Legacy XBS" service offering when building the proposal to give you the published CPC rates.
3+ months, use published CPC rates.
Published Service rates should be used. Discounting is not allowed.
Short-Term Rentals – A service base is required for all short-term rentals
≤3 months – SRO Flat Rate Pricing
>3 months – published CPC rates. Discounting is not allowed.
Minimum monthly allowance requirements:
|
| Allowances (Minimum) |
Make / Model | Mono | Color |
A3 - <35PPM | 1,000 | 250 |
A3 - ≥35PPM | 2,000 | 500 |
A4 – Multi-Function | 500 | 100 |
A4 – Single-Function | NA | NA |
Long-Term Rentals – A service base is recommended but not required. Published service rates should be used and should not be discounted. Flat Rate SRO should not be utilized.
6. Fees, Pickups, and Additional Costs
Pickup and delivery fees may need to be manually added in the Expense tab under Additional Expense.
Please note, short-term rentals between 3 – 12 months will continue to bill on a month-to-month basis until the equipment is picked up and returned to inventory.
For long-term rentals, a new PREO Pick-Up Only proposal should be submitted at the end of the rental term. Reference the original PREO job and note that the pickup fee was included with the original job and submit a Charge Override Request.
7. Ensure all WINHelper Rules are completed.
8. Commission & Expectations (Read Carefully)
Short-Term Rentals
Commission will be forced to $0
Revenue may appear in PREO but does not count
Commission team will manually ensure no payout occurs
Long-Term Rentals
Commission is paid
Calculated at base – 40%
Do not assume PREO revenue = commissionable revenue. Rental deals are handled differently.
Workflow Notes to Be Aware Of
The standard rental order type is being retired
Only Short-Term and Long-Term rental options will remain
Some rental workflows (contract setup vs. build-out) are still being validated
Order Management may handle short-term rentals differently depending on duration
Moves and pickups for rentals will not be processed the last week of the month.
PAPERWORK REVIEW
For most standard rentals only an SSA is required (no lease agreement needed). Make sure that:
The paperwork says rental. If not, verify that rental is chosen as the order type and that the deal is set to lease not cash.
Make sure that the equipment has CP as the equipment type. If not, make sure exception is uploaded.
Verify that the term is correct to the payment details tab.
For Flat Rate, short-term rentals, Schedule B is required, along with the SSA.
