Create a Short-Term Rental (≤3 Months) in PREO
When to Use This Order Type
Use this for rentals less than 3 months.
Category | Rule |
Equipment | CPO Only (No New Gear) |
Revenue | Shows in PREO, NOT counted |
Commission | $0 |
Freight Fees | Do NOT apply |
RST Fees | Can be waived |
Step-by-Step Instructions
1. Select Order Type & Payment Setup
Order Type: Short-Term Rental (≤3 Months)
Purchase Type: Lease
✅ Important:
Switch to Cash → Submit Credit → Switch back to Lease
Required for proper approval and document generation
2. Select 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
If the term is less than 3 months then this falls outside the standard terms (12, 24, 36, etc). In this case, 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. For example, for anything less than 12 months will round up to 12 month lease rate.
5. Add Service (CRITICAL STEP)
Flat Rate Service Offering is required for short-term rentals ≤ than 3 months.
It's important to note that choosing the correct Service Offering Type when building the proposal is pivotal as it cannot 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.
✅ Rules:
No discounting allowed
Must meet minimum allowances
6. Enter Pickup at Time of Order Submission
For rentals less than 3 months the pickup is scheduled at the same time as the delivery. To enter the pickup information go to the pickup tab and click "+Add New"
Then fill in all the applicable information. It's important to note that you might need to check the "No Competitive Device Found" box in order to enter the make/model information.
For the serial number please put "See Delivery POD" and for the Ownership please choose "Customer Owned".
And then you'll want to make the pickup option "Hold" instead of scrap.
7. Fees & Billing Behavior
Pickup and delivery fees may need to be manually added in the Expense tab under Additional Expense.
8. Commissions & Expectations
Commission = $0
Revenue does NOT count toward sales
9. Clear all outstanding Winhelper Rules
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.
Verify that the pickup form is completed.
