When to Use This Order Type
Use this for rentals greater than 3 months but under 12 months.
Category | Rule |
Equipment | CPO Only |
Revenue | Shows in PREO, NOT counted |
Commission | $0 |
Freight Fees | Do NOT apply |
RST Fees | Apply (cannot be waived) |
Step-by-Step Instructions
1. Select Order Type & Payment Setup
Order Type: Mid-Term Rental (4–12 Months)
Purchase Type: Lease
✅ Required:
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 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 4-12 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 (KEY DIFFERENCE)
Service Offering Type: Legacy XBS
Use published CPC rates
✅ Rules:
No discounting
Service base required
6. Fees & Billing Behavior
Pickup and delivery fees may need to be manually added in the Expense tab under Additional Expense.
✅Please note, mid-term rentals between 3 – 12 months & Long Term rentals will continue to bill on a month-to-month basis until the equipment is picked up and returned to inventory.
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. Commissions & Expectations
Commission = $0
Revenue does NOT count toward sales
8. 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, mid-term rentals, Schedule B is required, along with the SSA.
