When to Use This Order Type
Use this for rentals 12 months or longer.
Category | Rule |
Equipment | CPO OR New (RFP only) |
Revenue | Counts toward revenue |
Commission | Paid (40% base) |
Freight Fees | Apply |
RST Fees | Apply (no waiver) |
Step-by-Step Instructions
1. Select Order Type & Payment Setup
Order Type: Long-Term Rental
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
Set the lease terms (12, 24, 36, etc.)
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
Please use the CPC service program and NOT flat rate.
It's important to note that choosing the correct Service Offering Type when building the proposal is pivotal as it can not be switched once the proposal is built. Please choose "Legacy XBS" service offering when building the proposal to give you the published CPC rates.
✅ Rules:
Use published CPC rates
Flat Rate SRO NOT allowed
No discounting
6. Fees & End-of-Term Process
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 & 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:
Paid at 40% base
Revenue:
Counts 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, short-term rentals, Schedule B is required, along with the SSA.
Verify that the pickup form is completed.
