All existing devices being added to contract MUST be added using a proposal built with the Legacy XBS Program.

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Add Existing Devices

Step 1: Navigate to the Correct Tab

Go to the Contracts tab in PREO.
If you are taking over copiers, they will go under the Service tab.
If you are taking over A4 devices (desktop units), they will appear under the MPS tab.

Step 2: Build the Required Pools

If all devices are Black & White (B&W) only, create a B&W pool.
If any devices can print color, create both B&W and Color pools.

Step 3: Add Existing Devices

Scroll to the bottom of the page to “Add Existing Devices to Contract.”
You have two options:

+Add from E-Automate

Use this if the device already exists in our system. It will automatically pull machine details from EA.

+New

Use this if the device has never been in our system.
Click +New and complete all required fields in the pop-out form.
Click Next when finished.
Use the info icon (i) for help with dropdown selections.
Critical: Always enter the current meter reads for takeover units. This ensures the first bill starts from the correct reading, not zero. Missing this step will cause incorrect billing.
In both the Order Notes and Order Processing Notes, clearly state that a device is being added or removed, and include the relevant serial numbers.

Step 5: Assign Pools to the Device

Click Add, select the correct pool, then click Select.
For Color devices, assign both B&W and Color pools.

Step 6: Verify Pool Assignment

Check the right-hand column to confirm the device is assigned to the correct pools.

Once the devices are added then you will need to set service on them. Ensure all added devices are associated with the correct service program type, as outlined in the relevant Pre-Approved Group guidance.

Set a Service Program for Existing Devices

To set the service program for an existing device you'll click the 3 line edit button and click edit.

Then you will select the applicable service program based on the Pre-Approved Group.

Please note that PREO will blend service rates if you have multiple rates in one pool. If you need to break them out to avoid the blend just create an additional pool and move the devices to a separate pool.