Rental paperwork can be generated through PREO by creating a Proposal and updating the Order Type one of two order types: 'Short Term Rental' and 'Long Term Rental.' The procedure will differ depending on the order type.
Short term rental (less than 12 months) -- no commission:
Verify the correct order type has been selected; if not switch here:
Add the equipment details that you're looking for to a third party purchasing request (IE - 45ppm color A3) and submit it.
Once the purchasing request has been completed and model, machine value and serial number are added to the proposal,
Head to the service tab within the contracts module and enter service information (Contract type: New).
Allowances are required for all rentals.
PREO will populate net new rates. The pricing team will update with the rental rates.
When entering service information, make sure to uncheck the 'include Service in lease' box.
Email pricing exception team (XBSMidwestPricingException@xerox.com) and include link to PREO job.
Submit a custom lease terms request for the months the rental will be on-site. This will be approved by pricing exception team along with the set monthly price for the rental. Follow the steps outlined in the 'request custom lease terms' article: https://intercom.help/preo/en/articles/8771042-how-to-request-custom-lease-terms
If any of the highlighted steps above are not completed, your request will be returned.
Once pricing is approved, submit a lease credit approval. This will be calculated as a cash credit approval for the rental payment times the months in the agreement. ie 150 x 3 month rental.
HCL will run and approve as a cash credit request.
All fees, including pickups, are to be billed upfront.
Required Docs:SSA (might show that its on lease, this can be manually removed if need be).
To manually edit the SSA, generate docs as a word file:
Make the changes in word, and save as a PDF file:
Then hit generate docs again and select 'add custom document' and upload the PDF that was just edited:
Pickups will be be added at end of term in a separate proposal; they will need to reference the original PREO job number so that the pickup can be approved at no additional cost.
Create a customer owned pickup and generate the equipment release form.
Note: if rental is less than 1 month, pickup can occur at same time as initial rental transaction. No separate rental pickup job will be required.
Long term rental (greater than 12 months) -- commission is eligible upon reaching 36 month threshold:
Same steps as above but:
Long Term rental will need to be selected as order type:
Engage Bob Clark for new equipment requests.
Used equipment still goes through the pricing exception process.
[Address with Erin how to proceed] Kim vs Bob Clark engagement
Email Bob Clark and include link to PREO job (include length of rental in request)
Bob Clark will adjust value of device to equal amount of monthly payment x # of months.
If any of the steps above are not completed, your request will be returned.
Rentals require pricing approval email be uploaded into PREO. Sample below:
