Important Note: The following steps apply only to adding PPO gear. While similar there is a clear distinction between PPO gear and CPO gear, which was introduced in 2025.
Definitions
CPO (Certified Pre-Owned) Gear
CPO gear is ordered directly from Xerox using the same process as new equipment. These devices undergo a certified refurbishment process and can be purchased through the standard price book, just like new gear.PPO (Premium Pre-Owned) Gear (VERY RARELY USED)
PPO gear typically refers to devices managed within the regional core and processed locally rather than being ordered from Xerox. These units are often low-volume lease returns or equipment previously used in demo rooms.
CPO Order Process:
Navigate to the Equipment Tab
Open the order you are working on.
Go to the Equipment tab.
Click Add Item.
2. Search for CPO Items
In the search bar, type "CP".
All available CPO options will populate.
CPO programs follow this naming structure:
CPB — CPO Black & White units
CPC — CPO Color units
3. Handling Out-of-Stock or Unavailable Items
It is common for certain CPO options to go out of stock or become unavailable.
If that happens:
When attempting to select it in Preo, you will receive a notification stating that you’re unable to get the item and should reach out to a Regional Admin.
This simply means the item is not currently available.
4. Staying Updated on CPO Inventory
You will periodically receive emails from CPOFGInventory@xerox.com with available CPO inventory.
If you have inventory questions or want to be added to their email distribution list:
Email CPOFGInventory@xerox.com directly.
PPO Order Process
Most used equipment (approximately 99%) is sold as Certified Pre-Owned (CPO).
Follow the steps below only when a Premium Pre-Owned (PPO) unit is required.
1. Add an Item to the Proposal
Go to the Equipment tab in your proposal and select “+ Add Item.”
2. Select the Third Party Item Option
Use the scroll bar to find and select “XRX- Non Pricebook Item” if it's a PPO Xerox product or "NX-Third Party Item" if it's another brand.
3. Choose the Correct Item Name
Select the item name that corresponds to the model you are adding.
Example: For a B415, choose "Third Party Item (Xerox A4 Mono) whatever is the closest fit to what you are selling.
⚠️ Important Note:
The service program, revenue, and commission calculations are all driven by the item selected.
Choosing the wrong item will cause issues on the Contract and Commission tabs.
Please ensure the correct Third Party Item is chosen to avoid downstream errors.
4. Complete the Required Fields
Fill in all required fields, including:
Description: Enter Premium Pre-Owned and the full model name with accessories if applicable.
Item Name should be the product code including any part numbers for accessories.
Rep/MSRP fields (if you know them)
Toggle “Create Purchasing Request”
Click Add
