INVOICING PLAN

Monthly Payment Plan

Course Number:
Invoicing Plan
Overview
Invoicing Plan Overview

• Invoicing Plan (or “Periodic Inv. Plan”) is a type

of Purchase Order created in SAP R/3
– Use of this transaction type on a PO will
generate automatic, routine payments to the
vendor at regular intervals, such as for real
estate or equipment leases

• The Contracts that these PO’s are referenced

against are also created in SAP R/3

2
Invoicing Plan Overview

• There are several Commonwealth-wide Contracts

set up in SAP R/3 for use with Invoicing Plan, but
this course will primarily cover Purchase Orders
specific to:
– 4600013235, IKON Business Solutions
Multi-Functional Devices, Lot 3 only (copier lease)

• All agencies are now required to use Invoicing

Plan when creating Purchase Orders that
reference this Contract
3
Invoicing Plan Overview

• Use of Invoicing Plan is extremely beneficial to both

the Commonwealth and the Vendor
– The Vendor will always be paid in a timely manner per
the Purchase Order payment terms set up by the
Commonwealth

– Manual input and processing of invoices by

Comptroller’s will be eliminated

– Agency input of goods receipts against the Purchase

Order will be eliminated
4
Invoicing Plan Overview

• Additional benefits to the agencies are:

– Reduced blocked invoices due to quantity
(i.e., no GR entered)

– Commitments and expenditures can now be

tracked in Procurement via Business Warehouse

5
Invoicing Plan Overview

• There are minor differences between Invoicing Plan

and a standard PO:
– Per. Invoicing Plan (IP) must be chosen for the
purchase order type instead of standard PO

– The PO validity dates must be populated in the

Additional data tab on the header section, and can
be started on the current or a future date

– The Goods Receipt box in the Delivery tab must be

de-selected
6
Invoicing Plan Overview

• Minor differences, continued:

– The Invoice Reference Field within the Customer
Data tab must be populated with a payment
identifier

– The Tax Code box within the Invoice tab must

contain “I0” (Capital letter I and a zero)

– The Invoicing Plan within the Invoice tab must be

initiated

7
Invoicing Plan Overview

• Similarities between Invoicing Plan and a

Standard PO remain:
– All required approvals must be executed before
the Invoicing Plan can be sent to the vendor
– The Invoicing Plan requires account assignment
and text(s) information be entered
– The Invoicing Plan is encumbered for the total
dollar amount of the purchase order
– The length of each Invoicing Plan is one year
8
Create Periodic Invoicing Plan Purchase Order (ME21N)

Use this procedure to create the SAP purchase order transaction type
Periodic Invoicing Plan (IP) for MFD Leases under Contract 46000013235.
This IP will generate scheduled monthly lease payments to the Ikon and
does not require monthly input of a goods receipt.

Part 1: Creating and Issuing the Purchase Order

1. Select ME21N Create Purchase Order from the SAP menu

(the Create Purchase Order data entry screen displays)

2. Select the ITEM LIST icon in the Order type field; choose Periodic
Inv. Plan from the resulting list

3. Enter vendor number 116604 in the Vendor field

Upon the entry, you will be prompted to choose 1) an Ordering Address first,
and 2) Invoice Presented by.

The Ordering Address (OA) defaults to 116604-001, and can be accepted by

pressing the Enter key or selecting the green checkmark. To choose an
alternate OA, place the cursor on the appropriate number and Enter.
The Invoice Presented by defaults correctly to 116604-901 and should not
be changed. Accept this number by pressing the Enter key or selecting the
green checkmark.
4. Select the EXPAND HEADER icon

(the Header data tabs are visible for selection, as shown below)

5. Select the Org. data tab and complete the required fields, as
shown below, substituting your own Purchasing Group number for 279 (DGS
Central)

6. Select the Texts tab and enter information in the applicable text
areas

7. Select the Additional data tab and populate the validity

date fields with a start and end for the plan period
Note: The Validity start and end dates are being used as start and
end dates for the invoicing plan, and are not to be confused with the
validity dates in the statewide MFD Lease contract

IMPORTANT: The Validity start date on the PO should always be the first
day of the month after the copier is (or will be) received

Examples:

Copier received on: Validity start:

May 5, 2009 June 1, 2009
July 15, 2009 August 1, 2009
August 1, 2009 September 1, 2009

IMPORTANT: The Validity end date on the PO may not extend beyond June
30th – the end of every fiscal year

Examples:

May 1, 2009 through June 30, 2009

July 1, 2009 through June 30, 2010
Special note regarding Purchase Orders where Federal funds are
used:

 When Federal funds are used, additional rules related to the

Validity end date on the PO will apply

 The PO also may not extend beyond September 30th – the end
of the Federal fiscal year

Examples:

May 1, 2009 through June 30, 2009

July 1, 2009 through September 30, 2009
October 1, 2009 through June 30, 2010
July 1, 2010 through September 30, 2010
8. Enter line item information, beginning with the Outline Agreement field:

a. Enter Outline Agreement 4600013235

b. Enter applicable Agreement Item (contract line item)

c. Select the ENTER icon to pull the contract item details into the
Purchase Order

(Scroll to the right to access the Outline Agreement field)

d. Enter the PO (line item) quantity *

*Limit of one copier base unit per Purchase Order

e. Enter the applicable Account assignment category

f. Allow the remaining default line item information to remain

Repeat Step #8, as necessary, until all line items (optional

accessories) have been entered

9. Select the EXPAND ITEM DETAILS icon

(the Item data tabs are visible for selection, as shown below)
10. Select the Account Assignment tab and enter the
applicable account code information

a. To distribute costs among multiple account assignments, please

reference the separate instructional document “IP with Multiple Account
Assignment”

11. Select the Delivery tab

a. Remove the check mark from the Goods Receipt box in the Delivery
tab, as shown below.
12. Select the Invoice tab

a. Ensure that the GR-based IV box is unchecked, as shown above

b. Select the Invoicing Plan button

c. In the Specify Invoicing Plan box, select

MFD Lease from the menu, as shown below

Note: Based upon the Invoicing Plan type that was chosen, payment
dates and amounts are automatically populated between the Validity
start and end dates; the data screen is for viewing only – do NOT
change any of the defaulted information

13. Select the CHECK icon to see if the PO contains any errors

(an error message dialog box displays)

14. At the message prompt, hold the PO by selecting the HOLD
button

15. Save the PO by selecting the SAVE icon

16. Select the CHANGE icon to edit (continue working in) the PO

17. Add any necessary attachments by selecting the Services for Object
icon, as shown below

a. Select Create

b. Select Create attachment

18. Select (highlight) the applicable document from the directory folder

19. Select the OPEN button

20. Continue the process

until all attachments have
been added, as shown below
21. Select either “X” to exit the Service Attachment list

22. Re-save the PO by selecting the SAVE icon

23. Upon approval, issue the PO to Ikon to order your MFD

IMPORTANT:

 As noted in Step 7, the validity periods for each Purchase

Order are specifically defined

 As noted in step 8.d., each Purchase Order has a limit of one

MFD (copier) base unit

Therefore, continue creating and issuing additional Purchase Orders,

as necessary, for each copier needed and the subsequent validity
periods

Sample Scenario

The Purchaser needs to lease three copiers for their office through
the end of the MFD lease contract

Copier #1 6/1/2009 to 6/30/2009 PO 4500700001

7/1/2009 to 6/30/2010 PO 4500700002
7/1/2010 to 6/30/2011 PO 4500700003
Copier #2 6/1/2009 to 6/30/2009 PO 4500700004
7/1/2009 to 6/30/2010 PO 4500700005
7/1/2010 to 6/30/2011 PO 4500700006
Copier #3 6/1/2009 to 6/30/2009 PO 4500700007
7/1/2009 to 6/30/2010 PO 4500700008
7/1/2010 to 6/30/2011 PO 4500700009

As the above sample scenario indicates, multiple Purchase Orders are

necessary to meet the Purchaser’s requirement of three copiers over the
length of the MFD lease contract
Part 2: Commencing Payments

The steps outlined below should be completed, as necessary, for

each Purchase Order.

1. Select ME22N Change Purchase Order from the SAP menu

2. Select the Customer data tab at the header level and

insert the Serial number for your newly delivered copier into the Invoice
Reference field, as shown below

Do not use any spaces or special characters such as #, $, @, etc.

Note: Locate your Ikon/Richo copier machine serial number by pressing the
User Tool/Counter button on the machine control panel. Next, press the
Inquiry Button. The copier machine serial number will be posted under
Serial Number of Machine header.

3. Select the Delivery tab at the item level and select the
Delivery complete check-box, as shown below

Note: The Invoicing Plan is triggered by the start date in the Invoicing Plan
box, as well as the selection of the Delivery completed box in the Delivery
tab

Repeat Step #3, as necessary, for all line items

4. Re-save the PO by selecting the SAVE icon

Sample Scenario, cont’d

Copier #1 6/1/2009 to 6/30/2009 PO 4500700001

7/1/2009 to 6/30/2010 PO 4500700002
7/1/2010 to 6/30/2011 PO 4500700003
Copier #2 6/1/2009 to 6/30/2009 PO 4500700004
7/1/2009 to 6/30/2010 PO 4500700005
7/1/2010 to 6/30/2011 PO 4500700006
Copier #3 6/1/2009 to 6/30/2009 PO 4500700007
7/1/2009 to 6/30/2010 PO 4500700008
7/1/2010 to 6/30/2011 PO 4500700009

Using our previous example (shown above), serial numbers would be

inserted for:

Copier #1 into PO 4500700001, 002, and 003

– Copier #2 into PO 4500700004, 005, and 006
– Copier #3 into PO 4500700007, 008, and 009

The Delivery Completed checkboxes should be selected for all PO’s, including
those for future fiscal years
IMPORTANT: If any issues arise with MFD’s leased
through contract 4600013235, contact Ray Jaime
(rjaime@state.pa.us, 717-346-3827) with the Bureau of
Procurement in DGS

 Ray will work with Ikon to resolve these issues

 DO NOT suspend or discontinue payment on your

Purchase Order(s)!
Create Invoicing Plan
(Line Item Level)

6. Enter line item information, beginning with the Outline

agreement field:
a. Outline Agreement = 4600013235
b. Agreement Item = [applicable contract line item]
c. Select the ENTER icon to pull the contract item
details into the Purchase Order

• Note: Scroll to the right to access the Outline agreement field

23
Create Invoicing Plan
(Line Item Level)
6. (cont’d)
d. PO quantity = 1 *
*Limit of one copier base unit per Purchase Order
e. Account assignment category = [applicable selection]
f. Allow remaining default line item information to remain

Repeat step 6, as necessary, until all line items

(optional accessories) have been entered
24
Create Invoicing Plan
(Line Item Level)
7. Enter account code information on the Account
assignment tab

a. To distribute costs among multiple account assignments,

select the drop down and choose either by percentage
or quantity
25
Create Invoicing Plan
(Line Item Level)

8. On the Invoice tab, ensure that the GR-based IV box

is unchecked

• Note: Tax code “I0” has defaulted from the contract

26
Create Invoicing Plan
(Line Item Level)
9. Continuing on the Invoice tab, start the invoicing
plan by selecting the Invoicing plan button

10. In the Specify Invoicing

Plan box, select MFD
Lease from the drop-down
menu
27
Create Invoicing Plan
(Line Item Level)
11. Based upon the Invoicing Plan type that was chosen,
payment dates and amounts are automatically populated
between the validity start and end dates
• Note: This
screen is for
viewing only
– do not
change any
of the
defaulted
information

28
Create Invoicing Plan
(Line Item Level)
• Notice the invoicing schedule is for 7 payments of
$4,333 – one each month beginning on 12/30/2005
and ending on 6/29/2006

29
Create Invoicing Plan
(Header Level)
12. Select the CHECK icon to see if the PO contains errors

13. At the message prompt,

hold the PO by selecting
the Save without check
button

14. Save the PO by selecting the SAVE icon

30
Create Invoicing Plan
(Header Level)
Adding Attachments to the PO
• Attachments can be added to orders via the
change purchase order transaction (ME22N) only
• Most document types can be added to a purchase
order, such as Word, Excel, PowerPoint, and
Adobe Acrobat
• Where applicable, reference the following 6-step
process for adding an attachment

31
Create Invoicing Plan
(Header Level)

1. Select the drop-down menu in the Services for

Object icon
a. Select Create
b. Select Create attachment

32
Create Invoicing Plan
(Header Level)

2. Select (highlight) the applicable document from

default directory folder
3. Select the OPEN button

33
Create Invoicing Plan
(Header Level)

4. Continue the process until all

attachments have been added
5. Select (either) “X” to exit
Services for Object
6. Re-save the PO by selecting
the SAVE icon
7. Upon approval, issue the PO
to Ikon to order your copier

34
Create Invoicing Plan

• As noted in step 4, the validity periods for each

Purchase Order are specifically defined

• As noted in step 6.d., each Purchase Order has

a limit of one copier (MFD) base unit
– Therefore, continue creating and issuing additional
Purchase Orders, as necessary, for each copier
needed and the subsequent validity periods

– See next slide for examples

35
Create Invoicing Plan
• The Purchaser needs to lease three copiers for
their office through 4/29/2010 (the end of the
MFD lease contract)
Copier #1 6/1/2008 to 6/30/2008 PO 4500700001
7/1/2008 to 6/30/2009 PO 4500700002
7/1/2009 to 4/29/2010 PO 4500700003
Copier #2 6/1/2008 to 6/30/2008 PO 4500700004
7/1/2008 to 6/30/2009 PO 4500700005
7/1/2009 to 4/29/2010 PO 4500700006
Copier #3 6/1/2008 to 6/30/2008 PO 4500700007
7/1/2008 to 6/30/2009 PO 4500700008
7/1/2009 to 4/29/2010 PO 4500700009
36
Create Invoicing Plan
Part 2, Commencing
Payments
Create Invoicing Plan

• The steps outlined on the following slides

should be completed, as necessary, for each
Purchase Order
– Note that Step 2 should only be performed on
the Validity start date
– See examples on slide following Step 3

38
Create Invoicing Plan
(Header Level)

1. Using ME22N to change the PO, insert the Serial

number for your newly delivered copier into the Invoice
Reference field within the Customer data tab

39
Create Invoicing Plan
(Line Item Level)
2. Select the Delivery complete check-box within the
Delivery tab

• Note: The Invoicing Plan is triggered by the start date

in the Invoicing Plan box, as well as the selection of the
Delivery completed box in the Delivery tab.
Repeat step 2, as necessary, for all line items
3. Re-save the PO by selecting the SAVE icon
40
Create Invoicing Plan
• Using our previous example, serial numbers would be
inserted for:
– Copier #1 into PO 4500700001, 002, and 003
– Copier #2 into PO 4500700004, 005, and 006
– Copier #3 into PO 4500700007, 008, and 009
• The Delivery Completed checkboxes would be
selected for PO 4500700001, 004, and 007 (current
FY PO’s)
– On July 1, 2008, the Delivery Completed checkboxes
would be selected for PO 4500700002, 005 and 008

41
Create Invoicing Plan

Common Error Message and Resolution

(Start date is in the past)
1. In the error message box, select the HELP icon to
see further information regarding the “hard stop” error

42
Create Invoicing Plan

2. Review the instructions and follow the steps to correct

the error

43
Create Invoicing Plan

3. In this example, the start date reflects the previous

day (12/29/2005) instead of the current (12/30/2005)
or a future date

44
Create Invoicing Plan

4. As per the error message long text, go to line item’s

Delivery tab and de-select the Delivery complete box

45
Create Invoicing Plan

5. Continuing to correct the error, enter the current date

* (12/30/2005) into the Validity start field, and it will
default into the Invoice Plan on the line item’s
Invoice tab

* Or, alternately, a future date

46
Create Invoicing Plan

6. Select the SAVE icon to save the changes to the

Delivery complete and Validity start date fields

• Note that the error has been resolved because

the start date is equal to the present date (or,
alternately, a future date)
47
Create Invoicing Plan

7. Return to the Delivery tab and re-select the Delivery

complete check-box

48
Create Invoicing Plan

8. Select the SAVE icon again to save the update

made to the Delivery complete field

49
Create Invoicing Plan

• To review encumbrance information for the PO, select

the Accounting Documents button

50
Create Invoicing Plan

• Individual payment amounts are shown for each of the

invoice dates within the plan

51
Change Invoicing
Plan
Change Invoicing Plan

Suspend or Discontinue Payments

• Invoicing Plan payments are stopped by de-
selecting the Delivery complete box on the line
item’s Delivery tab
– To re-start the plan, select the Delivery complete
box again
– Back payments on the Invoicing Plan will be
processed at the plan’s re-start

53
Change Invoicing Plan

Suspend or Discontinue Payments (cont’d)

• Important: If any issues arise with MFD’s
leased through contract 4600013235, contact
Ray Jaime (rjaime@state.pa.us, 717-346-3827)
with the Bureau of Procurement in DGS
– Ray will work with Ikon to resolve these issues
– DO NOT suspend or discontinue payment on
your Purchase Order(s) without written
authorization from DGS

54
 Invoicing Plan
Payment Process
ZMRIS

• The Invoicing Plan payments will process when the

nightly ZMRIS transaction is run by IES
• The ZMRIS transaction requires two conditions be
met in order for a payment to process:
– The invoice date in the invoicing plan must be
current or in the past if the initial invoice has not yet
been processed
– The Delivery complete box within the line item’s
Delivery tab must be selected

56
Display Invoice Payment
• The line item’s Purchase order history tab shows that
payments have processed on 3/15/2007, 4/15/2007, and
5/15/2007

57
Display Invoice Payment
• Select the invoice document number link to display
payment details
– On the Basic Data tab, fields such as Reference and Text
are populated with meaningful information about the PO
item and the payment

58
Display Invoice Payment

– On the Payment tab, information related to payment

status and dates is displayed

59
Display Invoice Payment

– On the Note tab, information for remittance advice has

been populated to meet Treasury requirements

60
Display Invoice Payment

• Grouped payments occur when an Invoicing Plan has

been stopped, then started again

61
Display Purchasing Documents
(ME2N)

• To generate a list
of purchasing
documents within
a specific
document type,
key-in transaction
ME2N in the
transaction field
and select the
ENTER icon

62
Display Purchasing Documents
(ME2N)
• Complete the desired
selection criteria fields
and select the
EXECUTE icon
– Enter data in fields
Document type,
Purchasing group, and
Plant to filter results for
specific criteria
– Note that the
Document type for the
Periodic Invoicing Plan
is IP, and the Scope of
list defaults to BEST
63
Display Purchasing Documents
(ME2N)
• Results display
showing a variety of
information such as
the PO number,
Vendor, Contract
number, Short text,
and status of
amount/percentage
Still to be invoiced

64
Display Purchasing Documents
(ME2N)

• In the above example, the status of these two PO’s is

Still to be invoiced 100% – i.e., the validity start date on
the Invoicing Plan has not yet arrived

65
Display Purchasing Documents
(ME2N)

• Here, the status of the PO is Still to be invoiced 0% –

i.e., all payments on the Invoicing Plan are complete
– To view details of the Purchase Order and of the Invoice
payments, double-click on the PO number

66
Display Purchasing Documents
(ME2N)

• The Net price for the line item ($2,329.00) equals the payment
amount on each invoice
67
Display Purchasing Documents
(ME2N)

• The timeframe
for this Invoice
Plan is 3 months
and the Invoice
dates correspond
with the Invoice
plan Start/End
dates

68
staples
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 1
Change Effective Date: 04/30/2008

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) - New Pricing
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY:

Please reference the attached cost sheets for IKON (Canon / Ricoh). Please be advised that the Cost of the Base Unit
includes On-Site Maintenance, 8 Business Hour Fix Cost.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number:2
Change Effective Date: 05/12/2008

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) - New Pricing
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY: The following changes to the contract are herby effective:

Prices Change:

1. The new monthly price for eCopy will now be $85.00 per month versus previously quoted $ 115.00 per month.

2. Addition (5) pack of eCopy desk top license available for a price of $22.00 per month.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number:3
Change Effective Date: 05/13/2008

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) – Leasing Terms and Conditions
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY: MFD LEASING TERMS AND CONDITIONS EXHIBIT (B) OPINION OF COUNSEL

• Please refer to the attached signed copy of Exhibit (B) Opinion of Counsel form in reference to the General MFD
Leasing Terms and Conditions section VIII. Other Documents.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 4
Change Effective Date: 07/07/2008

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) – Model Updates
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY: MFD Model Number changes (Canon)

The following updates to the contract and IKON website have been made to reflect the Canon model number
changes below.

Current Model Number New Model Number

CANON IR3025 CANON IR3225
CANON IR3035 CANON IR3235
CANON IR3045 CANON IR3245

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 5
Change Effective Date: 09/05/2008

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) - Invoice Planning Purchase Orders
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2010

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY:

Please reference the attached procedures for Periodic Invoice Plan Purchase Orders with Multiple Account Assignments.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
INVOICING PLAN
Monthly Payment Plan
Periodic Invoicing Plan Purchase Orders with Multiple
Account Assignments

For Invoicing Plan POs with multiple account assignments, SAP

system functionality requires that the invoicing plan be created
before the account assignments are entered. Additionally, GR
options on the Delivery tab must be re-selected when multiple
account assignments are used.

In the updated Invoicing Plan EUP document, most of the steps

remain the same. Others are slightly different and/or are completed
in a different sequence, so please follow the below instructions
carefully.

 Perform steps 1 through 9 as instructed previously

 Perform steps 11 and 12 as instructed previously, omitting

step 10 (for now)

 Now perform step 10, with the following changes for entering
multiple account assignments

Select the Delivery tab and choose the Goods receipt and GR
non-valuated check-boxes
Select the Invoice tab, noting that the GR-based IV box has been
re-selected by default – and must be de-selected again

Select the Account Assignment tab and choose the

multiple account assignment button
When the follow-on account assignment screen displays, select the
distribution type from the dropdown menu and enter your coding

When data entry of the coding is complete, press the Enter or select the
green checkmark
Select the CHECK icon to see if the PO contains any errors

At the message prompt, select the green checkmark and then hold the PO
by selecting the Save without check button

Save the PO by selecting the SAVE icon

 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 6
Change Effective Date: 01/26/2009

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFD) - Invoice Planning Purchase Orders
Contract Period: Beginning Date of April 28, 2008 and Ending Termination April 29, 2011

Commodity Specialist Name: Ray Jaime- 717-346-3827

CHANGE SUMMARY:

Due to the recent Ricoh acquisition of IKON Office Solutions, IKON will no longer be offering the Canon product line to the Commonwealth
under contract 4600013235. IKON will continue to support and service all agencies currently leasing Canon copiers.

DGS and IKON have negotiated the New Monthly Lease cost by machines listed below. The New Monthly Lease cost also includes a 2.5%
decrease in Maintenance cost. DGS and IKON have also agreed to extend the initial terms of the contract from Two (2) to Three (3) years.

RICOH SEG I MP 2550 25 PPM- $ 137.19

RICOH SEG II MP4000SPF 40PPM - $ 159.27

RICOH SEG III MP5000 SPF 45PPM - $ 243.15

RICOH SEG IV MP6000SPF 55PPM - $ 328.79

RICOH SEG V MP7000 SPF 65PPM - $ 389.18

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS
ORIGINALLY WRITTEN.
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 7
Change Effective Date: 04/02/2009

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFDS)
Contract Period: Beginning Date April 28, 2008 and Ending Termination April 29, 2011
Commodity Specialist Name: Raymond Jaime

CHANGE SUMMARY: Procedure to Correct Invoice Plan (IP) Purchase Orders.

The files attached are the procedures to correct the situations below that have been identified and require immediate attention. Please
note one option of the p-card in the procedures to be used as a means to pay the delinquent balance owed.

Two specific situations have been identified when reviewing the monitoring report and should be addressed individually:

No Delivery Complete Marked on ANY Line Items: This procedure is to be used when the Delivery Complete box was
not selected for any of the line items, thus payment on the IP was never initiated.

Delivery Complete Not Marked for ALL Line Items: This procedure is to be used when the Delivery Complete box
was selected for one or more of the line items, but not all of them. Thus, partial payments are being sent to IKON each
month.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY
WRITTEN.
Change Periodic Invoicing Plan Purchase Order when the
Delivery Complete box was not selected for ALL line items
(ME22N)

Use this procedure when the Delivery Complete box was not selected for one
or more of the line items – but payments were made against at least one
line item. Example scenario: Purchase Order had a total of 3 line items

Line item 10 was for copier base unit – Delivery Complete box checked

Line item 20 was for high capacity drawer – Delivery Complete box
NOT checked

Line item 30 was for 3-hole punch – Delivery Complete box NOT
checked

In this scenario, monthly payments were issued to Ikon for the copier base
unit, but not for the two accessories (drawer and 3-hole punch). This
situation must be addressed using the following steps:

1. Open the affected Periodic Invoicing Plan PO and select the

DISPLAY/CHANGE icon

(the Purchase Order will now be in “change” mode)

(Select the EXPAND HEADER icon if the Header area is collapsed)

2. Select the Additional data tab and change the Validity
end date to the “AcctSettlmntEnd” date of the last payment made

a. To find this date, expand the line item details for the line which has
been marked Delivery Complete:

b. Select the Invoice tab and then the Invoicing Plan button

c. View the “AcctSettlmntEnd” column to find the date of the last

payment made on your Invoicing Plan (09/30/2008 or 10/31/2008
for example)
3. Delete (trash can) the line items which were NOT marked “Delivery
Complete”

Verify that Delivery

Complete box was
NOT checked before
deleting the line!

4. The line items on your PO which were “missed” resulted in unpaid fees
under your lease, and these must be sent to Ikon. This can be accomplished
in different ways such as:

OPTION #1
Create a new Invoicing Plan PO document to pay for the line items
which were missed on the “old” PO

a. Enter the Validity Start/End Dates to match the current month

(Example: November 1, 2008 to November 30, 2008)

b. Enter all other applicable header data, including the copier serial
number

c. Enter line item(s) corresponding with those which were deleted in

Step #3 (Example: 3-Hole Punch and/or High Capacity Drawer)

d. Enter the PO quantity on the line item(s) to equal the number of

months missed on the “old” PO (Example: The missing months July
 through October would equal a quantity of “4” on each item of this
“new” PO)

e. Complete the data entry for the Account Assignment, Delivery, and
Invoice tabs as you did on your previous Invoicing Plan POs and Save

f. Change the PO and mark the Delivery Complete box for each of the
line items

g. Re-save the PO

The “missing” portion of your copier lease payments are now initiated

OPTION #2

Apply the unpaid months to the P-Card

OPTION #3

Create a General Invoice for the unpaid months

5. Create another new Invoicing Plan PO containing all of the line items
on the original PO – including the ones which were deleted

a. Enter the Validity Start to match what was entered in Step #4

(Example: November 1, 2008)

b. Enter the Validity End Date to match what was entered on the
original PO (Example: June 30, 2009)

c. Enter all other applicable header data from the original PO,
including the copier serial number

d. Enter ALL line items contained on the original PO (Example:

Copier base unit, 3-Hole Punch, High Capacity Drawer)

d. Enter the PO quantity of 1 for all line item(s) as on the original PO

e. Complete the data entry for the Account Assignment, Delivery, and
Invoice tabs as you did on your previous Invoicing Plan POs and Save
 f. Change the PO and mark the Delivery Complete box for each of
the line items

g. Re-save the PO

Your copier lease payments are now initiated for the remainder of the
fiscal year

END
Change Periodic Invoicing Plan Purchase Order when the
Delivery Complete box was not selected for ANY line items
(ME22N)

Use this procedure when the Delivery Complete box was not selected for any
of the line items, so payment on your Invoicing Plan has never been initiated

1. Open the affected Periodic Invoicing Plan PO

2. Select the DISPLAY/CHANGE icon to place the Purchase Order in

“change” mode

(Select the EXPAND HEADER icon if the Header area is collapsed)

3. Select the Additional data tab and change the Validity
Start Date to first day of the following month (11/01/2008 for example)

Note: The below message may display when Validity dates are changed.
Disregard it and continue with the next step.

4. Select the Customer data tab at the header level and

insert the Serial number for your copier into the Invoice Reference field, as
shown below

5. Select the Delivery tab at the item level and select the
Delivery complete check-box, as shown below
6. Scroll down, if necessary, and select Delivery complete for ALL line items

7. Re-save the PO

Your copier lease payments are now initiated for the PO’s (adjusted) Validity
period.

8. The “missing” portion of the copier lease payments – the difference in

months between the original Validity start date and the adjusted Validity
start date – must be made and sent to Ikon. (Example: July 1, 2008 to
October 31, 2008) This can be accomplished in different ways such as:

a. Create another Invoicing Plan PO covering the unpaid months

b. Apply the unpaid months to the P-Card

c. Create a General Invoice for the unpaid months

END
 Collective Number: CN00026571
SRM/SAP Contract Number: 4600013235
Change Number: 8
Change Effective Date: 07/28/2009

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Large Multifunction Devices (MFDS)
Contract Period: Beginning Date April 28, 2008 and Ending Termination April 29, 2011
Commodity Specialist Name: Raymond Jaime

CHANGE SUMMARY: New Model Introduction

IKON has introduced two new Model replacements which are effective immediately. The new Models are listed below.

 The MP6000 has been replaced by the MP6001. Line item 1940 on the SAP contract

 The MP7000 has been replaced by the MP7001. Line item 1950 on the SAP contract

The current monthly lease price for the copiers and options has not been changed.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY
WRITTEN.
 CN Number: 00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 9
Change Effective Date: 09/02/2009

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: Largel Multifunction Devices( MFDs)
Contract Period: Beginning April 28,2008 and Ending April 29,2011
Commodity Specialist: Ray Jaime 717-346-3827

CHANGE SUMMARY:

Update to verbiage on change notice # 6 dated 01/26/2009, paragraph two (2) second sentence .

This sentence has been updated to read DGS and IKON have opted to award the first of three(3) one year renewals.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 10
Change Effective Date: 01/20/2010

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: New model Introduction
Contract Period: Beginning April 28, 2008 and Ending April 29, 2011
Commodity Specialist: Ray Jaime- 717-346-3827

CHANGE SUMMARY:

The Ricoh Model MP2550 MFD has been replaced by the Ricoh Model MP2851 which is effective immediately.
Upgrades include the following:

1. Speed increases from 25 to 28 pages per minute

2. Color Scanning and an imbedded Java card also included

The current monthly lease price for this copier has not changed

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 11
Change Effective Date: 02/03/2010

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All using Agencies of the Commonwealth

Subject: New Model Introduction
Contract Period: Beginning April 28, 2008 and Ending April 29, 2011
Commodity Specialist: Ray Jaime- 717-346-3827

CHANGE SUMMARY:

IKON has announced two Ricoh model replacements which are effective immediately.

A.. The MP4000 has been replaced by the MP4001.

B. The MP5000 has been replaced by the MP5001.

The current monthly lease price for these copiers has not changed

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 12
Change Effective Date: 12/09/2010

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All Using Agencies

Subject: Ordering Staples
Contract Period: Beginning April 28, 2008 and Ending April 29, 2011
Commodity Specialist: Ray Jaime

CHANGE SUMMARY:

Please reference the procedures below which are also located on the Contractors Ordering Guide under the change
notices for this contract on emarketplace. Staples pricing to be provided by IKON at the time of the order per the pricing
established since the inception of the contract. P-Card transactions are suggested.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 13
Change Effective Date: 04/27/2011

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All Using Agencies

Subject: IT Hardware- Large MFD’s
Contract Period: Beginning April 30, 2011 and Ending April 29, 2012
Commodity Specialist: Ray Jaime

CHANGE SUMMARY:

In accordance with the “Option to Renew” clause, the subject contract is hereby renewed by mutual agreement
between the Commonwealth of PA and IKON Office Solutions for an additional one (1) year period. The renewal extends the
contract term from April 30, 2011 to April 29, 2012. This is renewal number two (2) of the three (3) offered under this contract.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN00026571
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 14
Change Effective Date: 06/28/2011

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All Using Agencies

Subject: IT Hardware- Large MFD’s
Contract Period: Beginning April 30, 2011 and Ending April 29, 2012
Commodity Specialist: Ray Jaime

CHANGE SUMMARY:

The Commonwealth of PA and IKON Office Solutions have agreed upon a one year renewal (change notice # 13) of the Large MFD
contract 4600013235. The Commonwealth of PA and IKON Office Solutions have also come to an agreement on the contract
changes below which are effective immediately. .

1.) Staples are now included in the cost of the maintenance agreement. No charge for refills

2.) Fax boards will now be listed as an optional accessory and not a standard item. The monthly cost for specific models will be
reduced by 2- 5 percent based on this change and are listed in SAP for contract 4600013235 under line items
2000,2010,2020,2030 and 2040.
• The Fax Board Option is listed in SAP contract 4600013235 line item # 2050

3.) Three new products have been added to State contract 4600013235 and are listed below.

• Ricoh Aficio MP201 – 21ppm MFD -Line Item # 2060 in SAP. Monthly payment $ 76.20

• Ricoh Aficio MPC300 – 32 ppm MFD- Line item # 2070 in SAP. Monthly payment $ 379.44

• Ricoh Aficio MPC400 – 42 ppm MFD- Line Item # 2080 in SAP. Monthly payment $ 420.45

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 CN Number: CN0002657
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 15
Change Effective Date: 02/13/2012

Using Agencies: All Using Agencies

Contract Title: IT Hardware- Large MFD’s

Contract Period: Beginning April 30, 2012 and Ending April 29, 2013

Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: rjaime@pa.gov

CHANGE SUMMARY:

In accordance with the “Option to Renew” clause, the subject contract is hereby renewed by mutual agreement
Between the Commonwealth of PA and IKON Office Solutions, Inc for an additional one (1) year period. The renewal extends the
contract term from April 30, 2012 to April 29, 2013. This shall be the final renewal of the three (3) offered under this contract.

The Commonwealth of PA-Office of Administration and IKON Office Solutions, Inc.have negotiated a new Monthly Lease Cost by
machine model which becomes effective May 01, 2012. The New Monthly Lease cost includes a 3 to 8 percent savings per month
based on the Ricoh model leased and does not include the available options. Please reference the attached price list.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE
REMAIN AS ORIGINALLY WRITTEN.

1
Change Notice Form - Revision 2-3-11
 New Monthly Lease Cost Effective May 01, 2012
Contract 4600013235

MODEL CURRENT MONTLY LEASE COST NEW MONTHLY LEASE COST

MP2852SP $ 127.94 $ 124.10

MP4001SP $ 150.02 $ 142.52

MP5001SP $ 233.90 $ 215.19

MP6001SP $ 319.04 $ 306.28

MP7001SP $ 379.44 $ 364.26

 CN Number: CN0002657
SRM Parent Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 16
Change Effective Date: 04/23/2012

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For: All Using Agencies

Subject: IT Hardware- Large MFD’s
Contract Period: Beginning April 30, 2012 and Ending April 29, 2013
Commodity Specialist: Raymond A Jaime

CHANGE SUMMARY:

Please note these changes effective immediately:

• IKON OFFICE SOLUTIONS has become a RICOH company and the name has been changed to Ricoh USA, Inc.
Please reference the attached notification letter attached. The Vendor number, Tax ID number and Remit to
Address shall remain the same.

• Please reference the attached updated Contractors Ordering Guide which list two new product upgrades.
1. The MP4001SP has been upgraded to the MP4002- Line item # 2150 in SAP
2. The MP5001SP has been upgraded to the MP5002- Line item # 2160 in SAP

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN
AS ORIGINALLY WRITTEN.
 For Correspondence Only:

Ricoh USA, Inc.

P.O. Box 9115
Macon GA 31208

Customer Service:
Telephone 1-800-595-1011

Dear Valued Customer:

As you may know, IKON Office Solutions, Inc. became a Ricoh company in 2008. Since that time, we
have strategically worked to align both IKON and Ricoh under a single brand. Effective April 1, 2012
IKON Office Solutions changed its name to Ricoh USA, Inc.

As a part of this transition, the “IKON Office Solutions, Inc.” business name you see on your invoices
will be retired. The name change does not affect any existing contracts or account information that you
have with IKON Office Solutions, Inc., all of which remain the same with Ricoh USA, Inc.

Within the next 60 days your invoices will change:

 Your invoices will appear with the Ricoh logo and reference our new name, Ricoh USA, Inc.

 Your payments will continue to be remitted to the same address, but should now be made
payable to Ricoh USA, Inc.

The customer service representatives supporting your account will remain the same, ensuring the
same high level of service that you have come to know and expect through the years.

As always, we appreciate your business and thank you for the opportunity to provide your account
service needs. We expect this transition to go smoothly, and please know that we are here to answer
any questions you may have about the change. You can reach us by calling Customer Service at 1-
800-595-1011. Our customer service representatives are available 8:00 AM to 8:00 PM EST, Monday
through Friday, to assist you.

Sincerely,

Customer Service
Ricoh USA, Inc.

Did you know we now offer online account management?

View your account history, make payments online, and Go Green with our invoice E-Delivery
program. Call Customer Service or visit www.getmyaccounts.com to get started today!
 Parent Contract Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 17
Change Effective Date: 02/21/2013
Using Agency: All Using Agencies

Contract Title: IT Hardware- Large MFD’s

Contract Period: Beginning April 30, 2012 and Ending April 29, 2013

Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: rjaime@pa.gov

CHANGE SUMMARY:
The Ricoh Contractors Ordering Guide has been updated to reflect the following changes effective
immediately. SAP contract 4600013235 has been updated to reflect these changes

• The MP6001 has been replaced by the MP6002- Segment 4 Line Item # 2190 in SAP
• The MP7001 has been replaced by the MP7502- Segment 5 Line Item # 2200 in SAP

The Ricoh Contractors Ordering Guide can be found under the change notice portion of contract
4600013235 on emarketplace.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE
NOTICE REMAIN AS ORIGINALLY WRITTEN.
Commonwealth of Pennsylvania Digital MFD
Contract # 4600013235
 Page |1

TABLE OF CONTENTS

Title Page #
Why the State choose Ricoh 2
About the Contract (#4600013235) 3
The Order Process 4
Implementation 5
Training 6
Ricoh Service 7
Requesting Service 8
Requesting Supplies 9
About eCopy (Advanced Scanning) 10
About Ricoh 22
Segment 1 (28ppm) 26
Segment 2 (40ppm) 27
Segment 3 (50ppm) 28
Segment 4 (60ppm) 29
Segment 5 (70ppm) 30
-NEW - Segment 6 (21ppm) DESKTOP 31
-NEW - Segment 7 (32ppm) COLOR 32
-NEW - Segment 8 (42ppm) COLOR 33
IKON Contacts by Department 34

©2013 Ricoh USA, Inc.

 Page |2

WHY THE COMMONWEALTH CHOOSE RICOH

H eCopy Advanced Scanning/Workflow Solution

H Comprehensive coverage across the Commonwealth.

(Service in every County in Pennsylvania)

H Certified Technicians
(RICOH Service technicians are required to complete more than 100 hours of
education per year)

H RICOH Service Technicians average 15 years of experience

H Six-hour average response time on service calls.

(technician performance is measured in terms of response time and first-call
effectiveness)

H Single point of contact for Service/Supplies

(toll free phone number or Secure RICOH website)

H Implementation/Transition from experienced & trained professionals

H End-user training
(RICOH Representatives are fully trained and knowledgeable of the workings and
settings of the proposed products)

©2013 Ricoh USA, Inc.

 Page |3

ABOUT THE CONTRACT

i SAP Contract# CN00026571

i 48-month Agreement
(Lease only)

i One-Fixed Monthly Payment

i Maintenance and Supplies are included

(except paper)

i No Overages
(all images are included)

i No need for meter reads

i Ricoh products are available thru RICOH

i (8) Five Speed Segments

(20/28/40/50/60/75ppm Black and white with 30 and 40 ppm Color)

i Advanced Workflow and Scanning Software from eCopy

i Dedicated Website (www.Ricoh-pastatecontract.com)

i Dedicated account managers by agency

(refer to www.Ricoh-pastatecontract.com for your RICOH contact)

i Vendor# 116604

©2013 Ricoh USA, Inc.

 Page |4

ORDERING PROCESS

1. Meet with your RICOH Representative to determine the correct solution

based on your needs
i Monthly Volume
i # of users
i Room for Growth
i Advanced Scanning/Workflow
i Printer Migration

2. Receive and Review RICOH Quote

3. Create P.O. in Commonwealth System based on RICOH Quote

Information needed on Purchase Order
i Agency Name
i Bill to Address
i Delivery Address
i Delivery Contact & Phone #
i Requested Delivery date
i A listing of all POs
i Standard Equipment Being Ordered
(i.e. Ricoh Model# mp6000)
i Options Being Ordered
(i.e. hole-punch/paper trays/ eCopy)

i Total Monthly Price

i RICOH Sales Representative Name
i Contract # 4600013235
i Vendor # 116604

4. Delivery Contact will receive notice 24hrs prior to delivery

5. Equipment will be delivered and installed.
6. Equipment will be networked. (if applicable)
7. RICOH will contact the Delivery Contact to schedule the appropriate
Training

©2013 Ricoh USA, Inc.

 Page |5

IMPLEMENTATION

Implementation process:

RICOH has developed a process that has consistently proven to be effective in

delivering quality projects successfully - the RICOH Methodology. This methodology
will be the basis for providing the products and services that the Commonwealth of
Pennsylvania needs to meet the evolving challenges of sharing and communicating
information. We will work with each agency to determine the appropriate process for
phasing in the right RICOH solution.

A successful implementation is a critical element in delivering consistently

superior service and support. RICOH is well suited to provide a smooth transition and
a consistent ongoing support process to ensure continuous cost savings and an
exceptional service level.

A successful partnership depends on an open exchange of information. Our

professionals will work in conjunction with the Commonwealth of Pennsylvania to
gather appropriate information and provide insights and observations.

The depth of RICOH’s experience and partnerships ensures that the

Commonwealth of Pennsylvania has access to the most recent technology that will
allow us to recommend a customized strategy that optimizes current investments and
capitalizes on new technologies to manage document output costs.

Based on a well-defined plan, the solution is implemented.

RICOH has the experience, methodology and the infrastructure to provide the high
level of support that Commonwealth of Pennsvannia requires.

©2013 Ricoh USA, Inc.

 Page |6

CUSTOMER TRAINING PLAN

RICOH will analyze the number of units per location, number of end-users and
unit functionality to schedule an efficient mutually agreed upon training path. When
the equipment configurations and installation locations are finalized, RICOH will work
with each location to schedule the appropriate training.

RICOH encourages customers to bring samples of their own work to use during
training sessions and stresses group participation and questions.

The RICOH training program typically includes:

i User needs analysis

i Equipment overview
i Equipment demonstration
i Operator panel usage
i User creation
i Error code identification
i Hands-on operating experience
i Supply/toner replenishing instructions and jam removal
i Administrative issues (placing a service call, ordering supplies)
i Questions and answers

©2013 Ricoh USA, Inc.

 Page |7

RICOH SERVICE

RICOH Service Technician Training and Certification

RICOH dedicates a service team of certified service technicians to each customer
account, assigning both a primary and a back-up to each machine placed. The service
team assumes total accountability for servicing the account, with each service technician
taking a proactive role in maintaining and repairing equipment. RICOH service
technicians effectively function independently, using all resources available to provide
maximum equipment uptime with a minimum number of service calls.
RICOH service technicians must attain certain goals in areas such as response
time, reschedule percentages and repeat emergency calls. We teach our service
technicians to effectively manage their territories in a number of performance areas,
including:

i Communication with the customer

i Response time and travel
i Call prioritization
i Parts forecasting/efficient stock levels
i Service history

Training and Certification

Our vendor-partners require that RICOH service technicians be certified by the

equipment manufacturer. As a result, RICOH service technicians uphold the high
standards set by the equipment manufacturers themselves. RICOH service technicians
must successfully complete formal training and on-line course completion; the
manufacturer validates the training by testing the technicians and awarding certificates.
RICOH service technicians are required to complete more than 100-hours of
education each year, including model-specific instruction, customer relations coaching,
total call training and troubleshooting classes. RICOH equipment seminars are held
regularly to present and discuss both existing and developing technologies within the
industry. Certified equipment representatives from each of our preferred business
partners
RICOH field service management teams meet regularly with service technicians
to review customer and/or machine concerns and to review new technical bulletins.

©2013 Ricoh USA, Inc.

 Page |8

REQUESTING SERVICE

RICOH Service Call Process

Your agreement with RICOH includes Maintenance

1. Call 888.456.6457 (option #2) or log onto

www.Ricoh-pastatecontract.com

Please have your RICOH Equipment ID# available

(Your RICOH ID# is located on the front of your machine)

2. RICOH central service department notifies your RICOH service technician and
assigns a unique identification number to for tracking.

3. RICOH service technician will call to gain a full understanding of the problem
and to provide an estimated time of arrival.

4. RICOH service technician arrives on site to perform needed service & obtains
customer signature to assure accurate call completion.

If you have any questions please contact your RICOH representative.

To locate your RICOH representative please log onto

www.Ricoh-pastatecontract.com

©2013 Ricoh USA, Inc.

 Page |9

REQUESTING SUPPLIES

RICOH Supply Ordering Process

Your agreement with RICOH includes toner, staples and other supplies.

1. Call 888.456.6457 (option #3) or log onto

www.Ricoh-pastatecontract.com

Please have your RICOH Equipment ID# available

(Your RICOH ID# is located on the front of your machine)

2. RICOH central supply department will fulfill your supply order and assign a unique
identification number to ensure tracking.

3. Your order will typically arrive in 5-businees days via UPS

©2013 Ricoh USA, Inc.

 P a g e | 10

ABOUT ECOPY

Since 1992, eCopy has been on the forefront of the document imaging
industry through its efforts to make the digitization of paper easier and more
effective. Through its pioneering efforts, the ability to scan and capture
information can be easily undertaken by office copiers, MFPs and other common
office devices.

The company was built on the vision of CEO Ed Schmid, who saw an
opportunity to develop a technology that would be easy enough for any office
worker to incorporate paper documents quickly, easily and securely into
electronic workflows. As the office equipment technology industry progressed,
so did eCopy and its products.

Today, eCopy has grown to become the leader in solving the business'
need to capture, store, and distribute paper-based information among co-
workers, suppliers and customers. Companies across the globe use eCopy
ShareScan and eCopy Desktop to convert paper-based information into secure
digital documents so that organizations can keep up the pace of e-business
processes.

eCopy is headquartered in Nashua, NH and has offices across the globe.

More information on the company can be found at www.ecopy.com

Bring paper documents into the digital world

eCopy document imaging solutions easily and securely transform paper into business
value using RICOH placed MFDs or network-attached scanners.

©2013 Ricoh USA, Inc.

 P a g e | 11

With eCopy operational efficiency and business productivity improve dramatically.

Energy expended in finding, copying, sorting, routing, filing, and securing hardcopy
documents can be put to better use. Time wasted chasing paper becomes time invested
in meaningful work that contributes to bottom-line profitability.

Increased productivity is only part of the story

A consistent, easy-to-use document imaging process based on a single software

platform improves operational efficiency by letting you...

i Unlock paper-based information so it can be included in business software

systems
i Consolidate paper and electronic processes into a single workflow
i Stop spending time and money delivering hardcopy information
i Ensure security, business continuity, and compliance
i Enable workgroup collaboration without the paper-bound constraints of time or
distance

eCopy’s open architecture and intuitive interface encourages user adoption and
functionality as familiar as desktop e-mail,

Turn your RICOH MFD into a shared document capture device

eCopy is an easy-to-use interface that is embedded within the MFD and makes secure
document imaging available to any office worker.

i Convert paper documents into electronic files for immediate distribution or

storage
i Scan to network file folders, fax, and eCopy Desktop
i Connect to Microsoft Exchange/Outlook and IBM Lotus Notes e-mail
i Integrate with many software, network repository, content management, or
document accounting systems
i Centralize IT administration

eCopy brings paper and information technology together.

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When Businesses need to: eCopy delivers:

Native integration with Active Directory and eDirectory
Effectively manage risks associated
Audit trails and document tracking
with paper documents
Scan to PDF/A and encryption for document imaging

Scan to e-mail directly from user email accounts from the

MFP
Enable employees to easily share
E-mail address book / global address list access at MFP
paper documents and collaborate as
Scan to fax, network folders and FTP
they would with electronic documents
Scan to Desktop, including the ability to scan to multiple
users’ inboxes

eCopy Desktop to annotate, highlight and stamp

Enable employees to easily and
documents with signatures and other graphic elements
securely scan and send paper
eCopy Desktop to combine document imaging scans with
documents to themselves to work
other electronic documents into a single PDF
with the information contained in
Optical character recognition to create Microsoft Word or
those documents
searchable PDF files from scanned documents

Intuitive graphical user interface

Consistent user experience across all MFPs
Implement solutions that require little
Central administration
training and are easy to support
User account-based security and access are dynamically
updated from back end systems

Hundreds of integrations available for popular

Expand systems to meet customized applications
or evolving needs An easy-to-use software development kit (SDK) is
available.

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User-friendly graphical interface - Executable

i Makes scanning accessible to all office workers

i Reinforces scanning behavior for successful document management initiatives.
i Consistent user experience across all devices
i Virtually no end-user training required

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Ease of Use - Executable

i Intuitive screen design aids user adoption

i Large preview screen assures
i Image quality Enhancements
i Job build at the scanning device Add/Delete/Rotate

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Add Security where necessary - Executable

i Restricted network access via password

i Add access control with ID services
i Dynamic directory integration
i Emails sent from personal account
i Document encryption
i Secure deletion of temporary files
i Activity logging

Administer across multiple locations - Sustainable

i Centralized Deployment & Management -

i Create multiple connector
i Push profiles to groups of devices
i Native Integration with MS Exchange
i Automated maintenance of address books
i Integration Connections to back end systems
i Xpert Compression Technology
i Scan to Desktop - bypass email for interoffice
communication Automated Inbox
Management

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Easy to administer eMail - Sustainable

i Native integration to MS Exchange as well as LDAP/SMTP

i Highly secure user authentication at device
i Address book dynamically updated
i Set read and delivery receipt, importance and sensitivity options
i Sent items appear in personal sent folder

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Scan to Desktop - Flexible

i Bypass email for interoffice communication

i eCopy Desktop
i User home directories
i Inbox Management
i Folder File share folders
i FTP folders
i Individual and group inboxes
i Navigate folders from device
i Audit trail with document copies

Customized Worflow - Flexible

i Create easy "scan to" destinations such as

departments or document types
i Streamline workflows
i Securely distribute scanned documents
i Enable easy search and retrieval
i Custom file naming and indexing options
i Add Metadata at the device
i Navigate network folder structure from
device
i Fully text searchable"
i Pre-built Connectors

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eCopy PDF-Pro
Capture, combine, secure, and edit scanned documents

eCopy PDF Pro turns everyday tasks into routine processes that take less time, involve
fewer steps, and enable office workers to accomplish more.

i Transform paper documents into secure electronic PDF files

i that can be manipulated at the user’s desktop
i Combine with other paper and electronic documents
i Share or store over the network or on the user’s PC

eCopy PDF Pro enables office workers to work faster and more efficiently with
scanned documents as PDF files. It makes it easy to capture, combine, edit, and secure
document scanning through an intuitive, user-friendly interface.

As a result, users can retrieve, edit, and distribute original-quality document

imaging just as they would any other electronic files, improving personal productivity.

eCopy PDF Pro includes a comprehensive set of tools, including annotation,

stamps, and optical character recognition (OCR), to enable business users to work with
and distribute scanned documents as part of their existing electronic workflows.

Using eCopy PDF Pro, users utilize document imaging processing and can turn
paper documents into scanned image files, combine them with documents from other
applications, protect private information with permanent redactions, search for text
within documents and network folders, insert bookmarks for easy navigation, sign
documents electronically, and integrate documents with their e-mail, fax, and document
management systems.

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When Businesses need to: eCopy Desktop delivers:

A convenient scan inbox that makes it effortless to scan documents from an
MFP or networked scanner directly to eCopy Desktop
Editing and markup tools that allow for signatures, highlighting, notes, and
Enable users to be more productive in how they text annotations and other document imaging revisions
work with information from paper documents Bookmark capabilities to make documents easier to navigate
Search pane for automated retrieval of PDFs, including full-text search
Conversion of scanned documents to editable text with optical character
recognition (OCR) 

Document scanning services which consolidate different document formats –

paper or electronic -- into a single PDF document
Print to eCopy Desktop toolbar addin for Microsoft Office enables creation of
Combine paper and electronic files into a single
high-quality PDFs with a single click
PDF document
Simple drag and drop Microsoft Office files to eCopy Desktop
Thumbnail view lets users browse a multi-page document and re-arrange
selected pages faster and easier than on paper 

Document security to prevent unauthorized viewing, printing or editing of

Secure documents to meet information policy
PDFs
requirements
Redaction capabilities to secure confidential document imaging

Enable users to share scanned documents from Distribution via integration with e-mail and fax systems
their desktop Storage to popular document management systems

Available third-party integration to distribute PDFs to other software

Expand the system to meet expanding document applications
management requirements An easy-to-use software development kit (SDK) for customization to meet
specific business workflow requirements

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ABOUT RICOH

Why Ricoh Products are getting Recognition

Gartner Dataquest ranked the Ricoh Family Group (RFG) # 1 in overall copier
placements in the United States for both analog and digital copiers with a 23.1 percent
market share. This is the first time Ricoh has attained this overall ranking. The RFG also
maintained its number one market share position in the digital copier category.

Gartner Dataquest ranked Ricoh Americas Corporation and its subsidiary brands
number one in overall color copier shipments in the United States with a 33.2 percent
market share.

Computing Technology Industry Association (CompTIA) awarded Ricoh Americas

Corporation the "Certification Achievement Award". This award

recognizes companies that are committed to advancing the application of document

imaging by demonstrating dedication to the best practices and industry standards.

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BusinessWeek Magazine ranked Ricoh Company Ltd. among the 100 best-performing
technology companies in its "Info Tech 100" list.

IndustryWeek Magazine recognized Ricoh Company Ltd. as one of the world's largest
manufacturers

Environmental Awards

International Energy Agency World’s First “Copier of the Future

Highest Honors for Collective Environment Achievement

Gold Medal—World Environmental Center

For International Achievement in Sustainable Development

Climate is Business Award

For efforts in protecting the global climate. The U.S. and European Business

Councils for Sustainable Energy

Environmental Stewardship Award

Awarded by the Council on Economic Priorities at 14th Corporate Conscience Awards

(2001)

Top Ranked Among all Global Companies for Sustainability

One of the Global 100 Most Sustainable Corporations in the World

As named by the World Economic Forum for three consecutive years (2005-07)

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#4 in top Green Technology Innovators Battling Climate Changes

Named by the Climate Group as a leader in reducing carbon emissions

Recognized for innovation in energy conservation

Office Equipment Partner of the Year—ENERGY STAR, for five consecutive years

Labeling Partner of the Year—ENERGY STAR

Excellence in Consumer Education—ENERGY STAR

Features Advantages Benefits

Easy access to Users do not have to drill down
finishing/editing options. multiple times for complex jobs.
Requiring no ‘drill down’ to
get the finishing options
Easy Control Panel
desired.

LCD Display can be Most commonly used functions

customized to include the will be right at the end user finger
most used icons to enlarge tip. Further simplifying an already
the icon display for even easy to use control panel.
Simplified Display
easier access.

128 Bit Encryption ensures End User can be assured that

that documents and their network and information will
information passing through not fall into the wrong hands.
the network as a PDF file is
PDF Encryption
protected from theft or
change. By encrypting the
file, it makes it impossible
for sensitive information to
be stolen.

MFP will automatically email Allows the end user to be alerted

end user with the desired via email of low toner, low paper,
results and status of the machine status, etc.
MFP
Notification of Machine Status

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Prevents print jobs from Increases overall printing

being held up in a que due productivity for users.
to paper mistmatches
Automatic Job Promotion

System can be locked down Reduce cost for specific utilities.

to provide only the
necessary utilities to specific
end users.
User Authentication

With Locked Print/ Stored End User can password protect

Print / Hold Print documents for the confidence of it not ending
are password protected to up in the wrong hands.
be printed on demand at the
Secure Printing
time it is convenience for the
end user to print and
retrieve documents.

Printing utilizing files on Most competitors have to drill

document server are easy to down to find the correct document
get to and easy to view in multiple folders before locating
the correct one.
Print On Demand

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SEGMENT #1 (28PPM) PRODUCT SPECIFICATIONS

Ricoh MP2852
Standard Configuration

i 28 pages-per-minute
i Network Printing/Basic COLOR Scanning
i Store documents on the device
i 2 x 550 sheet paper trays & 100 sheet bypass tray
i 50-sheet Duplexing document feeder
i Reduction/Enlargement – from 25-400%
i Large COLOR Touch Panel Display
i 1,000 sheet Multi-position Stapling Finisher
i Cabinet
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options:

i 2 x 550 sheet paper drawers

i 1,200 Sheet Side Paper Tray
i PostScript Printing
i Faxing
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #2 (40PPM) PRODUCT SPECIFICATIONS

Ricoh MP4002
Standard Configuration

i 40 pages-per-minute
i Network Printing/Basic COLOR Scanning
i 100 Sheet Reversing Automatic Document Feeder
i Store up to 3000 files/10,000 pages on the device
i 2 x 550 sheet paper trays & 100 sheet bypass tray
i 100-sheet Duplexing document feeder
i Reduction/Enlargement – from 25-400%
i Large COLOR Touch Panel Display
i 1,000 sheet Multi-position Stapling Finisher
i Cabinet
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options:

i 2 x 550 sheet paper drawers

i 2/3 Hole punching unit
i 2-tray 2,000 sheet booklet finisher
i 1,200 Sheet Side Paper Tray
i PostScript Printing
i Faxing
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #3 (50PPM) PRODUCT SPECIFICATIONS

Ricoh MP5002
Standard Configuration

i 50 pages-per-minute
i Network Printing/Basic COLOR Scanning
i 100 Sheet Reversing Automatic Document Feeder
i Store up to 3000 files/10,000 pages on the device
i 2 x 550 sheet paper trays & 100 sheet bypass tray
i 100-sheet Duplexing document feeder
i Reduction/Enlargement – from 25-400%
i Large COLOR Touch Panel Display
i 1,000 sheet Multi-position Stapling Finisher
i Cabinet
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options

i 2 x 550 sheet paper drawers

i 2/3 Hole punching unit
i 2-tray 2,000 sheet booklet finisher
i 1,200 Sheet Side Paper Tray
i PostScript Printing
i Faxing
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #4 (60PPM) PRODUCT SPECIFICATIONS

Ricoh MP6002
Standard Configuration

i 60 pages-per-minute
i Network Printing/Basic COLOR Scanning
i 150-sheet color single pass duplex document feeder
i Store documents on the device
i 2 x 1,500 & 2 x 500 sheet paper trays w/100 sheet bypass tray
i Reduction/Enlargement – from 25-400% in 1% increments
i Large Color Touch Panel Display
i 3,000 sheet Stapler/Finisher
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options:

i 2/3 Hole punching unit

i 2-tray 2,000 sheet booklet finisher
i 4,000 Sheet Side Paper Deck
i PostScript Printing
i Faxing
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #5 (70PPM) PRODUCT SPECIFICATIONS

Ricoh MP7502
Standard Configuration

i 75 pages-per-minute
i Network Printing/Basic COLOR Scanning
i 150-sheet color single pass duplex document feeder
i Store documents on the device
i 2 x 1,500 & 2 x 500 sheet paper trays w/100 sheet bypass tray
i Reduction/Enlargement – from 25-400% in 1% increments
i Large Color Touch Panel Display
i 3,000 sheet Stapler/Finisher
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options
i 2/3 Hole punching unit
i 2-tray 2,000 sheet booklet finisher
i 4,000 Sheet Side Paper Deck
i PostScript Printing
i Faxing
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #6 (21PPM) PRODUCT SPECIFICATIONS

Ricoh MP201sfp - Desktop

Standard Desktop Configuration

i 21 pages-per-minute
i Network Printing/Faxing/Basic Scanning
i 50-sheet duplexing document feeder
i Store documents on the device
i 1 x 500 sheet paper trays w/100 sheet bypass tray
i Reduction/Enlargement – from 25-400% in 1% increments
i Small Touch Panel Display
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options
i 1 x 500 sheet Paper Drawer
i Cabinet
i eCopy PDF Pro (5 seat License)

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SEGMENT #7 (32PPM) COLOR PRODUCT SPECIFICATIONS

Ricoh MP300
Standard Configuration

i 32 pages-per-minute Black& White and Color

i Network Printing/Basic COLOR Scanning
i 50-sheet color duplex document feeder
i Store documents on the device
i 1 x 500 sheet paper trays w/100 sheet bypass tray
i Reduction/Enlargement – from 25-400% in 1% increments
i Up to 8.5” x 14” paper output
i Large Color Touch Panel Display
i Internal Stapler/Finisher
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options
i Faxing
i 1 x 500 Sheet Paper Tray
i 2 x 500 Sheet Paper Tray
i Cabinet
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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SEGMENT #8 (42PPM) COLOR PRODUCT SPECIFICATIONS

Ricoh MP 400
Standard Configuration

i 42 pages-per-minute Black& White and Color

i Network Printing/Basic COLOR Scanning
i 50-sheet color duplex document feeder
i Store documents on the device
i 1 x 500 sheet paper trays w/100 sheet bypass tray
i Reduction/Enlargement – from 25-400% in 1% increments
i Up to 8.5” x 14” paper output
i Large Color Touch Panel Display
i Internal Stapler/Finisher
i All Service & Supplies (except Paper)
i No overages, No meter readings

Options
i Faxing
i 1 x 500 Sheet Paper Tray
i 2 x 500 Sheet Paper Tray
i Cabinet
i eCopy Advance Scanning
i eCopy Essentials Imbedded Scanning
i eCopy PDF Pro (5 seat License)

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RICOH CONTACTS BY DEPARTMENT

Department Contact
Name Phone Email
A
Aging Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Agriculture Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Attorney General Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Auditor General Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
B
Banking Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Board of Claims Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Board of Probation and Parole Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
C
Civil Service Commission Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Commission on Crime and Delinquency Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Commonwealth Court Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Community & Economic Dev. Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Conservation & Natural Res. Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
E
Education Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Emergency Management Agency Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Employees Retirement System Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Environmental Hearing Board Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Environmental Protection Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Ethics Commission Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
F
Fish and Boat Commission Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
G
Game Commission Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Gaming Control Board Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
General Services Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Governor's Office Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Governor's Office - Office of Admin Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com

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Department Contact
Name Phone Email
H
Health Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Health Care Cost Containment Council Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Higher Education Assistance Agency Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Higher Education Facilities Authority Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Historical and Museum Commission Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Housing Finance Agency Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
I
Infrastructure Investment Authority Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Inspector General Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Insurance Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Intergovernmental Cooperation AuthorityMicheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
J
Judicial Conduct Board Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
L
Labor and Industry Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Legislative Services Agencies Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Liquor Control Board Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
M
Military and Veterans Affairs Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Milk Marketing Board Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Municipal Retirement System Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
N
News Media Correspondents Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
P
Pa TV Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Patient Safety Authority Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Public Employee Retirement Commission Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Public School Building Authority Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Public Television Network Commission Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Public Utilities Commission Micheal Getz 717.526.2332 Michael.Getz@Ricoh-usa.com
Public Welfare Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com

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Department Contact
Name Phone Email
R
Revenue Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
S
Securities Commision Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
State Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
State Data Center Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
State Employees Credit Union Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
State Employee's Retirement System Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
State Police Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
State System of Higher Education Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Superior Court Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Supreme Court Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
T
Tax Equalization Board Scott Cook 717.526.2316 Scott.Cook@Ricoh-usa.com
Transportation Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com
Treasury Department Craig Baughman 717.526.2324 Craig.Baughman@Ricoh-usa.com
Turnpike Commission Robert Moncak 717.526.2309 Robert.Moncak@Ricoh-usa.com

©2013 Ricoh USA, Inc.

 Parent Contract Number: N/A
SAP/SRM Contract Number: 4600013235
Change Number: 18
Change Effective Date: 04/04/2013
Using Agency: All Using Agencies

Contract Title: IT Hardware- Large MFD’s

Contract Period: Beginning April 29, 2013 and Ending July 29, 2013

Commodity Specialist: Raymond A. Jaime Telephone: 717-346-3827 Email: rjaime@pa.gov

CHANGE SUMMARY:

The above-referenced Statewide Contract expires on April 29, 2013. The Commonwealth of
Pennsylvania is exercising its right to extend the agreement upon the same terms and conditions for
three (3) months as defined in Exhibit B Standard Contract Terms and Conditions for Statewide
Contracts.

The Commonwealth reserves the right, upon notice to the Contractor, to extend the Contract, or any part
of the Contract, for up to three (3) months upon the same terms and conditions. This will be utilized to
prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months to enter
into a new contract.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE
NOTICE REMAIN AS ORIGINALLY WRITTEN.