Toshiba Consolidated Billing
Toshiba copier maintenance billing is changing. Here's what your department needs to know, and what you'll be asked to do.
What's Changing
Starting July 1, 2026, Toshiba copier maintenance billing will be handled centrally by Purchasing and Contract Services and Accounts Payable. Your department will no longer need to manage a purchase order for this.
Charges will still appear in your department's accounts. They'll just come through centralized billing rather than a department-managed PO. The level of detail in billing summaries will be more consolidated than you may be used to.
What Is Not Changing
- Your department is still responsible for its copier costs
- Your department is still responsible for calling in services requests and toner orders
- You can still review and reconcile charges
- Your copiers stay — nothing changes about the devices themselves
Device Eligibility Under the SUNY Contract
Billing for certified devices will be done monthly under the SUNY contract, while non-certifiable devices (older or high-cost models that can’t use Pharos secure print) will continue to be managed separately.
Who Should Manage Copier Information?
Primary Contact
- Provide information related to the copier
- Submit or manage meter readings
- Contact Toshiba for service and maintenance issues
Secondary Contact
- Review copier-related charges
- Supply account information when needed
- Address billing and budget questions
Important Terms
Certifiable Device
- Newer device eligible for state contract pricing
Non-Certifiable Device
- Older device not covered by state contract pricing
Pending Status
- Used for devices that are not currently deployed but may be used in the future
Managing Your Copier Inventory
Future-use devices should:
- Remain listed in active inventory
- Include a contact person
- Be marked with a status of "Pending"
Correct or Add A Device
- Notify the project team if a copier is missing
- Provide the serial number if available
- The project team will validate the information and confirm ownership
Frequently Asked Questions
FAQ Category
- Do departments need to manage copier maintenance purchase orders (POs)?
- No. Moving forward, copier maintenance billing will be handled through a centralized process, and departments will no longer be responsible for establishing or managing maintenance purchase orders. During the transition, existing procedures should continue to be followed as needed until the new process is fully in place.
- Do departments need to create receivers for Toshiba invoices?
- No. Under the Toshiba billing process, departments are not responsible for creating receivers for invoice payment. Toshiba invoices are processed through a two-way match process, which eliminates the need for receiving activities before payment can be issued.
- How are copier costs estimated and communicated?
- Cost estimates are based on historical Toshiba usage data and projected costs. Estimates use average copier usage patterns and are typically provided at a summary level to support budgeting and planning. When appropriate, departments may also receive approximate device-level information and supporting documentation that explains how the estimates were developed.
- Should departments estimate costs for each device in the master list?
- No. Departments are not responsible for estimating copier maintenance costs for individual devices. The central project team will use Toshiba usage data and projected cost increases to develop estimates and manage the billing process. As part of the new model, maintenance costs will not be encumbered on departmental accounts.
- Do I still need to create a yearly standing-order PO for Toshiba maintenance?
- No. Under the consolidated billing model, departments will no longer establish individual maintenance POs for copier maintenance services.
- Can device information be updated after submission?
- The contact information or location of the device may be updated after submission but the default account number can only be updated annually.
- Why does device data appear incorrect?
- The device information in the master list is provided by Toshiba and may not always reflect the most current information for your department. You may notice outdated contacts, email addresses, or locations. Please review your device information carefully and submit any needed corrections. Some discrepancies may be the result of older vendor records that have not been updated over time.
- What happens if the wrong contact is listed?
- If the wrong contact is associated with a device, Toshiba's communications may be sent to the wrong person, which can delay meter reporting and affect billing processes. Departments should review contact information carefully and ensure the correct name and email address are listed for each device.
- Does this change affect toner, maintenance service, or repair requests?
- No. The services provided under the maintenance agreement will remain the same, including toner and other consumable supplies (excluding paper and staples), as well as maintenance and repair service. The process for requesting toner or service will also remain unchanged. To place an order or request service, users should call 1-800-727-4264 and provide the serial number of the device covered under the maintenance agreement.
- Are affiliated organizations or separate entities included in this process?
- No, they will remain unaffected and continue their process as is.
Questions?
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