A Complete Guide to Xerox® Printer Local Accounting

LOCAL ACCOUNTING

Local Accounting tracks the number of copy, print, and scan jobs for each user. You can set different user limits for each type of job performed. You can reset limits anytime. When Local Accounting is enabled, before accessing services, users are required to log in to the device. Before printing documents from a computer, users provide their account details in the print driver.

Before you begin:

Install print drivers on all user computers.
If you want to use authentication, configure Local Authentication.

CONFIGURING LOCAL ACCOUNTING

To configure Local Accounting:

In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.
For Accounting Type, select Local Accounting.
For each feature that you want to track, select Enabled.
Click Apply.
Click Reboot Device. To restart the device, follow the onscreen instructions. If you want to use authentication, configure Local Authentication.

CREATING A USER ACCOUNT AND SETTING USAGE LIMITS

You can add users to the local database on the device, or edit the user information in the database. The database can contain a maximum of 1000 users.

To create a user account:

In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.
Click Next.
For Account Number, type a number, then click Edit.
Type the user name and user ID.
Set the feature and device access for the user.
In the Impressions / Limits area, type the limits for the user.
If you have local authentication configured, you can enter authentication information into the User Identification area.
In the User Identification area, type, then retype a password for the user. If necessary, type an email address for the user.
In the User Role area, select a role for the user. If necessary, assign the user to an authorization group.
Click Apply.

When you add other users, ensure that you type a unique account number for each user.

RESETTING LOCAL ACCOUNTING USAGE COUNTERS

To reset local accounting usage counters:

In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.
Click Next.
For All User Accounts, click Edit.
To reset the total impression count, select Reset.
To reset all account limits, select Reset.
Click Apply.

AUTOMATICALLY RESETTING LOCAL ACCOUNTING USAGE COUNTERS

You can reset the accounting counters automatically, for example, to implement a policy of resetting the counters every year.

To reset the accounting counters:

In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.
Click Next.
To reset the counters automatically, select Reset Every Month, Reset Every Quarter, or Reset Every Year.
Set the date and time for the reset.
Click Apply.

Network Accounting

Network Accounting allows you to manage device usage with detailed cost analysis capabilities. Print, Scan, Fax, and Copy jobs are tracked at the device and stored in a job log. All jobs require authentication of User ID and Account ID, which are logged with the job details in the job log. The job log information can be compiled at the accounting server and formatted into reports.

The Network Accounting software can be combined with Xerox® Business Partner Solutions for enhanced functionality and the ability to scale to enterprise accounts.

Before you begin:

Install and configure Xerox® certified network accounting software on your network. For help, refer to the manufacturer instructions.
To test communication between the accounting server and the device, open a Web browser, type the IP Address of the device in the address bar, then click Enter. The home page of the device Embedded Web Server appears.
To track print and LAN Fax jobs, install print drivers on all user computers.
If you require authentication, configure Local Authentication or Network Authentication.

ENABLING AND CONFIGURING NETWORK ACCOUNTING

To enable and configure Network Accounting:

In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.
For Accounting Type, select Network Accounting.
For the features that you want to track, select Enabled.
To authenticate users at the control panel, for Verify User Details, select Yes.To use this setting, configure network authentication.
To authenticate users at the control panel for printing, for Verify User Details for Printer Jobs / Direct Fax Jobs, select Yes.
For Customize User Prompts, select a method for prompting users for their credentials.
To track color impressions only, for Color Tracking Only, select Enabled.
Click Apply.
Click Reboot Device.
If necessary, configure Network Authentication.

To use authentication, configure Local Authentication or Network Authentication.

Configuring Accounting Login Screen Settings

To configure accounting login settings:

In the Embedded Web Server, click Properties > Accounting > Accounting Login Screen Settings.
For Alternative Name for User ID, type the text that appears on the control panel that prompts the user to provide a user name.
For Mask User ID, select an option.
To display user ID characters as asterisks on the control panel, select Hide.
To allow user ID characters to appear on the control panel, select Show.
If you have configured Network Accounting, for Alternative Name for Account ID, type the text that appears on the control panel that prompts the user to provide a username.
If you have configured Network Accounting, for Mask Account ID, select an option:
To allow user ID characters to appear as asterisks on the control panel, select Hide.
To allow user ID characters to appear on the control panel, select Show.
Click Apply.
To restart the device, click Reboot Device, then follow the on-screen instructions.

Accounting and Billing Device Settings

You can connect billing devices to the printer. To configure settings:

At the device control panel, log in as Administrator, press the Machine Status button, then touch the Tools tab. For details, refer to Administrator Access at the Control Panel.
Touch Accounting > Accounting / Billing Device Settings.
To change a setting:
Touch an item, then touch Change Settings.
Touch an option, then touch Save.

Use this method to change the following settings as needed:

Connect with Accounting / Billing Device: To enable an accounting or billing device that is connected to the device, select Connected.
Accounting / Billing Device: Select the type of device.
Track Copy Jobs: To track copy pages, select Track with Accounting / Billing Device.
Track Print Jobs: To track print pages, select Track with Accounting / Billing Device.
Track Scan Jobs: To track scanned or faxed pages, select Track with Accounting / Billing Device.
Interrupt Mode: To enable the interrupt mode, select Enabled.
Job with Insufficient Credit: For jobs with insufficient credit, select Delete Job Immediately, or Hold Job.
Charge Print Jobs: To track charges by card number, select Charge by Card Number.
Track with Cumulative Device: Select Track with Accounting Device or High Speed Printing.
Scan Ahead for Copy Job: To scan ahead for a copy job, select Enabled.
Touch Close.

Enabling Accounting in Print Drivers

Jobs sent from a computer can be counted only if the accounting functionality is enabled in the print driver. For details on how to enable accounting in the print driver, refer to the print driver help.

ENABLING ACCOUNTING IN A XEROX VERSION 3 WINDOWS PRINT DRIVER

To enable accounting in Windows print driver:

In the Windows Control Panel, locate the printer.
Right-click the printer, then select Printer properties.
Click the Configuration tab.
In the Bi-Directional Communication area, for Connection, select Off. Click OK.
Reopen the print driver, then navigate back to the Configuration tab.
In the Accounting area, for System, select Local Accounting, Xerox Standard Accounting, or Xerox Network Accounting.
For Print-Time Prompt, select an option.
Always Prompt: This option always prompts users to type their User ID and Account ID when they send a job to the printer.
Do Not Prompt: This option does not prompt users to log in. If you select this option, in the Accounting Codes (Required) window, type the User ID, Account ID, and Passcode as required. Click OK.
Only Prompt for Color, Only Prompt for Fax, or Only Prompt for Color or Fax: Select one of these options to prompt users to log in to the service. The options are available only if the device is configured to provide the services.
To show characters as asterisks when an ID is entered, for Mask User ID, Mask Billing ID, and Mask Account ID, select Enabled.
To show the code that a user entered when prompted for the Account ID, select Remember Last Entered Codes.
If you are using an auxiliary accounting device such as a badge reader or coin box, for Auxiliary Accounting Interface, select Enabled. The Accounting window appears each time a user submits a job.
If you want to specify the default User ID and Account ID:
Click Accounting Codes, then click Setup.
In the Accounting Codes (Optional) window, type the User ID, Account ID, and Passcode as required.
Click OK.

To re-enable the bi-directional communication with the SNMP server, open the print driver, then navigate to the Configuration tab. In the Bi-Directional Communication area, for Connection, select Automatic (Recommended), then click OK.

ENABLING ACCOUNTING IN A XEROX VERSION 4 WINDOWS PRINT DRIVER

Before you begin, install the Xerox^® version 4 Windows print driver, and the Xerox^® Print Experience application. Note: The Xerox^® version 4 print driver is only available on Windows 8 and later.

To enable Accounting in the Windows print driver:

In the Windows Control Panel, locate the printer.
Right-click the printer, then select Xerox Printer Properties.
Set the bi-directional communication to manual:
Click the Communication tab.
Click Bi-Directional Communication, then select Manual.
Set the device configuration to manual:
Click the Configuration tab.
Click Device Configuration, then select Manual.
Click the Accounting tab.
Click Accounting System, then select Local Accounting, Xerox Standard Accounting, or Xerox Network Accounting.
For Print-Time Prompt, select an option.
Always Prompt: This option always prompts users for a User ID and Account ID when they send a job to the device.
Do Not Prompt: This option does not prompt users to log in. If you select this option, in the Default Accounting Codes (Required) area, type the user ID, account ID, and passcode, as required. Click OK.
Only Prompt for Color, Only Prompt for Fax, or Only Prompt for Color or Fax: Select one of the options to prompt the user to log in to the service. The options are available only if the device is configured to provide the services.
To show characters as asterisks when an ID is entered, select Mask User ID, Mask Billing ID, and Mask Account ID.
To show the code that the user entered when prompted for the Account ID, select Remember Last Entered Codes.
If you are using an auxiliary accounting device such as a badge reader or coin box, for Auxiliary Accounting Interface, select Enabled. The Accounting window appears each time a user submits a job.
If you want to specify the default User ID and Account ID, in the Default Accounting Code (Optional) area, type the user ID, account ID, and passcode, as required.
Click OK.

To re-enable the bi-directional communication with the SNMP server, open the print driver, then navigate to the Communication tab. Click Bi-Directional Communication, then select Automatic. To re-enable automatic device configuration, click the Configuration tab. Click Device Configuration, then select Automatic. Click OK.

ENABLING ACCOUNTING IN AN APPLE MACINTOSH PRINT DRIVER

To enable accounting in Macintosh print drivers:

Open a document and select File, then select Print.
Select the Xerox device.
From the drop-down menu, select Accounting.
For Accounting System, select Auditron (Local Accounting), Xerox Standard Accounting, or Xerox Network Accounting.
To require users to type their User ID and Account ID every time they print, select Prompt for Every Job.
To show user ID and account ID characters as asterisks, select Mask User ID and Mask Account ID.
To specify the default User ID and Account ID, select Use Default Accounting Codes. In the Default User ID and Default Account ID fields, type the appropriate information, then select the default account type.
If you are using Xerox Network Accounting with an external accounting device, select Auxiliary Accounting Interface.
To save your settings, from the Presets menu, select Save As.
Type a name for the preset.
Click OK.