Xerox 850DP - Phaser Color Solid Ink Printer Administrator's Manual
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Xerox 850DP - Phaser Color Solid Ink Printer Administrator's Manual

Xerox 850DP - Phaser Color Solid Ink Printer Administrator's Manual

Account management tool
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Download this manual See also: Operator's Manual, User Manual
AccXES Account Management Tool
Administrator's Guide
Version 10.0
701P41531 May 2004

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Summary of Contents for Xerox 850DP - Phaser Color Solid Ink Printer

  • Page 1 AccXES Account Management Tool Administrator’s Guide Version 10.0 701P41531 May 2004...

  • Page 2: Trademark Acknowledgments

    Trademark Acknowledgments XEROX®, AccXES, The Document Company, and the identifying product names and numbers herein are trademarks of XEROX CORPORATION. InstallAnywhere is a registered trademark of Zero G Software Inc. Mac OS X is a registered trademark of Apple Computer, Inc.

  • Page 3: Table Of Contents

    Table of Contents Trademark Acknowledgments..................2 Table of Contents ......................3 Overview..........................6 System Requirements ..................... 8 Supported Platforms ..................... 8 Minimum Requirements.................... 8 Installing the AccXES Account Management Tool ............. 9 From the Web ........................ 9 From the CD-ROM......................9 Windows and Unix.....................
  • Page 4 Status .........................28 Printers Tab ........................29 Overview........................29 How to Use the Printers Tab ..................29 View the list of currently defined printers.............29 Add a printer to the Printers Database..............29 Edit a printer in the Printers Database ..............30 Delete a printer in the Printers Database............31 Find a printer in the Printers Database.
  • Page 5 Importing a Non-AccXES File ................46 Writing (Exporting) Tallied or Raw Data to a File ............49 Overview........................49 How to Export Data .....................49 Uninstalling the AccXES Account Management Tool..........51 Windows ........................51 Unix ..........................52 Mac OS X ........................52 RedHat..........................52 Appendix 1 ........................54 1. Enabling Job Accounting ...................54 From the Web PMT....................54 From the AccXES Compliant Scanner ..............54 From the Printer User Interface ( 8825/8830/8850 ) ..........54...

  • Page 6: Overview

    Overview The AccXES Account Management Tool (AMT) application provides a means of retrieving job accounting data from multiple printers that use AccXES version 7.0, or greater, firmware. This application replaces the Accounting Tab functionality of the AccXES Client Tools. It is recommended that the AMT software be loaded on only one workstation that is password protected.
  • Page 7 unique name. If the same file name already exists, instead of replacing the file, it appends to the existing file. Ÿ See Appendix 2 for a list of the AMT data fields. AccXES Account Management Tool Administrator’s Guide...

  • Page 8: System Requirements

    System Requirements Supported Platforms The AccXES Account Management Tool is supported on the following hardware and operating systems: Hardware Operating System Intel-based PC, Pentium 1 Ghz or greater Windows NT Version 4.0 Intel-based PC, Pentium 1 Ghz or greater Windows 2000, XP Intel-based PC, Pentium 1 Ghz or greater Red Hat Linux Apple G3/G4/G5...

  • Page 9: Installing The Accxes Account Management Tool

    From the Web Ÿ First uninstall any present version of the AccXES Client Tools software on your PC. Download the AccXES Client Tools from the Xerox website as follows. Ÿ Go to http://www.xerox.com. Ÿ Choose Support & Drivers. Ÿ Go to the Wide Format section.

  • Page 10: Mac Os X

    desktop. 2. Insert the AccXES Client Tools CD-ROM into your CD-ROM drive. For Windows: Select setup.exe to begin the installation. For Unix: In a command window, type the following: cd "cd-rom mount point" ./setup.bin NOTE: In all cases "cd-rom mount point" is the directory where the CD- ROM is mounted.

  • Page 11: Redhat

    * Double click on "setup.zip" on the Desktop. * After the archive is expanded, double click on "install" on the Desktop. 2. To install the application on a MacOSX system using a web browser, insert the CD-ROM into the CD-ROM drive and load /AccXES/install.htm into the browser.

  • Page 12: Clean Installation

    Clean Installation A clean installation is like a first time new installation. To perform a clean installation of the Account Management Tool, both the AMT and ACT applications must be first uninstalled and the XES preferences directory must be manually removed. The XES preferences directory was created while using the previously installed AMT.

  • Page 13: Tutorial

    Tutorial NOTE: To view any help screens while still interacting with the Account Management Tool, select Help > Default Web Browser. To view this tutorial electronically, select Help > Help Topics > Tutorial. Then minimize the Tutorial to see the AMT screens. Before Using the Account Management Tool 1.

  • Page 14: Using The Account Management Tool

    use 0 for the account number and 1 for the sub-account number. Ÿ Select if the display values should be in square decimeters or square feet. Ÿ Select the Query button. Ÿ Select the Export button. You will be prompted with the standard Windows file saving dialog.
  • Page 15 Ÿ Press this toolbar button after each new Account ID. The Account ID will be added to the window at the bottom of the screen. Ÿ If you change your mind about adding an account, highlight the account name from the list and select this toolbar button to delete it. Ÿ...
  • Page 16 Ÿ You must select this toolbar button after the new User names have been added, in order to place the User ID into the AMT Users Database. Ÿ Press the Close button. 5. Add Printers on the Printers Tab. Ÿ Select the Printers Tab. Ÿ...
  • Page 17 Ÿ You must select this toolbar button after the new printers have been added, in order to place the defined printers into the AccXES Printers Database. Ÿ Select the Close button to close out of this screen. 6. Edit Account Associations NOTE: If you already associated all of the accounts, users, and printers on the Add dialogs, you can skip this step.
  • Page 18 the affected printers have not yet been notified of the associations. The printer is also marked on the Printers Tab as "Authorization Needed". Ÿ You must select this toolbar button after creating the new associations, in order to apply the updated associations to the AMT Associations Database.
  • Page 19 select this toolbar button to revalidate the AMT connection with the printer. The checkmark will be removed. Ÿ If there is a checkmark in the “Configuration Needed” column, Job Option selections have been made on the "Select Job Accounting Options" dialog (accessible from a toolbar button on the Printer Job Accounting Tab).
  • Page 20 WARNING: Before selecting the following toolbar button to collect the job log file data from each printer, you may want to export the present AMT data. Any AMT Raw Database record that is older than the specified keep interval will be deleted the next time that yo u select the following toolbar button.
  • Page 21 Make other job options now if you want. See the “Select Job Accounting Options” page for an explanation of the choices. Ÿ Select the Apply button to send the keep interval and other job options to the printers. NOTE: Any record older than this specified keep interval will be deleted the next time that you select the toolbar button which retrieves data from the printers.
  • Page 22 Ÿ On the "Write Displayed Data to a File" dialog, select the Delimiter and Quotes values for exporting the currently viewed Job Accounting Database. The Delimiter options are tab, space, or comma, with the default being "Tab". The options for Quotes are single quotes, double quotes, or none.

  • Page 23: Accounts Tab

    Accounts Tab Overview The Accounts Tab displays a list of accounts that have been defined in the AccXES Account Management Tool's (AMT) Accounts Database by the AMT Administrator. You can add, delete, or find an account. The maximum number of defined accounts supported by AccXES AMT is 9,999. For system performance reasons, it is recommended that the AMT Administrator limit the number of accounts to 1,000.

  • Page 24: Delete An Account In The Amt Accounts Database

    Ÿ Select this toolbar button to apply the listed Account IDs to the AMT Accounts Database. Ÿ Press the Close button. The Account ID and Creation Date will become visible on the Accounts Tab list. Account IDs may exist in the AMT Accounts Database without associations to users or printers.

  • Page 25: Find An Account In The Accounts Database

    Find an account in the Accounts Database Select this toolbar button, or select Configuration > Find Accounts. The "Find Account" dialog window will appear. 2. Type in the Account ID to search for that account in the AMT Accounts Database and press the Search button. The located Account will show as highlighted on the Accounts Tab.

  • Page 26: Users Tab

    Users Tab Overview The Users Tab displays a list of job accounting users that are defined in the AccXES Account Management Tool (AMT) Users Database. You can add, delete, or find a user. The defined users must be associated with accounts and printers before the users can charge media usage to a system account or printer.

  • Page 27: Delete A User In The Users Database

    5. To associate the listed users to all printers and all accounts that are currently defined in the AMT database, select the checkbox in front of "Enable these users for all printers and accounts". The associations will be made to the AMT database, and the "Authorization Needed" checkmark will be checked on the Printers Tab.

  • Page 28: Find A User In The Users Database

    Find a user in the Users Database Select this toolbar button, or select Configuration > Find > Users. The Find User dialog window will appear. 2. Type in the User ID for which to search. 3. Press the Search button. The match will be highlighted in the User List window.

  • Page 29: Printers Tab

    Printers Tab Overview A TCP/IP connection is needed for the AccXES Account Management Tool's (AMT) host computer to have bi-directional communication with the defined printers from which accounting data will be collected. The Printers Tab displays a Printers List of the currently defined printers. Column boxes will be checked to flag your attention to the fact that changes need to be transmitted to the printer that were already made to the AMT Master Database.

  • Page 30: Edit A Printer In The Printers Database

    Press this toolbar button. The information will be cleared from the printer name, printer description, and IP Address fields. The defined printer will be moved to the bottom window as the connection to the printer is being made. When a printer is added, a command will be sent to the AccXES controller to start job accounting data logging in the printer.

  • Page 31: Delete A Printer In The Printers Database

    Ÿ Press this button to edit the Printer Name, Printer Description, or IP Address. Ÿ Press the Save button, or select Cancel to cancel the changes. Delete a printer in the Printers Database. NOTE: It is recommended that before accounts, printers, or users are deleted, that the Account Administrator selects this toolbar button on the Printer Job Accounting Tab to retrieve the job log file data from each Printer's controller.
  • Page 32 Unvalidated Column - If there is a checkmark in this column it means that the AMT cannot determine if the right kind of job accounting exists on the printer. Check that the printer is on and that the job accounting license is present. Also check that job accounting is enabled on the printer.

  • Page 33: Meaning Of The Other Columns In The Printers List

    Meaning of the Other Columns in the Printers List Printer Name - This is the printer name that the AMT Administrator put into the Add Printer dialog. Description - This is the printer description that the AMT Administrator put into the Add Printer dialog.

  • Page 34: Edit Account Associations

    Edit Account Associations Use this tab to specify the accounts and users that you want associated with the printers that you defined in the AccXES Account Management Tool (AMT). Account Associations are the links between users, accounts, and printers. Use this tab to specify the account associations. Edit Account Associations Windows The following are the various sections of the Edit Account Associations window.

  • Page 35: How To Connect Accounts - Printers - Users On The Edit Account Associations Dialog

    How to Connect Accounts - Printers - Users on the Edit Account Associations Dialog 1. In the Edit Account Associations window, click on the account whose user and printer associations you want to edit. The name will now appear in the Account ID field.
  • Page 36 from the “Printers Status” column. It will also be removed from the "Authorization Needed" column on the Printers Tab. Select this toolbar button to remove a selected association from the AMT Associations Database. Multiple selections are allowed. A verification dialog will appear before deleting the associations. Click on this toolbar button to update the printers with the updated (deleted) associations.

  • Page 37: Printer Job Accounting Tab

    Printer Job Accounting Tab Overview This tab is used to send a command to each defined printer to retrieve a copy of the job accounting data from its controller's job log file. The data is retrieved into the AMT Raw Job Accounting Database and remains there until the records are manually deleted, or until your specified keep interval time limit is reached.

  • Page 38: Selecting Printer Job Options And How Long Data Records Remain In The Amt Raw Database

    drop down menus.) If multiple images were used for the same print or scanned job, only the first image's data will show i n the Raw Job Accounting table. However, you can double click on the row within the following three columns to view the additional image's data: Media Type, Scan Destination, Scan Time.

  • Page 39: Creating Data In The Amt Tallied Job Accounting Database

    The data in the Tallied Job Accounting Database is deleted when raw data is retrieved from the printers. Ÿ Click on this toolbar button. For each printer listed on the Printers Tab, whose "Unvalidated" box is not checked, the AMT will contact each printer's controller to collect the job accounting data in its job log file.

  • Page 40: Exporting Data From The Raw Or Tallied Database

    Ÿ Select the records to delete in the database record list. Ÿ Click on this toolbar button. To delete all raw records, select Transaction > Delete Raw Accounting Data from the database. Exporting Data from the Raw or Tallied Database Ÿ...

  • Page 41: Job Accounting Options

    Job Accounting Options Navigational Path: Go to the Printer Job Accounting Tab. Select this toolbar button, or select Configuration > Job Accounting Options. Ÿ Use this dialog to select printer job accounting options. Ÿ Select the Apply button to send the job options to the printers. Ÿ...
  • Page 42 The controller will attempt to recover any Job Record data from the active job and any held jobs. Deleted - The job was deleted or cancelled by a system user. Any accumulated Job Record data will be logged to the controller's Job Log File. Track Scanned Image Count - Select this check box to get scanner usage data from the AccXES printers.
  • Page 43 Keep Raw Printer Records Interval (days) - Enter the number of days after the record Time Stamp that a raw job accounting data record will be maintained in the Raw Job Accounting Database before it is automatically deleted. Any record older than this specified keep interval will be deleted when you select the Collect the Job Accounting Data toolbar button on the Printer Job Accounting Tab.

  • Page 44: Importing Data Into Amt

    Importing Data into AMT AccXES controller generated account and sub-account/user identifiers can be imported into the AccXES Account Management Tool if they are in the following format: Ÿ Column 1 is the account identifier and Column 2 is the sub-account/user identifier.

  • Page 45: Importing A Pre 7.5 Accxes File

    memory). For example, if you have 200 accounts and 25 users on one printer, or 100 accounts and 25 users on 2 printers, there will be 5000 associations created if you select the global associations feature. When AMT is reaching its associations limit, a popup message will warn that the associations cannot be created.

  • Page 46: Importing A Non-Accxes File

    Ÿ If you choose the other radio button, then this data will be imported into AMT as Account ID 3 and User ID 04. 4. If you want to associate all of your imported Account IDs to all of your AMT User IDs and printers, select the box in front of "Create global associations for the imported accounts and users."...
  • Page 47 Ÿ Identifiers can have a 'single quote', "double quotes", or no quotes. Ÿ Column format can be used, as explained above. 1. Choose the "Import Non-AccXES File" radio button. 2. You need to choose how you want your account and user/sub-account identifiers to be imported.
  • Page 48 NOTE: If erroneous data is found in the import file, that data will not be imported. 6. If you did not select the "Create global associations.." feature before importing your file, you will next need to associate each Account ID and User ID with the printers that you have defined in the AMT.

  • Page 49: Writing (Exporting) Tallied Or Raw Data To A File

    Writing (Exporting) Tallied or Raw Data to a File Navigational Path: Select the Printer Job Accounting Tab. To export the currently display data of the Raw, or Tallied Job Accounting Database, select this toolbar button or select Transaction > Write tallied data to a file, or Write raw data to a file.
  • Page 50 Ÿ To export the currently displayed data select this toolbar button. Ÿ On the Write Displayed Data to a File dialog, select the Delimiter and Quotes values for exporting the currently viewed Tallied Job Accounting Database. The Delimiter options are tab, space, or comma, with the default being Tab.

  • Page 51: Uninstalling The Accxes Account Management Tool

    Uninstalling the AccXES Account Management Tool NOTES: Ÿ Close the AccXES Client Tools and Account Management Tool software before running the uninstall software. Ÿ Always run the uninstaller from outside the install directories. Ÿ Uninstalling ACT or AMT will uninstall both. Ÿ...

  • Page 52: Unix

    Unix Always run the uninstaller from outside the install directories. If you run the Uninstall_AccXES program within the AccXES/Uninstaller Data directory in Unix, the current AccXES work directory, and the subdirectory that you are in, will get deleted. Normal directory functions also will not work (i.e., ls or cd). To uninstall the Account Management Tool software: Ÿ...
  • Page 53 * cd <application install directory>/UninstallerData/ * ./Uninstall_AccXES (Where <application install directory> is the directory in which InstallAnywhere originally placed the Java application. Note that these commands may differ from that shown above, depending on the version of Linux is used. The commands shown here are for a RedHat 8.0 system.) NOTES: Ÿ...

  • Page 54: Appendix 1

    Appendix 1 1. Enabling Job Accounting From the Web PMT Ÿ Log on to the Web PMT and enter your password. Press the Submit button. Ÿ After notification of the successful submission of your password, click on ACCOUNTING. Ÿ Click on the Enabled, or Optional radio button. (Selecting Enabled will require every person to enter an Account ID and User ID before using the scanner or printer).

  • Page 55: Saving Each Printer's Media Usage Data To A File Before Loading

    DISABLE, OPTIONAL). Ÿ Press the Enter key. Ÿ Press the On-line key to return to normal operation. 2. Saving Each Printer's Media Usage Data to a File Before Loading 7.0 AccXES Firmware. WARNING: Each controller's job accounting data must be saved to a file before the 7.0 AccXES firmware is loaded onto a printer, or the data will be lost.
  • Page 56 Document Submit Tool (DST) - prior to the AccXES Client Tools (ACT) Ÿ Select the Accounting toolbar button. Ÿ Type in the Account Number and Password. Ÿ Click on the Decimeters check box to change the usage measurement from square feet to decimeters. Ÿ...

  • Page 57: Appendix 2

    Appendix 2 Data Field Descriptions The following is a list of data fields for the AccXES Account Management Tool Master Database. This data comes from the job accounting records that are collected by the AMT from the defined printers. These records are displayed when the View ...
  • Page 58 NOTE: When a user specifies that a job is to be folded, the job is logged as "Folded" even if the fold job does not complete the fold process. IP Address of the Defined Network Printer - Input this address on the Add Printers dialog.
  • Page 59 Last Authorized - This is the date and time when the last authorization command was sent to the printer's controller to tell it what authorized accounts and users can be used at that printer/scanner. It shows on the Printers Tab. The authorization command is sent to the printer's controller by selecting this toolbar button on the Edit Account Associations Tab, or on the Printers Tab.
  • Page 60 Media Type - It is based on which selected media type is loaded in the printer. (To view the current list of sizes for your printer, in the Web PMT, select Processing Defaults > Media > Media Size and Media Type drop down menus.) If multiple media types or media sizes are used for the same job, the first will be listed on the Raw Job Accounting Data list on the Printer Job Accounting Tab.
  • Page 61 Tally ID - This is the Tallied Job Accounting data record identifier that is generated by the Account Management Tool. Time Stamp - Each newly created raw record and tally record will be marked with the date and time that the data record entered the Raw or Tallied Database.

  • Page 62: Amt Database Resolution

    AMT Database Resolution NOTE: If "metric units" is selected on the Job Options dialog, the raw database units are square mm and become square dm in the tallied database. If "english units" is selected, the raw database units are square inches and the tallied data is in square feet.

  • Page 63: Tallied Job Accounting Database

    appear on the Printers Tab, in the "Purge Needed" column. A toolbar button can then be selected on the Printers Tab to send another purge command to delete the controller's original copy of the transferred data. The Tallied Job Accounting Database is emptied when the raw data is retrieved from the printers.

  • Page 64: Appendix 3

    Appendix 3 Menu Commands The menu commands are located in the toolbar at the top of each AMT tab. The commands that are not valid from the currently viewed tab will be grayed out. File Menu Import Accounting File - Import account and sub-account identifiers into the AMT Raw Database, which was generated from AccXES firmware versions 2.0 through 6.1 or import a Non-AccXES file.

  • Page 65: Transaction Menu

    Edit Printer - Edit the Printer Name, Printer Description, or IP Address Printer Job Accounting Options - Open the dialog for selecting what data will be collected in the job log file at each defined printer. Printer Job Accounting Options - Open the dialog for selecting what data will be collected in the job log file at each defined printer.

  • Page 66: Index

    Index Look in the Help Files Index file to access the hyperlinks to the items in this Index list. Account Associations Account ID, Add an account to the AMT Database Account ID Data Field Accounts Tab Add an Account Add a Printer Add a User Appendix 1 Appendix 2...
  • Page 67 GenericAccountID - see Account ID GenericUserID - see User ID Help Menu Commands Importing Data From Printers Using Less Than 7.0 AccXES Firmware Installing the AccXES Account Management Tool IP Address of the Printer Job Accounting, Enabling Job Completion Time Job ID Job Name Job Options...
  • Page 68 Printer Description Printer Name Printers Tab Printer Job Accounting Tab Purge Data from the Printer's Job Log File Purge Needed Raw Job Accounting Database Record ID Retrieving Job Accounting Data from Printers Save Pre 7.0 Firmware Media Usage Data Scan Destination Scan File Size Scan Media Length Scan Media Width...
  • Page 69 View Defined Accounts View Defined Printers View Defined Users View Menu Commands AccXES Account Management Tool Administrator’s Guide...
  • Page 70 Building 845-17S Webster, New York 14580-9791 Printed in the United States of America AccXES is a trademark of the Xerox Corporation 2004. All other product names mentioned herein are trademarks of their respective companies. All rights reserved. 701P41531 May 2004...

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