Oki B4350n Technical Reference
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Oki B4350n Technical Reference

Oki B4350n Technical Reference

Job accounting technical reference
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  • Page 2 Mention of software products manufactured by other companies does not necessarily constitute endorsement by the manufacturer. The most up-to-date information is available from the Oki Data web site http://my.okidata.com. Copyright © 2004. All rights reserved.

  • Page 3: Table Of Contents

    Contents Introduction..........4 Overview .

  • Page 4: Introduction

    Print Job Accounting Utility Introduction The Print Job Accounting software, designed specifically for OKI printers in a network environment, provides job accounting features that allow you to track printer usage, calculate printing costs, and specify access available to each client (user).
  • Page 5 With Print Job Accounting, you can • Control costs by limiting access to color printing for specific clients. • Plan equipment allocation by monitoring exactly how much each client prints. • Set up billing for individual clients based on their recorded usage. Note This software saves acquired log data on the printer’s Hard Disk Drive (optional on some models).

  • Page 6: Overview

    Overview Sample Network Diagram Server: Windows XP, 2000, or NT 4.0 (SP6 or later) Printer(s) Client Macs: Client PCs: Macintosh Windows XP, OS 8.x or 9.x 2000, Me, 98, 95, NT 4.0 (SP6 or later) JA_Overview.jpg The Print Job Accounting utility requires Server computer using an appropriate Windows operating system.

  • Page 7: Operating System Requirements

    Operating System Requirements Server (Windows Only) The Print Job Accounting server software can be run under any of the following Windows operating systems, with the latest Service Pack installed. • Windows XP • Windows 2000 • Windows NT 4.0 (Service Pack 6 or later) Client Computers (Windows or Macintosh) The Print Job Accounting Client software can run under any of the following operating systems:...

  • Page 8: Installation

    Installation Cdhand.jpg Installing the Print Job Accounting Server Software 1. Place the driver CD supplied with your printer in the CD-ROM drive on the Server computer and wait for the Menu Installer to open. If the CD does not AutoPlay, click Start → Run → Browse. Browse to your CD-ROM drive and double-click Install.exe, then click OK.
  • Page 9 Job Accounting cannot be used on Macintosh OS 10.1x systems. Mac OS 9.1+ Normally, the Oki Job Accounting software is automatically installed when you install the OS 9.1+ printer driver. To activate the Job Accounting Client software once it is installed: 1.
  • Page 10 Mac OS 10.2 To install the Job Accounting Client software, see your printer’s software installation guide. To activate the Job Acccounting Client software once it is installed: 1. Before starting, have the Job Accounting ID assigned for you by your System Administrator handy. →...
  • Page 11 → → → 2. Click Applications OKIDATA Print Job Accounting. MacOS10. 3_JA_Clie ntInstall.pd 3. Double click the Print Job Accounting icon. MacOS10.2A ND3_JA_ID. 4. Click New, then enter your LoginName, UserName JobAccountingID (as established by the System Administrator) and click Save.. MacOS10.2AND3 _JA_Setup.pdf 5.

  • Page 12: Server Software Capabilities

    Server Software Capabilities Use the Print Job Accounting server software • to register printers and clients • to set print limits • to set up automatic generation of print logs. • to set up automatic email of log reports to the Administrator For Each Client, You Can •...

  • Page 13: User Name Versus Account Id

    For Print Logs, You Can • Export print logs as comma-separated value (.csv) files, which can be imported into many commercially available spreadsheet programs. • Automatically email print logs to the Administrator monthly on a selected day. • Customize items to be included in the log, setting them either manually ®...
  • Page 14 Examples of Account ID Scenarios: To Permit Only Some Clients to Print: In this case, you need not necessarily assign an Account ID to each and every client. You assign one only to those clients who are permitted to print. All other clients will be recognized as Unregistered ID(0) and all you have to do is to inhibit printing by Unregistered ID clients.

  • Page 15: Server Software

    Server Software Starting the Server Software → → → Click Start Programs Okidata Print Job → Accounting Print Job Accounting. Important! The first time you open the Server software, the following window appears. Make a note of the Server ID for future use. You can →...

  • Page 16: Server Software Pull-Down Menus

    Server Software Pull-Down Menus JA_ServerMenus.bmp File Menu Entry Function Exit Close the application. Printer Menu Entry Function Add a Printer Register a new printer. Manages multiple Set up multiple registered printers as a group. printers as a group … Delete a Printer/ Delete a registered printer or group of printers.
  • Page 17 Log Menu Entry Function Display Logs Change the display from Total to Logs. Display Total Change the display to • Total per Printer • Account ID or • Month Export Report Export the required fields for the report macro in a .csv file.

  • Page 18: Option Menu

    Option Menu Entry Function Setup … Set up: • mail server • email address for Sender • email address for Administrator • where you wish to store logs • closing date for logs (select the day of the month which determines when logs are considered previous month logs as opposed to current month logs).

  • Page 19: Setting Up Automatic Email

    Setting Up Automatic Email To set up monthly automatic email of selected print log data to the administrator, open the Job Accounting software, then: → Setup. 1. Click Option The following window appears: JA_Email_Setup.bmp 2. Set up the general information on the Mail Setup tab, including the mail server, when an email is to be sent, and the header and footer text...

  • Page 20: Defining Printer Groups

    4. On the Log Storing Folder tab, enter the path where the automatically exported logs are to be stored. 5. On the Change the closing date tab, enter the day of the month on which logs are to be closed. Log reports will automatically be emailed to the administrator on the day after this.
  • Page 21 2. Enter the Group Name of your choice, then click Next. The following window appears: JA_AddGroup2.bmp Note At this point, no printers have been registered, so none appear in the box. Printers can be added to established Groups as they are being registered. If you create a new group after registering printers, a list of the registered printers will appear in the box and can be highlighted for inclusion in the group.

  • Page 22: Registering Printers

    Registering Printers To use Print Job Accounting, you need to register printers to be managed in the Server Software. Before starting, check that the printers are powered up and properly connected. → 1. From the main Print Job Accounting window, click Printer Add a printer.
  • Page 23 2. Select the appropriate box(es). Note Only printers supported by this System will be found. If the search is unsuccessful, check that the printers are turned on, online and properly connected. – To have the software search out local and/or network printers, select Search printers and select Local Port...
  • Page 24 3. Click Next and wait while the software searches for printers. A window appears, showing a listing of all the printers found. For example: JA_AddPrinter2 .bmp 4. Select the printer you want to register from the list of printers searched and click Next.
  • Page 25 The following window appears: JA_AddPrinter3.bmp - 25 - Server Software...
  • Page 26 5. Set up the printer: Printer Name Type in a printer name containing up to 32 characters. Printer Group If the printer is to be included in a group, select the group here. Note Groups must first be defined using Printer → Manages multiple printers as a group …...
  • Page 27 The following window appears: JA_DefineFees.bmp - 27 - Server Software...
  • Page 28 • Pages Tab, Define Fees window JA_FeesPages.bmp – Page: Select to set a fee to be charged for each page printed in color and for each page printed in mono. – Sheet: Select to set a fee to be charged for each printed sheet. In this case, the same fee will be charged for two-sided printing as for one-sided printing.
  • Page 29 • Toner use amount Tab, Define Fees window JA_FeesTonerUse.bmp – Toner use amount: Select to set a standard feel per page for color and for mono printing. – Automatic calculation: Use this to set up automatic calculation of fees for toner use and save it under the name you enter. Once the settings are saved, they can be used for other printers as well by selecting the saved settings name in the Fees...
  • Page 30 • Drum use amount Tab, Define Fees window JA_FeesDrumUse.bmp – Drum use amount: Select to set a standard fee per page for color and for mono printing. – Automatic calculation: Use this to set up automatic calculation of fees for drum use and save it under the name you enter. Once the settings are saved, they can be used for other printers as well by selecting the saved settings name in the Fees...
  • Page 31 • Size Tab, Define Fees window JA_FeesSize.bmp – Size: Select to set a fee per sheet printed which varies depending on the size of media used. Click Change to set fees for individual media sizes. • Tray Tab, Define Fees window JA_FeesTray.bmp JA_FeesTray.bmp –...
  • Page 32 • Media Type Tab, Define Fees window JA_FeesMedia.bmp – Media: Select to set a fee per sheet printed which varies depending on the media used. Click Change to set fees for the different media, including transparencies, labels, letterhead, card stock, etc. •...
  • Page 33 Once the settings are saved, they can be used for other printers as well by selecting the saved settings name in the Fees drop-down box in either the “Add a printer for which logs will be → → [click a acquired”...
  • Page 34 Inhibit the initialization of HDD JA_AddPrinter_Inhibit.bmp This controls whether or not the Hard Disk Drive (if installed) and the Printer Flash (if installed) can be initialized. If initialization is inhibited, a client cannot delete the log using the printer's front panel. Use this in order to prevent the logs stored in the printer from being deleted.
  • Page 35 Use Restrictions JA_AddPrinter_Restrict.bmp You can set usage limits for unregistered clients (data sent without ID) and for local print (print from operator panel such as menu map or file list). When "Disable Printing" is set, clients cannot change other settings. •...

  • Page 36: Changing Settings For A Registered Printer

    Changing Settings for a Registered Printer 1. From the main Print Job Accounting window, highlight the printer you wish to change. → Properties. 2. Click Printer The following window appears: JA_PrinterProperties .bmp 3. Make any desired changes in settings, on the various tabs: •...

  • Page 37: Setting Up Account Ids

    Setting Up Account IDs Adding Account IDs for a Registered Printer From the main Print Job Accounting window: 1. Double click the printer for which you wish to set up Account IDs. The following window appears: JA_PrinterProperties.bmp - 37 - Server Software...
  • Page 38 2. On the User tab, click Register. The following window appears: JA_ID_Registration .bmp 3. Click Add. The following window appears: JA_AddID1.bmp Server Software - 38 -...
  • Page 39 4. Enter the appropriate selections, then click Next. The following window appears: JA_AddID2.bmp 5. Establish the new Account ID: a. Enter the following information for the new Account ID: – Account ID number – Name. – Email address: if the user will have limits set on their printing, enter their email address so that they can be informed when their limit is exceeded and again when printing is once more available to them.
  • Page 40 c. Click Next. The following window appears: JA_AddID3.bmp Notifies total result by e-mail Select to send this User an email summarizing their monthly usage of the printer. Notifies by e-mail when Limit Value is exceeded Select to alert this User by email when their set Limit Values have been exceeded, as well as when the limits have been reset and printing can be resumed.
  • Page 41 d. Make your selections, then click Next. The following window appears: JA_AddID4.bmp Disable Printing All printing is cancelled. When this is selected, other settings cannot be changed. Disable Color Printing This Account ID cannot print color data. If they submit a color print job, it is automatically cancelled.
  • Page 42 e. Select any print restrictions for the Account ID, then click Next. The following window appears: JA_AddID5.bmp f. Set limits per 24-hour period for the Account ID by any or all of the following: – Total pages – Total dollars –...
  • Page 43 These limits will be checked at the selected interval or at the time setting for the log. Note Whether the upper limits for a particular user have been exceeded is checked only at the set interval time. If the upper limits are exceeded between checks, printing continues even though the limit has been exceeded.
  • Page 44 Importing Account IDs from a Registered Printer Once you create an account ID for a registered printer, you can import it into records for other registered printers/groups in the System. The Account ID will bring with it the same settings such as usage limits, but you can change the settings for the account on the newly assigned printer (see below) once the record is imported.
  • Page 45 3. Click Other Printer. The following window appears: JA_ImportUser.bmp - 45 - Server Software...
  • Page 46 4. From the Import Source list, select a printer or group from which you want to import Account ID(s) and click Add. Any IDs not already registered for the printer appear in the User box : JA_AddID7.bmp 5. Click any Name/Account IDs that you do not wish to add and click Delete, then click OK.
  • Page 47 Changing Account ID Settings From the main Print Job Accounting window: 1. Open the Printer Tree and double click the printer for which you wish to change Account IDs. 2. On the User tab, click Register. The following window appears: JA_AddID6.bmp - 47 - Server Software...
  • Page 48 3. Click the Name for which you wish to change settings, then click Change. The following window appears: JA_IDProperties1.bmp 4. Make any desired changes, then click OK. 5. Click End, then click OK. Server Software - 48 -...
  • Page 49 Deleting Account IDs From the main Print Job Accounting window: 1. Open the printer tree and double click the name of the printer/group for which an Account ID is to be deleted. 2. On the User tab, click Register. The following window appears: JA_AddID6.bmp 3.

  • Page 50: Print Logs

    Print Logs Note The Server computer must be running continuously, or at least be running at the scheduled time(s) each day, for the software to acquire the print job information. Setting Up/Changing the Log Acquisition Interval The log acquisition interval is normally set up when you register a printer (see “Registering Printers”...
  • Page 51 Log Display Items Standard acquisition Log. The following window appears: JA_LogDisplayItems.bm Total Display Items Listing of totals for a registered printer. The following window appears: JA_TotalDisplayItems.b - 51 - Server Software...
  • Page 52 Log Export Items Items to be included in an exported log file. The following window appears: JA_LogExportItems.bmp Total Export Items Items to be included in an exported file containing a listing of totals for a registered printer. The following window appears: JA_TotalExportItems.
  • Page 53 4. Make your selections: a. Items to be included have a check mark in their box. To delete or add an item, click the box next to it to toggle the check mark on and off. b. To change the position of the item in the log, click the name, then click Up or Down.
  • Page 54 Using the Reports Tool The Job Accounting software can be used with Microsoft Excel to generate log reports using one of nine pre-programmed macros. Installing the Reports Tool 1. Place the driver CD supplied with your printer in the CD-ROM drive on the Server computer and wait for the Menu Installer to open.
  • Page 55 The file opens in Raw Data mode. 5. Select the worksheet you wish to view from the Change worksheet drop-down list (e.g., Printer Usage). The window changes to display the selected worksheet.: JA_XL_PrinterUsage.bmp 6. To print the data, press Ctrl-P. 7.
  • Page 56 Available Excel Macros Macro What is Included Account Detail Detailed information of each job for every Account ID, including: • Account ID • Job ID • Date • Document Name • Paper Size • Media Type • Total Sheets • Color Pages •...
  • Page 57 Available Excel Macros Macro What is Included Printer Summary The following information for each printer for which data is available: • Printer Name • Total Jobs • Total Sheets • Number of Color Pages Printed • Number of Duplex Pages Printed (appears only when optional duplex unit is installed) •...
  • Page 58 Viewing Acquired Logs From the main Job Accounting window, click the beside Log to expand the Log Tree. JA20_ViewAcquiredLog.bmp 8. Click the [+] beside the submenus to drill down to the log you wish to view. • Date Submenu Lists the logs by date (year/month), then by registered printer. •...
  • Page 59 Reading Log Entries The items displayed in Print Log are as follows: Log Entries [in alphabetical order] Column Description Number of sheets printed in 1200 dpi 1200dpi Number of sheets printed in 1200 x 600 1200x600dpi Number of sides printed in 600 dpi 600dpi Account ID User Account ID...
  • Page 60 Log Entries [in alphabetical order] (continued) Column Description Status Result - Printed, Rejected etc. Time the printing process started Time printing began Time the printing process ended Time printing ended Time the log was acquired from the Time the log acquisition started printer (started) Time the log was acquired from the Time the log was acquired...

  • Page 61: Client Software

    Client Software Starting the Client Software → → → On the client computer, click Start Programs Okidata Print → Job Accounting Client Change Job Accounting Mode. Setting the User Name and Account ID JA_Client.bmp There are four Job Account Modes: •...
  • Page 62 Hide Mode In this mode, the System Administrator creates an ID file that describes the information on all clients. Next, each client clicks Import ID File on their computer, then specifies this file. Printer clients need not know anything about their own Account ID. This ID file describes the information on each and every client in one line, using the following format.

  • Page 63: Checking The Status Of Printers

    Checking the Status of Printers on the Network 1. Open Microsoft Internet Explorer. 2. Type in the IP address for the printer (e.g., http://192.168.0.1). Note To find the IP address for the printer, do any of the following: • Open the Print Job Accounting software and select the printer in the Printer Tree, then click Printer →...
  • Page 64 3. Press Enter. The following Printer Status window appears: JA_WebStatus.bmp Printer Status The default opening screen. To see real-time printer status, click the Update Status button. Network Summary Clicking this will bring up a window with detailed information about the network, including •...
  • Page 65 • Port Configuration JA_WebNetworkSummary.bmp Login as Admin This brings up the “Enter Network Password” window. You must log in before accessing the Printer Menu: JA_WebEnterPassword.bmp - 65 - Server Software...

  • Page 66: Job Log

    Job Log This displays the Print Job Log for the selected printer: JA_WebJobLog.bmp Server Software - 66 -...
  • Page 67 Printer Menu Once you are logged in as the Administrator, clicking this will bring up the following window, through which you can make changes in the printer’s menu settings.: JA_WebPrinterMenu1.bmp The left pane contains a list of menu setting groups from which to select: •...
  • Page 68 3. Scroll down to the bottom of the screen and click Submit Changes: JA_WebPrinterMenu3.bmp Server Software - 68 -...

  • Page 69: Troubleshooting

    Troubleshooting Q. The printer I selected is not shown in the list when I click → → Next. Printer Add a printer A. If it is offline, the printer will not be shown. Check to see that the printer is online. There are times the printer is not shown during printing.

  • Page 70: Known Problems / Solutions

    Known Problems / Solutions 1. When using Duplex printing with the PostScript driver, if the reverse side is blank it is not counted as a page. 2. Installer installs a file for the currency unit according to the system's standard Regional Setting. If the correct file is not installed, please check the Regional Setting.

  • Page 71: Uninstalling Print Job Accounting

    OKI Print Job → Accounting Delete OKI Print Job Accounting. Uninstall the Client Software → → → On each Client computer, click Start Programs Okidata → Print Job Accounting Client Delete OKI Print Job Accounting client. - 71 - Server Software...
  • Page 72 Oki Data Americas, Inc. 2000 Bishops Gate Blvd Mount Laurel, NJ 08054-4620 Phone: (800) 654-3282 [(800) OKI-DATA] http://www.okidata.com...

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