PaperCut 3DSHU-XW User Guide

PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

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User Guide

ABOUT THIS USER GUIDE 5

1. PAPERCUT CHARGEBACK 6.1 6

Overview 6 Features 6 How it works 7 Components 7

2. ACCOUNTS, PRINT JOBS AND INVOICES 9

What is an account? 9

Main accounts and Subaccounts 9 Active and Inactive Accounts 10

Deleting accounts 10 Invoiceable and non-invoiceable print jobs 10 Comments for print jobs 11 Reporting and invoices 11

3. NAVIGATING THE ADMINISTRATION CONSOLE 12

4. ADMINISTRATION CONSOLE – BASIC OPERATIONS 14

Setting up Acco unt s 14 Viewing and Searching for Accounts 14 Adding and Editing an Account 15 Viewing Account Statistics 16 Advanced Account Operations 18 Setting Printer Cost 18 Assigning Funds to a User 19

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Setting User Privileges 21

Viewing a User’s Print History 21

5. ADMINISTRATION CONSOLE – ADVANCED OPERATIONS 23

Using Charge Rat e s 23 Setting the account defaults 23 Importing accounts 24

1. Text file importing 25

2. Directory structure importing 26

Charging different amounts for page size, color and duplex documents 27

Page Size Category Charging 28

Page Area Charging 30

Charging by specific page sizes ( grayscale and color) 30 Applying filter rules or restrictions on print queues 31

Providing uses with an “overdraft ” 34 Setting the initial credit assign e d to new users. 35 Scheduling Credit 36 Group Level Functions 37

Allocate Funds to Group Members 37

Query 38 Database Maintenance 39 Event Log 39

6. THE USER TOOLS 41

PaperCut ChargeBack Client 41

The Popup window 42 Client-side batch printing tools 44 User Inquiry Tool 44 Report Generator 45

7. REPORTS 47

Access and HTML Reports 47 The predefined reports 47 Custom reports (Access only) 49

8. POSSIBLE IMPLEMENTATION SCENARIOS 51

1. Track printing expenses and assigning them to accounts (jobs) 51

Example scenarios: 51

2. Track printing expenses by user, and optionally charging users 52

Example scenarios: 52

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

3. A combination of account and user tracking 52

Example scenarios: 53

9. SETUP GUIDE 54

Configuring the Network 54

Connecting printers to the print server 55

Sharing pri nt ers on the print serve r 56

Configuri ng Network Clients 5 6 Installing the PaperCut Software on your Print Server 56

Setup Wizard 56

Primary Server setup tasks 57 Installing the PaperCut ChargeBack Software on Network Clients 59

Run the setup file from the client workstations 59 Testing the Installation 60

10. ADVANCED PAPERCUT SETUP 61

Domains with Multiple Print Servers 61

Sharing the Centralised Accounts and User database 61

Create the “PaperCut” user 62

Installing PaperCut o n the secondary servers 62 Automated installatio n of PaperCut ChargeBack Client 63

Silent Install (advanced) 63 Client setup file 64 Automatic a rchiving of print logs 65 Automatic importing of accou nts 66

11. INSTALLING WEB TOOLS & REMOTE ADMINISTRATION 67

System Requirements for Web Administration 67 Installation 67

1. Install the Internet Server So ftware 67

2. Adding a Virtual Directory to IIS 68

3. Configure File Permissions 70

4. Testing t he setup 71

Advanced Configurati on & Customi zation 72

12. USING THE WEB ADMINISTRATION 73

All Users 73

Administration Welcome Page 73

Account Administration 73

User Administration 75

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Viewing Recent Print Job Information 76

13. INSTALLATION TROUBLESHOOTING 77

14. FREQUENTLY ASKED QUESTIONS 79

General 79 Account Tracking (Pa perCut ChargeBack only) 81 Installation 81 Operation 82 Advanced Operation 83

APPENDIX I 85

Security settings 85 Network shares created during install 85 NTFS File permissions required for PaperCut ChargeBack Install 87 Technical Facts 87 PaperCut Service command line options 87

APPENDIX II - PRINTER CONFIGURATION & HARDWARE GUIDE 88

Page Descr i ption Languages (PD L’s) 88 Connection Methods 89

Unsupported Connection Methods 89 Notes on individual printer models and manufactures 89

APPENDIX III – BATCH PRINTING AND SCRIPT SUPPORT 92

The Comma n d-Line Interface 92

Documentation - batchtool.exe 93 The COM Interface 95

The PCCBClientTool.AccountSelector Interface Definition 95

Examples 100

The script will run under any W ind ows operating system with the “Windows Scripting Host” support installed and enabled. Software License Agreement 100 Software License Agreement 101

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

About This User Guide

The manual covers the use and installation of PaperCut ChargeBack. It is divided into a number of sections:

x Section 1 – Overview of PaperCut ChargeBack - features, components, and how it

works. Introduction to accounts, and the data logged for each print job. Suitable for all

users of PaperCut ChargeBack (Chapters 1 & 2)

x Section 2 – Administrative tasks, suitable for the account and user administrator

(Chapters 3, 4 & 5)

x Section 3 – Client tools, suitable for all users of PaperCut ChargeBack (Chapter 6) x Section 4 – Reports (Chapter 7) x Section 5 – Implementation and installation, suitable for the system administrator /

network engineer. Assumes windows networking experience. (Chapters 8, 9 & 10)

x Section 6 – Web administration (Chapters 11 & 12) x Section 7 – Troubleshooting, and Frequently asked questions (Chapter 13 & 14)

IMPORTANT: It is especially recommended that both Chapter 2 (Accounts, print jobs and

invoices) and Chapter 8 (Possible Implementation Scenarios) are read before installation, as they explain the ways in which PaperCut ChargeBack can be used, and how it can be configured to achieve different results.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

1. PaperCut Cha rgeBack 6.1

Overview

PaperCut ChargeBack provides advanced print tracking and cost recovery features by allowing

the tracking of print job costs by account (job number, client, project, department, etc) as well as by user. It works by requesting the user to allocate each print job to an account or job number via a mandatory Pop-Up window. This makes PaperCut ChargeBack especially suitable for businesses and organizations that:

x Need to track costs by account (job number), such as:

o accounts for clients and their jobs/projects. (eg. for businesses that need to pass

on printing costs to their clients)

o accounts for the service, purpose or category of a printout. (eg. for organizations

that might provide multiple services and need to gather printing statistics)

o accounts for each department / faculty of an organization. (eg. a university or

school environment)

x Need to track costs by user:

o monitoring employees’ pr int usage and applying quotas.

x A combination of tracking by account and/or user

If your organization in tracking user printing only, we recommend our PaperCut Quota application. More information on PaperCut Quota is available from the www.papercut.biz website.

The installation and use of PaperCut ChargeBack will:



Provide accurate print job cost tracking



Enable easy cost recovery through powerful reports, such as the invoice report



Promote environmental and economic responsibility when printing.

Features

x Track print jobs by account and user x Hierarchical account structure to allow grouping – especially useful for reporting purposes x Full archiving of print job details x Powerful reporting and statistics

x Reports are generated as HTML, or in Access 97, 2000, or later

x Reports may be customised to suit your needs

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

x Support for large and small networks, with multiple print server capability x Easy setup. No special drivers to install. No backend databases to configure x Differential print charging allowing different costs for each printer x Allows an appropriate cost to be set on Color Printers x Works with common laser and inkjet printers x Integrates into the network users and groups environment x Easy account setup and simple administration x Facility for the importing of accounts (which represent job numbers, cilents, departments,

etc)

x Optional integration with acc ounti ng pac kages x Upgradeable Page Counting Machine allowing future printer/hardware support (similar to

virus protection “dat” updates)

x Ability to detect and delete duplicate print jobs and filter documents by type, cost or size. x Client-side COM and command-line tools to assist with batch or scripted print tasks

How it works

PaperCut ChargeBack is a client-server application. Its core operation is described as follows:

x The PaperCut ChargeBack Server consists of a Windows Service runs on each print

server. It monitors and intercepts incoming print jobs, counting the number of pages in each print job. It then performs the following tasks:

x Wait to be notified of the account for the print job (depending on configuration settings) x Debits the cost of the print job from the appropriate user’s credit x Increments the page and cost counters for the appropriate printer x Increments the page and cost counters for the appropriate account (or job number) x Stores the print job information in its internal database

x The PaperCut ChargeBack Client that runs on users’ workstations. It runs in the

background during users’ sessions, listening for print jobs that the user may print. When a document is printed to a printer that requires account information, it pops up a window, prompting the user to enter an account. The PaperCut ChargeBack Client runs automatically when users log on.

Components

PaperCut ChargeBack consists of the following components:

x Server components:

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

o The Windows Service whic h operat es as des c ribed a bov e. o An Administration Console that runs on each print server. This allows the

administration of PaperCut, as explained in Chapters 2 to 4.

o An Archive facility, which is an application that is scheduled to run daily. It

archives the print job logs from the working-database to archives for longterm storage and reporting capability.

o An Automatic account import program, which enables system

administrators to schedule the bulk importing of accounts periodically. This means that when new job numbers or clients are created, they can be imported into PaperCut ChargeBack without the system administrator manually entering in their details.

x Client components:

o The PaperCut ChargeBack Client which oper ates as des cr ibed abov e. o The User Inquiry Tool, which is an application that shows users’ credit o The Report Generator, a tool which collates account and job log information

from all the print servers on the network into a single database which can be used for reporting purposes.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

2. Accounts, print jobs and invoices

This chapter explains in detail the structure of accounts, and the data that is captured by PaperCut ChargeBack for each print job. It also explains how the data can be used for invoicing purposes.

What is an account?

Accounts in PaperCut ChargeBack can be used to represent your clients, departments, job numbers, projects and/or expense accounts. (Note: this should not be confused with users or user accounts on your network). Each account has the following attributes:

x Main account, or subaccount x Active or inactive x Deleted or not deleted x Whether to allow non-invoiceable print jobs to be assigned to the account x Whether to require comments / descriptions for each print job assigned to the account

These are explained below.

Main accounts and Subaccounts

Accounts in PaperCut ChargeBack are structured hierarchially. This means that there are two types of account – main accounts and subaccounts. Each subaccount belongs to a main account,

and there are an unlimited number of main and subaccounts allowed in PaperCut ChargeBack.

This system allows you to group related accounts together for reporting and statistical purposes. For example, main accounts can be created for clients, and subaccounts for each project/job for each client. Alternatively, a main account can be created for each job number, and subaccounts optionally created for sub-items within each job number.

This is shown in the following screenshot.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 1. Example of main an d su b - acc ou n ts

Active and Inactive Accounts

Over time, accounts may become redundant – for example, a project may be complete and no further printing will occur. The account can then be marked as Inactive so that it does not appear in the client-popup window. Thus, users will no longer be able to assign costs to it.

PaperCut archives all print jobs to allow for historical reporting. Active accounts are accounts that may have costs assigned to them, whereas Inactive accounts may not.

Deleting accounts

When you delete an account from the PaperCu t Char geB ack Administration Console, it is removed from view in the console. However, if costs are assigned to that account, the account will still appear in the Report Generator.

Invoiceable and non-invoiceable print jobs

By default all print jobs are invoiceable. That is, once they are assigned to an account, they will appear on the invoice report for that account, allowing for easy cost recovery.

However, some organizations require the ability to assign print jobs to accounts, but not all their print jobs will be invoiceable.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

n such cases, the relevant accounts can be set to allow print jobs to be non-invoiceable. Then

I when a user prints and selects the account, the user will also be able to choose whether to include the print job in the invoice report, or not.

This gives organizations extra flexibility when tracking costs. Reports can also be run on invoiceable, and non-invoiceable print jobs, thus allowing reporting of costs that are recoverable and not recoverable from clients or departments.

Comments for print jobs

You may choose to allow or require users to enter in a comment whenever they assign a print job to a given account. These comments can then show up in reports – such as showing a

breakdown of costs for a client, or allowing a project manager to review costs.

By default, comments are not required for print jobs. However, you can change this default setting to make comments either mandatory, or optional.

Each account has its own setting for comments. For example, you may wish to enforce comments for internal expense accounts, but not require them for one particular job number. This flexibility is provided to suit your needs.

Reporting and invoices

Please note: the reporting process is further explained in Chapter 7.

All but one of the reports can be run to show data for invoiceable print jobs, non-invoiceable print jobs, or both. (The exception is the Invoice report, which will only show invoiceable print jobs in the report.)

This allows the reporting of cost recoverable, or non-cost recoverable, or all expenses for a given account.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

3. Navigating the Administration Console

The PaperCut Administration Console is divided up into seven sections; Users, Groups, Printers, Accounts, Options, Event Log, and About. Each section may be viewed by clicking on the appropriate icon on the navigation bar located on the left hand side. The options available under each section are as follows:

Accounts

x Create and edit accounts. x Reset the account counters x View statistics for accounts x Import accounts using the Import Account Wizard x Set default account settings

Users

x View credit in each user’s account x View total pages printed by each user x Assign or add funds to a user’s account x Select whether a user has the privilege to continue printing after exceeding

their allocated funds

x View a users printing history

Groups

x Batch assign funds to members of a domain group x Query information about group members, such as the number of pages

printed.

x Set rules which govern the initial credit assigned to any new user added to

the network in the future

x Schedule tasks to top-up user’s accounts up at regular intervals

Charging

x Select the cost users will be charged to use printers. x Select your internet charging method, based on either time or data usage x Set the cost per page for the selected printers. x Set filter rules and restrictions on selected printers. x Set Internet charging costs, either cost per Megabyte or cost per time period. x View the total number of pages printed on each printer. x List recent print jobs and printing history

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Options

x Set your printing and Internet charging configuration. x Perform maintenance on the PaperCut user database. x Set system defaults x Customize “printing denied” WinPopup message

Event Log

x View detailed log of print jobs and Internet usage x View detailed transaction logs to see a full audit trail credit changes x View PaperCut application events and status x Import, administer and track usage of TopUp cards x Export detailed printing information to MS Access or MS Excel x Run PaperCut’s customizable reports

About

x Licensing information x Version information x Enter license/registrati on k e y

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

4. Administra tion Console – Basic Operatio ns

Setting up Accounts

Please ensure that you have an understanding of the concepts of main and sub accounts, active and inactive accounts and invoiceable print jobs (refer to Chapter 2) before setting up accounts on your system.

Accounts can be set up to suit different organizations’ needs, as explained in Chapter 8. It is important that your organizations’ requirements are considered when deciding upon a structure for accounts.

Each account may also be set to allow print jobs assigned to that account to have a comment (description) associated with each job, and also whether to allow print jobs to be non-invoiceable. These two features give organizations more control when reporting and invoicing.

Viewing and Searching for Accounts

To viewing and searching for accounts:

1. Click on the Accounts icon on the left-hand side of the PaperCut ChargeBack Administration Console. You will see a screen similar to that shown in Figure 2.

2. Accounts are displayed, grouped by main account. The main accounts are sorted alphabetically, and the subaccounts for each group are also sorted alphabetically.

3. When the All Accounts option is selected, all accounts will appear in the accounts list. When the Active Accounts option is selected, then active main accounts and active subaccounts (together with their parent account) are shown. The converse is true when the Inactive Accounts option is selected.

4. When the Search option is selected, then accounts containing the search string will be displayed, according to the following rules:

a. If a main account matches the search string, it and its subaccounts

will be displayed. For example, if main accounts are created for your clients, then you can search for all accounts for a given client by typing the client’s name in the search box.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

. If a subaccount matches the search string, it will be displayed

together with its main account, so you can at once see the

subaccount’s parent.

Figure 2. Account administration

Adding and Editing an Account

To add an account:

1. Click the Add Account button.

2. Enter the det ai ls for your acc ount.

To edit an account:

1. Select the account you wish to edit from the list. Then double click the account, or click the Edit Account button. This will bring up a screen similar to Figure 3.

2. Modify the details for your account.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 3. Editing account details

Viewing Account Statistics

PaperCut provides quick account statistics for print jobs that are printed to printers shared on the server on which the administration console is running. This enables the quick viewing of statistics. For more detailed information and statistics (and information that covers all print jobs across all print servers), reports must be used (Chapter 7).

To view statistics for an account:

1. Select the account you wish to view statistics for, and click the Account Stats button.

2. You may view statistics over a variety of time periods, grouped by users, printers or view recent print jobs. If the selected account is a main account that includes subaccounts, you also have to option of including subaccounts in the statistics. (See Figures 4a and 4b.)

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 4a. Account statistics – recent print jobs

Figure 4b. Account statistics – summary by users

To view statistics for all accounts:

1. Click the Total Stats button.

2. You may view statistics over a variety of time periods, grouped by users, printers or view recent print jobs.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Advanced Account Operations

The advanced operations of setting account defaults and importing accounts are explained in Chapter 5.

Setting Printer Cost

To begin charging for jobs printed on a particular printer:

x Add the printer to the charging list. x Set the cost per page for the printer. x Check the “Requires Account” checkbox according to your needs. Refer to

Chapter 8 for some examples where this feature is used.

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To add a printer:

Figure 5. Printer section co n tr o ls th e cos t of pr i nting.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

1. Click on the Printers icon on the left-hand side of the PaperCut Administration Console.

2. Click Select Printers… to display a list of printers available on the server.

3. In the Available column, select the printer(s) you wish to add.

4. Click the Add button followed by the OK butt on.

The printer will appear in the charging list with a cost of $0.00 per page printed. This cost should be changed to a more appropriate value.

To set the cost per page:

1. Select the printer in the charging list. The printer name will be displayed in the top right-hand corner.

2. Edit the cost in the cost per page edit box.

3. Click the Set button or press Enter to apply the change.

Tip: If you would like to track printed on a printer, but don’t wish to charge users for its use, add the printer to the charging list and leave its cost per page at zero.

Assigning Funds to a User

The funds in a user’s account can be changed with any one of the following methods:

x Credit can be set to any value x Funds can be added with the Quick Add buttons. x Any value of credit can be added to the funds currently in the users account.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 6. The user sect io n lis ts users and their account bal a nce .

To set the funds in a users account to $50.00:

1. Select the user’s logon name in the user list. The user’s name should be displayed in the top right-hand corner.

2. Click in the credit box and change the value to 50 .

3. Click the Set button or press Enter to apply the change.

To add $10.00 using the Quick Add buttons:

1. Select the user’s logon name in the user list. The user’s name should be displayed in the top right-hand corner.

2. Click on the $10.00 Quick Add button.

To add $7.20 to a users account:

1. Select the user’s logon name in the user list. The user’s name should be displayed in the top right-hand corner.

2. Click in the edit box immediately bellow the Quick Add buttons, and change the value to 7.20 .

3. Click the Add button or simply press Enter.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Setting User Privileges

PaperCut gives you the option of tracking expenses by account and user, as expla ine d in Chapter

8. Users should be assigned Unrestricted privileges according to the following guidelines:

x Use Unrestricted privileges if:

o You wish to charge for print jobs by account, and individual users have no

printing quotas

o You wish to monitor printer costs incurred by users silently

x Do not use Unrestricted privileges if:

o You wish to charge for print jobs by account whilst enforcing printing quotas for

individual users

o You wish to institute a user-pays policy

For users without the Unrestricted privilege, PaperCut determines if the user has sufficient funds when they attempt to print documents. If the cost of printing the document is higher than the credit in their account, printing will be denied.

Note: In PaperCut ChargeBack, users are set to Unrestricted by default.

To set a user to Unrestricted:

1. Select the user’s logon name in the user list. The user’s name should be displayed in the top right-hand corner.

2. Check the Unrestricted option located below the Quick Add buttons.

3. The user’s icon in the user list will change to an unlocked padlock.

Viewing a User’s Print History

PaperCut ChargeBack maintains a detailed audit of each user’s print activity. All printing activity is logged in the PaperCut event log. All print job information can be viewed in the Event Log section. For convenience, a user’s print history can also be accessed via the Users section.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 7. Click Print History… to view a user’s recent print jobs.

To view a user’s print history:

1. Select the user’s logon name in the user list. The user’s name should be displayed in the top right-hand corner.

2. Click the Print History… button. The User Information dialog box will appear.

To view recent print jobs printed on a particular printer:

1. Select the Printers section by clicking on the printer icon.

2. Select the appropriate printer from the printers list.

3. Click the Recent Jobs… button. The Recent Print Jobs dialog box will appear.

Note: the list of print jobs that are printed against accounts can also be accessed via the PaperCut reports, explained in Chapter 7.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

5. Administra tion Console – Advanced Operations

Using Charge Rates

The Charge Rate button defined under the Global Options settings section provides a way for

Administrators to allow users to “discount” or “increase” the cost of a print job shown on an account invoice or detailed report. By default, all print jobs are charged at 100%. Adding an additional charge rate in addition to the “Default” (100%) will enable a drop-down box on the Popup client.

Common uses of charge rates include:

x Discounting draft prints printed on low quality paper x Charging full rate or increased rates for “final prints” x Charging a premium if printing is performed on good quality drafting film

Charge rates are a global option – they are made available to all users and can be applied to all accounts.

Figure 7.1. Editi n g Charge Rates

Setting the account defaults

Whenever a new account is created, whether through the administration console, web administration or account importer, a number of fields are defaulted. To change these defaults, click on the Account defaults button in the Accounts section of the Administration Console. This will bring up the window shown in Figure 8.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 8. Account default settings

You can change the default policy for comments and non-invoiceable print jobs to suit your

organization’s needs. All new accounts will then default to these settings. You can also apply these settings to all existing accounts by clicking the Apply defaults to all accounts button.

Importing accounts

Organizations with large numbers of clients or job numbers will find it necessary to import the list of accounts into PaperCut . This is achieved easily using the Account Import Wizard. To start this wizard, click on the Impo rt Accounts button in the Accounts section of the Administration Console. The wizard (Figure 9) will appear.

Figure 9. Account Import Wizard

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

he wizard will guide you through the import process. Two different sources of data are available

T in the standard PaperCut ChargeBack distribution:

1. Text file – the most versatile and flexible method of importing accounts

2. Directory structure – useful if your organization has a “clients” directory on your fileserver, and you wish to synchronise accounts against that directory

Note: importing accounts will add accounts to your PaperCut database if they do not already exist. It will not rename, remove or delete any existing accounts.

1. Text file importing

A text file can be used to represent the hierarchy of accounts, and inactive/active accounts. One line is used per account, and a subaccount is represented by starting the line with a ~ character, and an inactive account with a ^ character. This is best illustrated in the following example – the following textfile gives the pr eview shown in Figure 10.

Project number 1 ~^Task 1 ~Task 2 ~Task 3 Project number 2 ~Task 1 ~Task 2 Internal costing ~Legals ~Accounting ~Promotion and marketing

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 10. Account importing from an example text file

2. Directory structure importing

All accounts imported via a directory structure are assumed to be active. Importing the directory C:\Clients in the following example will give the directory structure shown in Figure 11. Note that you can also turn off the scanning of subdirectories so that only main accounts, and not subaccounts, are imported.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Figure 11. Account import ing from an example directory structure

Once you have run the wizard for the first time, PaperCut will remember your settings for subsequent imports. You can also choose to schedule regular imports – for example, you may

choose to import from a text file that gets updated whenever a new job number is created. A daily scheduled import will ensure that that new job number will be added automatically to the PaperCut database without any manual intervention. For more details, refer to Chapter 10.

Custom interfaces to accounting packages can also be built to suit your organization’s needs. Contact support@papercut.biz

for more details.

Charging different amounts for page size, color and duplex documents

PaperCut has the ability to set different costs for documents printed on different paper sizes, reduced cost for grayscale documents, and reduced costs for using duplex (double side printing).

The cost per page for a given document is determined by the PaperCut Job Attribut e Detector (jad.dll). The JAD will analyze each print job and determine the cost as defined by the advanced printer charging rules.

Accessing the advanced prin t chargin g ru le s:

1. Select the Charging section by clicking on the printer icon.

2. Select the appropriate printer from the printers list.

3. Click the Advanced… button. The Advanced Printer Options dialog box will appear.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

NOTE: There is an Advanced Printer Options dialog for each printer in the charging list.

By default, the advanced options are disabled for each printer. The advanced options should only be enabled for printers that support one of: duplex printing, different page size trays, or color.

There are three different ways of charging based on page size, duplex and color, which are tailored to different scenarios:

1. Page size category charging – simple charging for printers with multiple paper trays

2. Page area charging – simple charging for printers and plotters with multiple paper trays

3. Charging by specific page sizes (grayscale and color), with a default cost set at a flat rate, or by page area – the most powerful method suitable for design, architecture, engineering firms with advanced pri n ters and plotters

Page Size Category Charging

A practical example:

I have a color printer that supports A3/A4 printing and duplex. I would like to define rules to:

x Charge $1.00 per page for A4 (standard size) color printing. x Charge $0.40 per page if the users select grayscale (black & white) – a $0.60

discount for grayscale

x Charge an extra $0.80 if they use large A3 paper x Offer a 50% discount for duplex to encourage double sided printing.

To accomplish this complex set of charging rules, the user should setup the Advanced charging options for the particular printer as defined in the screenshot below:

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Note that in this example, the user’s printer does not support very large page size, so this option is left at the default “zero”.

The PaperCut Advanced Printer Options offers a very powerful rule set to define a fair page cost. Rules can be defined using fixed markups or discounts, or percentage based modifications. The above example uses a mixture of fixed and percentage based modification of cost and should be used as a guide for setting up appropriate cost.

Attribute Applies To

Grayscale

Documents printed with the “grayscale” or “black & white” options selected from the printer properties dialog box.

Standard Page Size

A4, A5, A6, A7, B5, Letter, Legal, Executive, Foolscap, Envelopes

Large Page

Very Large Page

Duplex

A3, B3, B4, Ledger, Tabloid, etc. A0, A1, A2, B2, etc Documents printed with the “duplex” or “double

sided” options selected from the printer properties dialog box.

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PaperCut ChargeBack 6.1 Advanced Print Tracking and Cost Recovery for Windows Networks

Page Area Charging

A practical example:

I have a color printer or plotter that supports a range of page sizes. I would like to define rules to:

x Charge $10.00 per square metre of page size for color printing. x Charge $4.00 per square metre of page size for grayscale x The printer does not support duplex, so the duplex discount is set to 0%

To accomplish this complex set of charging rules, the user should setup the Advanced charging options for the particular printer as defined in the screenshot below:

Note that in this example, the user’s printer does not support duplex, so this option is left at the default “zero”.

Charging by specific page sizes (grayscale and color)

This method is most suitable for design, architecture and engineering firms.

A practical example:

I have a color plotter that supports a variety of page sizes. I would like to define rules to:

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+ 71 hidden pages

PaperCut 3DSHU-XW User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

User Guide

About This User Guide

1. PaperCut Cha rgeBack 6.1

Overview

Features

How it works

Components

2. Accounts, print jobs and invoices

What is an account?

Main accounts and Subaccounts

Active and Inactive Accounts

Deleting accounts

Invoiceable and non-invoiceable print jobs

Comments for print jobs

Reporting and invoices

3. Navigating the Administration Console

Users

Groups

Charging

Options

Event Log

About

4. Administra tion Console – Basic Operatio ns

Setting up Accounts

Viewing and Searching for Accounts

Adding and Editing an Account

Viewing Account Statistics

Advanced Account Operations

Setting Printer Cost

Assigning Funds to a User

Setting User Privileges

Viewing a User’s Print History

5. Administra tion Console – Advanced Operations

Using Charge Rates

Setting the account defaults

Importing accounts

1. Text file importing

2. Directory structure importing

Charging different amounts for page size, color and duplex documents

Page Size Category Charging

Page Area Charging

Charging by specific page sizes (grayscale and color)