Xerox AccXES 10.0 Administrator's Guide
AccXES Account Management Tool
Administrator’s Guide
Version 10.0
701P41531 May 2004
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.
Pentium is a registered trademark of the Intel Corporation.
Red Hat Linux is a registered trademark of Red Hat, Inc.
Sun Sparc is a registered trademark of Solaris.
Windows® 95/98, Windows® NT, Windows ®XP, and Windows® 2000 are
registered trademarks of Microsoft Corporation.
AccXES Account Management Tool Administrator’s Guide 2
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 .....................................................................................................9
Mac OS X..................................................................................................................10
RedHat......................................................................................................................11
Clean Installation.........................................................................................................12
Tutorial.............................................................................................................................13
Before Using the Account Management Tool.........................................................13
Using the Account Management Tool......................................................................14
Accounts Tab..................................................................................................................23
Overview.......................................................................................................................23
How to Use the Accounts Tab ..................................................................................23
Add an account to the Accounts Database.........................................................23
Delete an account in the AMT Accounts Database...........................................24
Find an account in the Accounts Database.........................................................25
Status.........................................................................................................................25
Users Tab........................................................................................................................26
Overview.......................................................................................................................26
How to Use the User Tab ..........................................................................................26
View a list of currently defined users....................................................................26
Add a User to the Users Database.......................................................................26
Delete a user in the Users Database...................................................................27
Find a user in the Users Database.......................................................................28
AccXES Account Management Tool Administrator’s Guide 3
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................................................................31
Perform validation, update, and data purge maintenance for columns that
contain checkmarks................................................................................................31
Meaning of the Other Columns in the Printers List................................................33
Status.........................................................................................................................33
Edit Account Associations.............................................................................................34
Edit Account Associations Windows.......................................................................34
How to Connect Accounts - Printers - Users on the Edit Account Associations
Dialog............................................................................................................................35
Printer Job Accounting Tab ..........................................................................................37
Overview.......................................................................................................................37
How to Use the Printer Job Accounting Tab ...........................................................37
Importing Data from printers using pre - 7.0 AccXES firmware.......................37
Viewing AMT Job Accounting Data ......................................................................37
Selecting printer job options and how long data records remain in the AMT
Raw Database..........................................................................................................38
Retrieving (Collecting) Job Accounting Data from the Printers and Updating
the AMT Raw Job Accounting Database.............................................................38
Creating Data in the AMT Tallied Job Accounting Database...........................39
Deleting Records Manually....................................................................................39
Exporting Data from the Raw or Tallied Database.............................................40
Status.........................................................................................................................40
Job Accounting Options ................................................................................................41
Select the following Job Accounting Options..........................................................41
Importing Data into AMT ...............................................................................................44
Importing a Pre 7.5 AccXES File..............................................................................45
AccXES Account Management Tool Administrator’s Guide 4
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
2. Saving Each Printer's Media Usage Data to a File Before Loading 7.0
AccXES Firmware...................................................................................................55
Appendix 2.......................................................................................................................57
Data Field Descriptions..............................................................................................57
AMT Database Resolution.........................................................................................62
Raw Job Accounting Database.............................................................................62
Tallied Job Accounting Database.........................................................................63
Appendix 3.......................................................................................................................64
Menu Commands........................................................................................................64
File Menu......................................................................................................................64
View Menu....................................................................................................................64
Configuration Menu....................................................................................................64
Transaction Menu.......................................................................................................65
Help Menu....................................................................................................................65
Index.................................................................................................................................66
AccXES Account Management Tool Administrator’s Guide 5
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.
Ÿ The AMT Administrator can import the account identifiers and sub-
account/user identifiers, and also data from a file of saved pre -7.0
AccXES firmware data. The account identifier will be converted into the
Account ID. The sub -account/user identifiers will be converted into a
UserID, or as part of the Account ID, depending on the AMT
Administrator’s choice at the time of import.
Ÿ The AMT Master Database consists of the following database tables:
Accounts, Users, Printers, Associations, Raw Job Accounting Database,
and the Tallied Job Accounting Database.
Ÿ The AMT Administrator defines the accounts on the Accounts Tab. They
are stored in the Accounts table. The defined users are stored in the
Users table. The defined printers are stored in the Printers table. On the
Edit Account Associations Tab, the AMT Administrator links specific users
and printers to the defined accounts. The associations are stored in the
Associations table.
NOTE: The maximum number of AMT records allowed are: 9999
accounts, 9999 users, 999 printers, and 12,000 associations (for 128 MB
minimum of 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 associat ions feature.
If AMT is reaching its associations limit, a popup message will warn that
the associations cannot be created. Delete unused or obsolete accounts,
users, or printers in the database to reduce the number of associations,
which will also delete any associations that reference that
account/user/printer.
Ÿ The AMT Administrator will issue an AMT command to each printer to
retrieve a copy of the media usage data, which is in the job log file in the
printer's controller. The AMT then sends a command to each printer to
purge the original data. The retrieved data will remain in the AMT Raw Job
Accounting Database until it is deleted manually, or until the specified
number of “Keep Raw Printer Record Intervals” days is reached.
Ÿ The raw data can be export ed, or tallied first and then exported from the
Tallied Job Accounting Database into another software, such as
Microsoft® Excel, for analysis.
NOTE: When the tally or raw data is written to a file, give each file a
AccXES Account Management Tool Administrator’s Guide 6
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 7
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 MacOS X 10.2.x
Sun w/ SPARC processor, minimum 333
MHz
NOTE: Windows 95/98 are no longer officially supported.
Minimum Requirements
Ÿ AccXES Firmware 6.2 – 10.0
Ÿ 30 megabytes of available disk space
Ÿ 128 megabytes of memory minimum with a recommendation of 256
megabytes
Ÿ For PC platforms minimum 1 GHz Pentium
Ÿ For Solaris platforms minimum 333 MHz
Ÿ CD ROM for installation
Ÿ Mouse or other pointing device
Ÿ 800 by 600 resolution display
Ÿ TCP/IP network capability
Solaris Version 2.6/2.7/2.8
AccXES Account Management Tool Administrator’s Guide 8
Installing the AccXES Account
Management Tool
The Account Management Tool and the AccXES Client Tools software are
installed during the same installation process. The installation can be done from
the Xerox website, or from a CD-ROM.
WARNING: Prior to uninstalling the AccXES Client Tools (ACT), if you will
be upgrading to AccXES firmware 7.0, or greater, retrieve the job accounting
data first by using the ACT Accounting Tool, then save it to a file. Otherwise, the
data will be lost.
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.
Ÿ Select the hyperlink that refers to “AccXES 88xx/ X2-Tech/ 510/ 721P”.
Ÿ Under your type of driver, select Drivers & Downloads.
Ÿ Select your Operating System and Language. Press the Go button.
Ÿ In the Utilities & Applications section, choose the “AccXES Client Tools
(ACT) & AccXES Account Management Tool (AMT) hyperlink.
Ÿ Select the Start button.
Ÿ Select the Open or Save button to start the zip file download, which may
take an hour.
Ÿ Double click on the downloaded zip file. For Windows, double click on the
install.exe file that is listed. The installation file for Solaris is install.bin, and
for RedHat it is setup.bin. Select OK.
Ÿ On the AccXES Client Tools screen, select your language and OK , then
follow the screen prompts
From the CD-ROM
Windows and Unix
1. Start Windows on your PC or start your UNIX workstation and log on to your
AccXES Account Management Tool Administrator’s Guide 9
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 CDROM is mounted.
3. The Install Anywhere software will load.
4. At the bottom of the "AccXES Client Tools" screen, select your language from
the drop down menu. Click the OK button.
5. Enter the install password AMTPASSWORD to proceed with the Account
Management Tool and AccXES Client Tools installation. Select the NEXT
button.
6. Read the Introduction, License Agreement, and information screens, clicking
the Next button to get to the next screen.
7. On the "Updating your XES Software" screen, read the message and select
the Install button.
8. If the current version of the AMT software already exists on your machine, or
if the version that you have on your machine is too old to get updated, then an
"Update Failed" screen will appear. You will need to select the Done button to
stop the installation. See the "Uninstalling..." page on how to uninstall your
AMT software before continuing with the current installation.
9. On the "Choose Install Folder" screen, click on the Choose button to select
where you want the software installed. The default location in Windows is
C:\Program Files\ AccXES. Click the Next button.
10. On the "Choose Shortcut Location" screen, select On the Desktop, if you
want an AccXES Client Tools shortcut to show on your desktop. You can also
select the "Create Icons for All Users" feature. Select the Next button.
11. On the "Choose Install Set" screen, select the ACT&AMT button. Select the
Next button.
12. The installing process will take place.
13. On the "Install Complete" screen, click the Done button.
Mac OS X
1. To install this application on a MacOSX system, insert the CD-ROM into
the CD-ROM drive and enter the following commands:
* At the top level of the install CD, right click on "setup.zip".
* Select "Copy "setup.zip".
* Right click on the Desktop and select "Paste item".
AccXES Account Management Tool Administrator’s Guide 10
* 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. Follow the instructions on the web page. (In all cases is the directory
where the CD-ROM is mounted. Note that these commands may differ from
that shown above, depending on the version of MacOSX being used. The
commands shown here are for MacOSX 10.3.x.)
RedHat
1. To install an application on a RedHat 8 system, insert the CD-ROM into the
CD-ROM drive and enter the following commands:
* cd /AccXES/InstData/Linux/VM/
* ./install.bin
or
* cd
* ./setup.bin
2. To install the application on a Linux system using a web browser, insert
the CD-ROM into the CD-ROM drive and load /AccXES/install.htm into the
browser. Follow th e instructions on the web page. (In all cases is the
directory where the CD-ROM is mounted. Note that these commands may
differ from that shown above, depending on the version of Linux used. The
commands shown here are for a RedHat 8 system.)
NOTE: If you want to install another language version of the ACT- AMT
application to the same directory, you must first uninstall the existing ACT- AMT
application.
AccXES Account Management Tool Administrator’s Guide 11
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. The uninstaller does not remove it.
WARNING: Uninstalling the Account Management Tool will leave the
saved AMT data files. However, if you manually delete files, create a backup
copy of the saved AMT data files first.
It is important to do a manual backup of th e AMT database files on a regular
basis. The names of the AMTdatabase files are: AccXESjadb.backup,
AccXESjadb.data, AccXESjadb.script, AccXESjadb.properties. In the
Windows environment, the default location of these data files is C:\ Program Files
\AccXES\ AMTdatabase. If you accidentally corrupt or delete the saved AMT
data files, they cannot be recovered. Your manually backed up files would then
need to be copied into the AMT database folder.
The following table describes where the XES preferences directory is located on
various platforms.
CAUTION: Removal of the directory will cause loss of all ACT user device
settings.
Type of Platform
Windows NT C:\WINNT\Profiles\<User Name> \XES
Windows 2000 /NP C:\Documents and Settings\<User Name>\XES
Solaris 2.6-2.8 <home directory>/.XES
Location of XES Preferences Directory
RedHat Linux 8.0 <home directory>/.XES
MacOS X 10.2.x <home directory>/.XES
AccXES Account Management Tool Administrator’s Guide 12
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. Turn on each printer and scanner with which the Account Management Tool
will be interacting.
2. Enable job accounting at each printer as follows.
Ÿ Open your web browser, such as Microsoft Internet Explorer.
Ÿ In the Address field, type in your printer’s IP address, such as
13.10.144.8. This will open the Web PMT software, which manages
the printer settings.
Ÿ In the Web PMT, select Session Setup.
Ÿ Enter your password, or 0 as the default password.
Ÿ Press the Submit button.
Ÿ Click on ACCOUNTING to display the Accounting Page.
Ÿ Copy down the Machine Name, which will be needed later in this
tutorial.
Ÿ Click on the Enabled or Optional radio button. Selecting Enabled will
require every user to enter an Account ID and User ID into the scanner
or Document Submit Tool before every print or scan job. Selecting
Optional gives each user the choice of using, or not using, an Account
ID and User ID. When these identifiers are not used, the job
accounting data will be logged in the controller’s job log file as
GenericAccountID and GenericUserID.
Ÿ Press the Update Printer button to set th e mode. The Controller will
send a message back indicating the success of your request.
NOTE: Job Accounting can also be enabled on the scanner, or on the
printer user interface. See Appendix 1 for details.
3. Save the data from each printer controller's job log file that is using pre- 7.0
AccXES firmware, or the data will be lost when AccXES firmware 7.0, or
greater, is loaded. If you do not need to do this, go to the step entitled “Install
the 8.0 AccXES firmware”.
Ÿ On the Web PMT Main Menu toolbar, select ACCOUNTING.
Ÿ Select Reports.
Ÿ On the Reports Page put in the account and sub-account for which you
want to retrieve media usage data. To retrieve system account data,
AccXES Account Management Tool Administrator’s Guide 13
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.
NOTE: Pre 7.0 AccXES firmware accounting data can also be saved by
using the AccXES Client Tools' Accounting Tab, the DST prior to the
AccXES Client Tools, or it can be saved to a floppy disk. See Appendix 1
for details.
Using the Account Management Tool
1. At the computer where the only copy of the Account Management Tool will
reside, install the AMT software. See the "Installing..." page for details.
2. Import the account identifiers, and sub-account/user identifiers that were
saved to a file from printers. AccXES generated account data can also be
imported. See the “Importing Accounting File” page for details.
3. Add Accounts on the Account Tab as follows.
Ÿ Select the Accounts Tab.
Ÿ Select this toolbar button, or select Configuration > Add >
Account. You will be creating accounts on the “Add Accounts” dialog.
NOTE: It is easiest for the user if you make the Account IDs and User
IDs with as few characters as possible, and use numbers as much as
possible instead of letters. This is because the scanner’s keypad has
numbers and letters on the same keys. On the scanner, one keypad
button may need to be pressed several times to locate the desired
letter, and the Next button needs to be selected in between numbers, if
the same number is sequential, such as 66.
Ÿ On the "Add Accounts" dialog, type in the account identifier into the
Account ID field. The Account ID is an alphanumeric character string
(A-Z, 0-9), with a maximum of 32 characters.
A decimal point . and minus sign - are allowed. Lower case characters
are converted to upper case letters on entry.
If you use sub -account numbers, they would need to be added as User
IDs, or they can become part of the Account ID. For example, if you
want to add account 3 and sub-account 2, you would type in 3.2 as the
Account ID.
AccXES Account Management Tool Administrator’s Guide 14
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 To associate the listed accounts to all printers and all users that are
currently defined in the AMT database, select the checkbox in front of
“Enable these accounts for all printers and users”. The associations
will be made to the AMT database, and the “Authorization Needed”
checkmark will be checked on the Printers Tab.
Ÿ You must select this toolbar button after the new Account IDs
have been added, in order to place the listed Account IDs into the AMT
Accounts Database.
Ÿ Press the Close button. The Account ID and Creation Date will
become visible on the Accounts Tab list.
4. Add Users on the Users Tab.
Ÿ Select the Users Tab.
Ÿ Select this toolbar button, or select Configuration > Add >
Users. Type the user name into the User ID field. The User ID is an
alphanumeric character string (A-Z, 0-9), with a maximum of 32
characters. A decimal point . and minus sign - are allowed. Lower case
characters are converted to upper case letters on entry.
Ÿ Press this toolbar button. The user name will be added to the
window below. Repeat for each added user.
Ÿ If you change your mind about adding a user, highlight the user
name from the list and select this toolbar button to delete it.
Ÿ 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.
AccXES Account Management Tool Administrator’s Guide 15
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 Select this toolbar button. The "Add Printers" dialog window will
appear.
Ÿ Type the printer name into the Printer Name text field. This Printer
Name information will show on the Printers Tab. However, it is best to
type in the Machine Name that you see on the Web PMT’s Accounting
page. The reason is that then the Printers Name on the Printers Tab
will match the Printer Name which will show on the Printer Job
Accounting Tab after you retrieve data from the printer controllers. The
printer name is limited to a maximum of 20 alphanumeric characters
(A-Z, 0-9). The dash (-) and period (.) symbols are allowed. Duplicate
printer names are not allowed.
Ÿ Add your Printer Description into the 80-character text field. The field
may be left blank. Duplicate descriptions are allowed.
Ÿ Add your IP Address, such as "13 142 199 3".
Ÿ 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 AMT
connects to the printer. You can continue to add printers in the same
manner.
Ÿ If you change your mind about adding a printer, highlight the
printer name from the list and select this toolbar button to delete it.
Ÿ To associate the listed printers with all of the accounts and all of the
users that are currently defined in the AMT database, select the
checkbox in fr ont of "Enable all accounts and users on these printers".
The associations will be made to the AMT database, and the
“Authorization Needed” checkmark will be checked.
NOTE: Press this button to edit the Printer Name, Printer
Description, or IP Address.
AccXES Account Management Tool Administrator’s Guide 16
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.
Now that you have added accounts, users, and printers to AMT, you need to
specify which accounts and users are authorized to use which printers. AMT
calls this making “associations”. This is done on the Edit Account
Associations Tab. The following explains how to connect your AMT defined
accounts with your defined users and defined printers.
Ÿ Select the Edit Account Associations Tab. The dialog has 4
windows: Accounts, Users, Printers, and Current associations….
Ÿ In the Accounts window, click on the account whose associations you
want to edit. The first account that you selected will now appear in the
Account ID field.
Ÿ In the Printers window, click on the printers that you wish to associate
with this account.
Ÿ Look in the "Current associations …" window at the bottom of the
screen. It lists all of the current associations for the selected accounts,
selected printers, and their users. If the window is blank, then there
are no current user associations.
NOTE: Anytime that you want to be reminded of what users are
currently authorized to use which accounts and printers, in the toolbar
select View > View Associations to "refresh" the “Current
associations…” window.
Ÿ In the Users window, select additional Users that you want to be
associated with the selected Account and the selected Printers.
Ÿ Select this toolbar button to place these defined association
into the "Current associations…" window. A checkmark will appear in
the "Database Status" box to indicate that the associations that you
just made have not yet been placed into the AMT Associations
Database. The checkmark in the "Printers Status" column means that
AccXES Account Management Tool Administrator’s Guide 17
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. The checkmark will be cleared from the
"Database Status" column.
Ÿ Now that you have told the AMT which accounts and users are
authorized to use which printers/scanners, you need to send the same
associations information to the printers. This will allow the AMT and
printers to communicate with each other, using the same accounting
information.
Ÿ Select this toolbar button to also send the updated associations
to each printer’s controller, where the job accounting file is located.
This toolbar button is also available on the Printers Tab. When the
printer is updated with the associations, the checkmark will be
removed from the “Printers Status” column. It will also be removed
from the "Authorization Needed" column on the Printers Tab.
Ÿ Select the Close button to close out of this screen.
Ÿ Go to the Printers Tab. The “Last Authorized” column will show the
date and time that the authorization was accepted by the printer.
Ÿ To delete an association, select it in the "Current
associations…" window. Then select th is toolbar button to remove the
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.
7. Select the Printers Tab. Notice if there are any checkmarks in the
"Unvalidated", “Configuration Needed”, "Authorization Needed", or "Purge
Needed" columns. If there are checkmarks, then do the following. If there are
no checkmarks, go to the step entitled “Scan and print…”.
Ÿ If there is a checkmark in the "Unvalidated" column, then go to
the printer and be sure that it is on, that a job accounting license is
present, and that job accounting is set to Enabled or Optional. Then
AccXES Account Management Tool Administrator’s Guide 18
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). However, AMT couldn’t connect to the printers.
These selections still need to be sent to the printers' controllers to
update the configuration of data being collected in the job log file.
Select this toolbar button to send the Job Options to the printers'
controllers.
Ÿ If there is a checkmark in the “Authorization Needed” column,
then choose this toolbar button to update each printer's authorized
accounts and users. The authorization command will be sent to each
of the AMT defined printers whose "Authorization Needed" field shows
a checkmark and whose "Unvalidated" box does not have a checkmark
in it. When the authorizations have been successful ly sent to a printer,
the "Authorization Needed" box will be empty and the "Last Authorized"
date will be modified on the Printers Tab.
Ÿ If there is a checkmark in the "Purge Needed" column, then
select this toolbar button. It will issue a command to each of the AMT
defined printers whose "Purge Needed" field is checked on the Printers
Tab, and whose "Unvalidated" field does not show a checkmark on the
Printers Tab. The printers will have the job log file purged in ascending
alphabetical order by printer name. Each printer's transaction will be
completed before moving on to the next printer. If the AMT is unable to
complete a printer connection (for example, the printer is off -line) the
AMT will leave a checkmark in the "Purge Needed" box. After
successful completion of the transaction with the printer, the "Purge
Needed" field will not show a checkmark.
8. Scan and print some images at several printers, using some of the UserIDs
and AccountIDs that you created in the AMT. You can also send some
documents from the AccXES Client Tools' Document Submit Tool to the
printer. Job accounting data will be created in each printer controller's job log
file.
9. Retrieve the job accounting data that you created as follows.
Ÿ Go to the Printer Job Accounting Tab.
AccXES Account Management Tool Administrator’s Guide 19
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 you select the
following toolbar button.
Ÿ Select this toolbar button to collect the job log file data from
each printer.
Ÿ The AMT will store the data in the Raw Job Accounting Database. The
Raw Job Accounting Data will now be visible on the Printer Job
Accounting Tab. A message will appear at the bottom of the screen
showing the number of raw and tallied records. The tallied records are
deleted each time that the AMT retrieves data from the printers’
controllers. It will be explained later in this tutorial how to create the
Tallied Database. On the Printers Tab, the Last Collection date and
time will also be updated.
Ÿ After the retrieved data is in the Raw Job Accounting Database, the
AMT will then submit a command to each printer's controller to delete
(purge) the original data. If you go to the Printers Tab, there will be no
checkmark in the “Purge” column.
Ÿ See Appendix 2 for the meaning of the data fields.
10. Repeat the above process in the step entitled “Select the Printers Tab” to see
if there are any checkmarks on the Printers Tab, and how to resolve them.
11. Selecting the Printer Job Accounting Options:
Ÿ On the Printer Job Accounting Tab, select this toolbar
button to access the "Select Job Accounting Options" dialog.
Ÿ In the "Keep Raw Printer Records Interval" field, enter the number of
days that you want each raw job accounting data record to be kept in
the Raw Job Accounting Database before it is automatically deleted.
The maximum keep interval is 90 days (2160 hours). The default keep
interval for the raw accounting database is 30 days.
Ÿ The default value of the “Halt Printer When Job Log is Full” field is
checked, or “ON”. If you check this field then the printer will stop
printing when the job log file is full until the AMT Administrator retrieves
the data into the AMT.
If the field is unchecked, or “Off”, it will cause the printer’s controller to
stop logging media usage data when the job log file is full, but allow
printing/scanning to continue with not logging the media usage data.
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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.
12. Tally the Retrieved Data. This is a process for creating a summary of the raw
job accounting data, which can then be exported to another file for analysis
and billing purposes.
13. On the Printer Job Accounting Tab, select this toolbar button. A
progress bar will show at the bottom of the screen to tell you the % of data
that has been tallied. The tallied data summary will show on the Printer Job
Accounting Tab. A message will appear at the bottom of the screen showing
how many records are in the Raw and Tallied Job Accounting Databases.
WARNING: You can only generate a tally of the data that is
currently in the Raw Job Accounting Database. Each time that you
retrieve the raw data from the printers, the tallied database will be
deleted. If you have not written the tallied data to a file by the time
that data is deleted from the Raw Job Accounting Database
(manually or due to the keep interval time being met), then the
deleted raw data cannot be re-tallied.
14. To view the Raw Job Accounting Database again, select this toolbar
button.
15. To view the Tallied Job Accounting Database again, select this toolbar
button.
16. Export media usage data from the Raw or Tallied Job Accounting Database
to an external software as follows.
Ÿ To export data, select whichever “View” toolbar button will display the
data that you want to export (raw or tallied database data).
Ÿ To export the currently displayed data, select this toolbar
button.
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