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Accounting and Payment Solutions
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Welcome to the Konica Minolta Outward Web Based Service Training Course
“Accounting and Payment Solutions“.
On completion of this module you will have developed a solid understanding of the tasks
and methods of print and copy accounting and how it enables output management and
cost allocation.
Click the Next-Button to continue.

Accounting and Payment Solutions
The objectives for this course are:
Introduction to print and copy accounting,
Components of print accounting solutions,
Configuration options of print accounting solutions,
Copy vending devices.
Please Note: Estimated time completion of this module is 70 – 80 minutes
Accounting and Payment Solutions – Overview.

The objectives for this course are:
- Introduction to print and copy accounting,
- Components of print accounting solutions,
- Configuration options of print accounting solutions, and
- Copy vending devices.
Navigation Instructions
Here are the instructions on how to navigate through this course.

1.) Introduction
The topics of discussion are:

Purpose and benefits of print and copy accounting,
Print accounting solutions and their main features,
Working method of print and copy accounting,
Quiz 1.
Chapter 1 – Introduction.
- Purpose and benefits of print and copy accounting,
- Print accounting solutions and their main features,
- Working method of print and copy accounting, and
- Quiz 1.
1.) Introduction
1.1 Introduction to print and copy accounting (1/3)
The general purpose of print and copy accounting is to manage output in order to control and
minimize the costs related to it. Controlling these costs is essential. Although 70 % of a company’s
business information is available digitally, still 95 % of this information gets printed! For example,
after introducing email, print volumes rose by 40 %.
Output-related costs may easily add up to 1 to 3 % of a company’s total revenues and represent a
considerable share of the company’s expenses. Output and content management may achieve
savings of 10 to 30% of these costs.
Today, still most of the companies do not know their key measurements and financial data
concerning output and content management. The main problems of companies concerning output
management are:
Output is not the property of single departments, and output costs are normally not managed
as part of departmental budget, as general costs.
Output devices are subject to general purchasing and they are not handled by the IT
department.
Most digital output devices are not integrated into IT processes and thus not managed.
Departments often purchase output devices at low prices for their own purposes without
considering the costs of the consumables or company-wide demands and useful strategies.
Each employee generates output and regards it as essential part of his workflow.
The general purpose of print and copy accounting is to manage output in order to control
and minimize the costs related to it. Controlling these costs is essential. Although 70 %
of a company’s business information is available digital, still 95 % of this information gets
printed! For example, after introducing email, print volumes rose by 40 %.
Output-related costs may easily add up to 1 to 3 % of a company’s total revenues and
represent a considerable share of the company’s expenses. Output and content
management may achieve savings of 10 to 30% of these costs.
Today, still most of the companies do not know their key measurements and financial
data concerning output and content management. The main problems of companies
concerning output management are:
• Output is not the property of single departments, and output costs are normally not
managed as part of departmental budget, as general costs.
• Output devices are subject to general purchasing and they are not handled by the IT
department.
• Most digital output devices are not integrated into IT processes and thus not
managed.
• Departments often purchase output devices at low prices for their own purposes
without considering the costs of the consumables or company-wide demands and
useful strategies.
• Each employee generates output and regards it as essential part of his workflow.
1.) Introduction
Introduction to print and copy accounting (2/3)
As a result, nobody feels responsible to manage and control output-related costs. Unmanaged
printing and copying e.g. do not answer the following questions:
How much does your company spend on printing and copying?
Who prints/copies what?
Which volumes are printed/copied on which devices?
Which volumes are printed/copied by whom?
At what time are documents printed/copied?
Print and copy accounting addresses these questions. Print and copy accounting solutions monitor
print and copy activities and make it possible to
monitor and analyze print and copy volume,
assign the volume of print/copy jobs to users, departments or projects,
assign costs to print/copy jobs (e.g. based on paper formats, media types, color/b&w, job
volumes),
assign budgets to users, departments or projects and to manage user account balances,
perform load balancing (e.g. by moving jobs to another printer),
perform print queue management functions (e.g. in order to improve load balancing or to
reduce costs (e.g. by sending high volume print jobs to production printers or by preventing
color jobs)).
As a result, nobody feels responsible to manage and control output-related costs.

Unmanaged printing and copying e.g. do not answer the following questions:
• How much does your company spend on printing and copying?
• Who prints/copies what?
• Which volumes are printed/copied on which devices?
• Which volumes are printed/copied by whom?
• At what time are documents printed/copied?
Print and copy accounting addresses these questions. Print and copy accounting
solutions monitor print and copy activities and make it possible to
• monitor and analyze print and copy volume,
• assign the volume of print/copy jobs to users, departments or projects,
• assign costs to print/copy jobs (e.g. based on paper formats, media types, color/b&w,
job volumes),
• assign budgets to users, departments or projects and to manage user account
balances,
• perform load balancing (e.g. by moving jobs to another printer),
• perform print queue management functions (e.g. in order to improve load balancing
or to reduce costs (e.g. by sending high volume print jobs to production printers or
by preventing color jobs)).
1.) Introduction
Introduction to print and copy accounting (3/3)
The features of a print and copy accounting solution allow you to

analyze print and copy volume in order to determine past print and copy demands and to
optimize the device fleet and the productivity of each device,
define and assign print/copy budgets in order to limit printing/copying costs,
define cost centers in order to hand over the responsibility for printing/copying costs back to
users, departments or projects and make employees aware of printing/copying costs.
The features of a print and copy accounting solution allow you to

• analyze print and copy volume in order to determine past print and copy demands
and to optimize the device fleet and the productivity of each device,
• define and assign print/copy budgets in order to limit printing/copying costs,
• define cost centers in order to hand over the responsibility for printing/copying costs
back to users, departments or projects and make employees aware of
printing/copying costs.
1.) Introduction
1.2 Print accounting solutions and their main features (1/2)
The main features of a print account solution are:

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within a month. At the beginning of the next month, the user’s print quota is set to 200 pages and
the user is able to print again.
In order to recover print/copy costs, users may have to pay for printing and copying. When a user
pays in an amount of money, his print quota is updated accordingly and credit is available for
printing. When the credit is used up, printing is denied and the user has to pay in again.
The main features of a print account solution are:

- Print, copy, scan and fax accounting
- Print quota management
- Allocation of print/copy costs to cost centers
- Access control to printers and copiers
- Secure print and follow me printing functions
- Print queue management
The basic task of print and copy accounting solutions is to carry out print, copy, scan and fax accounting. Accounting means that
print, copy and fax output volumes are tracked. Users or departments, along with the devices involved in print/copy activities are
identified and corresponding costs are defined and allocated to users and cost centers such as departments.
Print quota management allows limiting print/copy volumes and charging users and cost centers for the output they are responsible
for. Print quotas are assigned to the accounts of users and cost centers and specify the credit that is available for printing. The costs
of print jobs are deducted from the credit in terms of currency or pages.
In order to limit print/copy volumes, print quotas can be set automatically e.g. on a daily or monthly basis. For example, a user’s print
quota is set to 200 pages at the beginning of each month. This means that the user is able to print up to 200 pages each month. The
page count for each print job is deducted from this quota and printing is denied when 200 pages are printed within a month. At the
beginning of the next month, the user’s print quota is set to 200 pages and the user is able to print again.
In order to recover print/copy costs, users may have to pay for printing and copying. When a user pays in an amount of money, his
print quota is updated accordingly and credit is available for printing. When the credit is used up, printing is denied and the user has to
pay in again.
Print and copy costs may not only be allocated to single users, but also to cost centers. On the accounting server, accounts may be
setup in order to represent cost centers such as departments, projects or the clients of a company. Users who send a print job can
specify information required to allocate costs to the desired cost center, e.g. in the form of codes that are assigned to projects or
clients.
Print accounting solutions may control user access to printers and copiers. Printers and copiers can be equipped with card or
keypad terminals in order to force users to identify and authorize themselves with the help of ID cards or by entering user names and
passwords. In order to control the access of network devices from a workstation, users may be asked for identification/authorization by
client software or via web interface.
Print accounting solutions may support secure print and follow me printing. Print jobs sent with secure print enabled require the
user to first walk up to the target printer and logon to the device. Then the print job is put out while the user waits at the printer so that
no other person is able to intercept the document. Follow me printing allows users to send a print job without the need to choose a
particular printer in advance. The user is able to release the job on any desired printer that is configured accordingly. By this, a user
may e.g. select a printer that is not busy currently in order to get his job put out immediately.
1.) Introduction
Print accounting solutions and their main features (2/2)
Print accounting solutions may provide print queue management options:

Duplicate print jobs may be deleted in order to prevent a waste of paper and consumables.
Print jobs may be re-routed from one print queue to another print queue in order to prevent
jobs from being processed by an inappropriate printer (e.g. when a color job is sent to a
b&w printer or vice versa or when a PCL job is sent to a PostScript printer).
Print jobs may be moved to other print queues for load balancing purposes. The total
printing workload is distributed among the available printers e.g. in order to output the jobs
faster.
Print jobs may be moved to the end of a print queue (e.g. in the case of a large print job to
allow smaller print jobs to be printed first).
Print accounting solutions may provide print queue management options:

• Duplicate print jobs may be deleted in order to prevent a waste of paper and consumables.
• Print jobs may be re-routed from one print queue to another print queue in order to prevent
jobs from being processed by an inappropriate printer (e.g. when a color job is sent to a b&w
printer or vice versa or when a PCL job is sent to a PostScript printer).
• Print jobs may be moved to other print queues for load balancing purposes. The total printing
workload is distributed among the available printers e.g. in order to output the jobs faster.
• Print jobs may be moved to the end of a print queue (e.g. in the case of a large print job to
allow smaller print jobs to be printed first).
1.) Introduction
1.3 Working method of print and copy accounting (1/3)
The central component of a print and copy accounting solution is the accounting server. The basic
workflow of print accounting comprises of the following steps:
1. A user sends a print job.
2. The accounting server checks user account information and verifies if sufficient credit is
available from the user’s account balance.
Note: Account balance check can also be disabled on the system, if desired.
3. If enough credit is available, the job is further processed, otherwise it is rejected.
4. The accounting server checks print job properties and carries out rules which define how to
handle the job.
5. Based on these rules, the job is released and sent to a printer or it is rejected. If the print job
has been released and printed, the user’s
account balance is updated (print costs are Accounting
deducted from their credit) or the print job data Account
Server
is just logged for reporting purposes. Information
4
1 2
Rules
Balance
Check
3 5
Basic print accounting workflow
The central component of a print and copy accounting solution is the accounting server.
The basic workflow of print accounting comprises of the following steps:
1. A user sends a print job.
2. The accounting server checks user account information and verifies if sufficient
credit is available from the user’s account balance.
Note: Account balance check can also be disabled on the system, if desired.
3. If enough credit is available, the job is further processed, otherwise it is rejected.
4. The accounting server checks print job properties and carries out rules which
define how to handle the job.
5. Based on these rules, the job is released and sent to a printer or it is rejected. If
the print job has been released and printed, the user’s
account balance is updated (print costs are deducted from their credit) or the print
job data is just logged for reporting purposes.
1.) Introduction
Working method of print and copy accounting (2/3)
Besides print accounting, an accounting solution can also provide copy accounting. For this
purpose, a copier/MFP must be equipped with a hardware terminal or an Open API authentication
application which is connected to the accounting server and which allows user
identification/authorization.
The basic workflow of copy accounting comprises the following steps:

1. A user identifies himself at the copier terminal.
2. The accounting server checks user account information and verifies if sufficient credit is
available from the user’s account balance.
3. If enough credit is available, the user is granted access to the copier functions.
4. The user starts the copy job. His account balance is 1
controlled continuously while the copy job is processed.
If the balance is low before the job is finished, the rest
3
of the job is cancelled or the user is prompted to add
additional funds (this depends on the vendor interface
type or the Open API functionality of the MFP).
Accounting Server
2
Balance
Check Account
Information
Basic copy accounting workflow
Besides print accounting, an accounting solution can also provide copy accounting. For
this purpose, a copier/MFP must be equipped with a hardware terminal or an Open API
authentication application which is connected to the accounting server and which allows
user identification/authorization.
The basic workflow of copy accounting comprises the following steps:
1. A user identifies himself at the copier terminal.
2. The accounting server checks user account information and verifies if sufficient
credit is available from the user’s account balance.
3. If enough credit is available, the user is granted access to the copier functions.
4. The user starts the copy job. His account balance is controlled continuously
while the copy job is processed.
If the balance is low before the job is finished, the rest of the job is cancelled or
the user is prompted to add additional funds (this depends on the vendor
interface type or the Open API functionality of the MFP).
1.) Introduction
Working method of print and copy accounting (3/3)
A print accounting system may be build of different components to manage the system and
connected devices.
Administration interface to configure the application.
User account and device management
Report generators to create various kind of reports based on the data stored in the database
of the accounting application.
Application interfaces for users to check their print jobs or account balances
A print accounting system may be build of different components to manage the system
and connected devices.
• Administration interface to configure the application.
• User account and device management
• Report generators to create various kind of reports based on the data stored in the
database of the accounting application.
• Application interfaces for users to check their print jobs or account balances
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2.) Components of print accounting solutions

Realization of print accounting solutions in an IT environment,
Features of print accounting solutions,
Examples of print and copy accounting scenarios,
Quiz 2.
Chapter 2 - Components of print accounting solutions.

- Realization of print accounting solutions in an IT environment,

- Features of print accounting solutions,
- Examples of print and copy accounting scenarios, and
- Quiz 2.
2.1 Realization of print accounting solutions in an IT environment (1/7)
Network server and clients in a print accounting solution

There are several print accounting solutions offered by different manufacturers which mainly differ in
the operating systems or specific features they support.
Usually, a print accounting solution consists of several components to cover different printing
methods. In a network there are basically two different print methods:
Remote printing to print queue on a print server.
Local printing to a printer attached directly to a workstation (e.g. via parallel port,
FireWire, USB, network port).
Network server and clients in a print accounting solution

There are several print accounting solutions offered by different manufacturers which
mainly differ in the operating systems or specific features they support.
Usually, a print accounting solution consists of several components to cover different
printing methods. In a network there are basically two different print methods:
• Remote printing to print queue on a print server.
• Local printing to a printer attached directly to a workstation (e.g. via parallel port,
FireWire, USB, network port).
Realization of print accounting solutions in an IT environment (2/7)
The basic element of a print accounting solution for remote printing is a central server which
serves as a print server and a server for accounting purposes. This central server is
software installed on a server of a customer’s network, or
a computer (with the software already installed and ready to use) which has to be
integrated into the customer’s network.
The task of this server is to track print jobs, to verify user and account data in order to handle the
print job in an appropriate way.
Network
Central Printer Printer/MFP
Print Server
Accounting
Server
LAN
All client PCs print to the

central print server.
From the print and accounting
server, print jobs are sent to
Network Printer Client PC network printers.
Central server of a print accounting solution with printing and accounting services
The basic element of a print accounting solution for remote printing is a central server
which serves as a print server and a server for accounting purposes. This central server
is
• software installed on a server of a customer’s network, or
• a computer (with the software already installed and ready to use) which has to be
integrated into the customer’s network.
The task of this server is to track print jobs, to verify user and account data in order to
handle the print job in an appropriate way.
Some print accounting solutions may also allow the use of several print servers in a network which
exchange information with a central data server.
Printer
Print Server
Exchange of accounting
data between the Data
Server and several Print
LAN Servers
Print Server
Data Server
Printer
Server
Network with several print servers and one accounting server (Data Server)
Some print accounting solutions may also allow the use of several print servers in a
network which exchange information with a central data server.
Some print accounting solutions may also support server clusters for print accounting. Several
servers with printing and accounting services are configured to act as a cluster. If a single server of
this cluster fails, the other servers maintain printing and accounting services and clients are still able
to use these services. This is known as a "fail over" cluster environment.
Accounting
Servers
Client PC
Network Printers
Server Cluster
Server cluster of a print accounting solution
Some print accounting solutions may also support server clusters for print accounting.
Several servers with printing and accounting services are configured to act as a cluster.
If a single server of this cluster fails, the other servers maintain printing and accounting
services and clients are still able to use these services. This is known as a "fail over"
cluster environment.
Local printing can be tracked by using an additional component of the print accounting solution.
This component is installed on a workstation which a local printer is attached to e.g. via parallel port,
FireWire or USB. This component tracks local print jobs and exchanges information with the central
accounting server.
Printing from the client

Accounting PCs directly to the local
Server printer
Exchange of accounting data
between the local tracking
component and the
accounting server
LAN
Local Printer
Client PC
Local Tracking
Tracking of local printing Component
Local printing can be tracked by using an additional component of the print accounting
solution. This component is installed on a workstation which a local printer is attached to
e.g. via parallel port, FireWire or USB. This component tracks local print jobs and
exchanges information with the central accounting server.
Additional software modules on client workstations may provide popup window

functionality in order to support additional functions. Popup windows are opened when a
print job is started and e.g. ask for user authentication and accounting information in
order to assign the print job to projects or to users who use a shared account. Popup
window functionality may also be realized as server-side web applications which can be
accessed from client computers via web browser.
Components of a print accounting solution for tracking print job data
Print job data needs to be tracked and analyzed in order to get the information required for
accounting and print job management. This information is for example:
The user ID of the user who sent the print job.
The type of print job (color or b&w)
The job’s page format (e.g. A3, A4)
The number of pages to be printed
The number of pages which have been actually printed (for accurate accounting)
The PDL of the job (e.g. PCL, PostScript)
The target printer
Print accounting solutions may use different components in order to track print job data. For
example,
the Printer Control service which is installed on each print server and
proprietary printer ports which are installed on print servers (or on workstations for local
printing) for each printer to be monitored.
Components of a print accounting solution for tracking print job data

Print job data needs to be tracked and analyzed in order to get the information required
for accounting and print job management. This information is for example:
• The user ID of the user who sent the print job.
• The type of print job (color or b&w)
• The job’s page format (e.g. A3, A4)
• The number of pages to be printed
• The number of pages which have been actually printed (for accurate accounting)
• The PDL of the job (e.g. PCL, PostScript)
• The target printer
Print accounting solutions may use different components in order to track print job data.
For example,
• the Printer Control service which is installed on each print server and
• proprietary printer ports which are installed on print servers (or on workstations for
local printing) for each printer to be monitored.
A print accounting system may support propriety printer port monitors that will replace the Windows
port monitors or receive print jobs from the windows spool system e.g. via LPR for further processing.
The example below shows the integration of a propriety port monitor into the windows print system.
The printer ports integrate directly with the Windows spooler system of the print server and are able
to see which documents have been actually sent to the printer,
to monitor the status of the printer in order to handle print jobs accordingly (e.g. for load
balancing),
to query the printer for information such as total page usage per job, color page usage per job.
Local Print Job
(Data (Print Network
Server) Server) Printer Network Print Job
Exchange of
Spooler accounting data
Printer
Port
LAN
A print accounting system may support propriety printer port monitors that will replace
the Windows
port monitors or receive print jobs from the windows spool system e.g. via LPR for further
processing.
The example below shows the integration of a propriety port monitor into the windows
print system.
The printer ports integrate directly with the Windows spooler system of the print server
and are able
• to see which documents have been actually sent to the printer,
• to monitor the status of the printer in order to handle print jobs accordingly (e.g. for
load balancing),
• to query the printer for information such as total page usage per job, color page
usage per job.
2.2 Features of print accounting solutions (1/3)
Types of accounting
Print accounting solutions may allow different types of accounting:
Mere print tracking just tracks print jobs and writes corresponding information (e.g. user name,
page count) into a log file or database. Print tracking may gather print data for analyzing print
data streams (e.g. in terms of users and target printers) and print volumes.
Account balancing and print quotas: User accounts with print quotas are set up. Accounts are
balanced according to print/copy activity. Print/copy jobs may be paused or rejected (deleted)
if the user’s balance is below the required limit.
Department/ project/ client billing: There are not only accounts for single users, but also for
user groups like departments or for projects or clients. Print, copy, scan and fax jobs (it
depends on the MFP and vendor interface which types of jobs can be handled) can be
assigned to departments/ projects/ clients with the help of codes. Project codes or client codes
usually do not represent an account in terms of a user account. Client code information is
added to the log file or databases for reporting purposes only (assigning costs to departments
of client codes).
Types of accounting
Print accounting solutions may allow different types of accounting:
• Mere print tracking just tracks print jobs and writes corresponding information (e.g.
user name, page count) into a log file or database. Print tracking may gather print
data for analyzing print data streams (e.g. in terms of users and target printers) and
print volumes.
• Account balancing and print quotas: User accounts with print quotas are set up.
Accounts are balanced according to print/copy activity. Print/copy jobs may be
paused or rejected (deleted) if the user’s balance is below the required limit.
• Department/ project/ client billing: There are not only accounts for single users, but
also for user groups like departments or for projects or clients. Print, copy, scan and
fax jobs (it depends on the MFP and vendor interface which types of jobs can be
handled) can be assigned to departments/ projects/ clients with the help of codes.
Project codes or client codes usually do not represent an account in terms of a user
account. Client code information is added to the log file or databases for reporting
purposes only (assigning costs to departments of client codes).
Features of print accounting solutions (2/3)
Page prices
Usually for each printer, individual page prices can be set.
On some print accounting solutions, like Page Scope Enterprise Suite you can set individual
product prices per user or per Account Track in addition.
Basically, print jobs are charged based on their page counts. Several additional job properties can
be used to specify different page prices:
There may be different prices for different paper types or sizes.
Duplex printing can be charged separately e.g. by specifying a factor that is used to multiply
the normal page price.
Color printing can be charged separately e.g. by specifying different prices for color pages. It
depends on the print accounting software if the color price is assigned to the entire print jobs
or if the color price is assigned only to those pages of print jobs which actually have color
content.
Current print accounting systems that are supporting Konica Minoltas Open API technology
are also able to charge for finishing options ,like stapling or punching. (Open API 3)
Usually, the page prices can be specified individually for each printer. By this, the pricing structure
can also consider printer properties (such as low/high consumable costs).
Print rules
Print accounting solutions may allow you to define print rules for print job management based on
print job properties. A rule triggers an action if a certain condition is met, for example, a print job is
deleted or re-routed if its page count is greater than a specified value.
Page prices
Usually for each printer, individual page prices can be set.
On some print accounting solutions, like Page Scope Enterprise Suite you can set
individual product prices per user or per Account Track in addition.
Basically, print jobs are charged based on their page counts. Several additional job
properties can be used to specify different page prices:
• There may be different prices for different paper types or sizes.
• Duplex printing can be charged separately e.g. by specifying a factor that is used to
multiply the normal page price.
• Color printing can be charged separately e.g. by specifying different prices for color
pages. It depends on the print accounting software if the color price is assigned to
the entire print jobs or if the color price is assigned only to those pages of print jobs
which actually have color content.
• Current print accounting systems that are supporting Konica Minoltas Open API
technology
are also able to charge for finishing options ,like stapling or punching. (Open API 3)
Usually, the page prices can be specified individually for each printer. By this, the pricing
structure can also consider printer properties (such as low/high consumable costs).
Print rules
Print accounting solutions may allow you to define print rules for print job management
based on print job properties. A rule triggers an action if a certain condition is met, for
example, a print job is deleted or re-routed if its page count is greater than a specified
value.
Features of print accounting solutions (3/3)
Reporting
Print accounting solutions provide reporting tools in order to display and/or analyze information
such as print volume and accounts balance data.
Reporting tools for system administrators may e.g. display the following information:
Usage of devices (in terms of jobs/pages/costs per device)
User activity (in terms of number of jobs/pages/costs per user)
Comparison of device usage/ user activity
Comparison of color/ b&w output
Cost analysis for individual devices, users, user groups, periods
Choice of global and detailed reports (for overviews or in-depth analysis)
Reporting tools for user may display the user’s account balance or the number of printed
pages.
Reporting
Print accounting solutions provide reporting tools in order to display and/or analyze
information such as print volume and accounts balance data.
Reporting tools for system administrators may e.g. display the following information:
• Usage of devices (in terms of jobs/pages/costs per device)
• User activity (in terms of number of jobs/pages/costs per user)
• Comparison of device usage/ user activity
• Comparison of color/ b&w output
• Cost analysis for individual devices, users, user groups, periods
• Choice of global and detailed reports (for overviews or in-depth analysis)
Reporting tools for user may display the user’s account balance or the number of printed
pages.
2.3 Examples of print and copy accounting scenarios (1/5)
Print and copy accounting in academic environments

In academic environments, the main areas for print and copy activities are administration including
teaching staff and students. These environments may range from elementary schools up to
universities. In general, academic environments are expected to have the following properties:
There are several printers, copiers or MFPs for administration.
There is a huge network providing high bandwidth.
There are several printers and copiers for students.
The objectives in academic environments are

to track print and copy activities,
to allocate administrative print and copy costs to the budgets of departments and faculties in
order to make costs transparent and to reduce them,
to charge students for their print and copy activities in order to recover related costs.
Print and copy accounting in academic environments

In academic environments, the main areas for print and copy activities are administration
including teaching staff and students. These environments may range from elementary
schools up to universities. In general, academic environments are expected to have the
following properties:
- There are several printers, copiers or MFPs for administration.
- There is a huge network providing high bandwidth.
- There are several printers and copiers for students.
The objectives in academic environments are

- to track print and copy activities,
- to allocate administrative print and copy costs to the budgets of departments and
faculties in order to make costs transparent and to reduce them,
- to charge students for their print and copy activities in order to recover related costs.
Examples of print and copy accounting scenarios (2/5)
Administrative and teaching staff have network accounts which can be used as a basis for print and
copy accounts on a print accounting server. Additional groups and costs centers such as departments
can also be defined on the accounting server. Print activities can be tracked automatically when users
are logged on to a computer by using their network account. Copy activities can be tracked by using
MFPs equipped with card or keypad hardware terminals, or an Open API authentication application
connected to the accounting server. User identification information is read from the card by the card
reader or entered by the user via keypad.
Students usually do not have network accounts. In the past, student activities were limited to copying
which was charged by instant payment e.g. using coin vendors. Today, printing too is very important as
many documents are provided in electronic form (e.g. via Internet or a university’s intranet). If students
do not have network accounts, they need to have user accounts on the print accounting server for
printing. Students who are logged on to computers by using a guest account are able to identify and
authorize themselves by using popup window functions (see chapter 3.3 Additional user interfaces
(popup window functions)). Students will have to pay in advance for printing, because a sufficient
amount of money must be deposited on their account before they will be able to print.
Because printing requires students to have a user account with credit added to their account balance,
the account may also be used to charge copying. In this case, students do not have to pay for copying
instantly, they just need to identify/ authorize themselves at the copier and copy costs are deducted
from their account balance. For this reason, students with accounts do not need to use copiers with
coin vendors or card readers for prepaid cards, they can also use copiers with card and keypad
terminals which are connected to the accounting server and which can be used to enter e.g. user name
and password (see chapter 4.1 Types of copy vending devices).
Students e.g. may pay in an amount of money by transferring it to a university’s bank account. To make
the credit available for printing, the university’s administration must deposit this amount of money on
the user account on the print/copy accounting server.
Administrative and teaching staff have network accounts which can be used as a basis for
print and copy accounts on a print accounting server. Additional groups and costs centers such
as departments can also be defined on the accounting server. Print activities can be tracked
automatically when users are logged on to a computer by using their network account. Copy
activities can be tracked by using MFPs equipped with card or keypad hardware terminals, or an
Open API authentication application connected to the accounting server. User identification
information is read from the card by the card reader or entered by the user via keypad.
Students usually do not have network accounts. In the past, student activities were limited to
copying which was charged by instant payment e.g. using coin vendors. Today, printing too is
very important as many documents are provided in electronic form (e.g. via Internet or a
university’s intranet). If students do not have network accounts, they need to have user accounts
on the print accounting server for printing. Students who are logged on to computers by using a
guest account are able to identify and authorize themselves by using popup window functions
(see chapter 3.3 Additional user interfaces (popup window functions)). Students will have to pay
in advance for printing, because a sufficient amount of money must be deposited on their
account before they will be able to print.
Because printing requires students to have a user account with credit added to their account
balance, the account may also be used to charge copying. In this case, students do not have to
pay for copying instantly, they just need to identify/ authorize themselves at the copier and copy
costs are deducted from their account balance. For this reason, students with accounts do not
need to use copiers with coin vendors or card readers for prepaid cards, they can also use
copiers with card and keypad terminals which are connected to the accounting server and which
can be used to enter e.g. user name and password (see chapter 4.1 Types of copy vending
devices).
Students e.g. may pay in an amount of money by transferring it to a university’s bank account.
To make the credit available for printing, the university’s administration must deposit this amount
of money on the user account on the print/copy accounting server.
The student enters his credit card information and the desired amount of money to be
deposited on his print/copy account (1).
The web pay server first verifies the user identity against the print accounting server (2).
Then the web pay server uses a gateway to the user’s bank in order to verify the billing
information (3).
If the payment is successful, the web pay server transmits the information to the print
accounting server where the account balance of the user is updated (4).
1 Web Pay
Server
Internet
PC
2
3
Gateway
4
Bank
Accounting
Server
Web pay solution for students
Payment can also be realized via Internet by using a web pay solution such as Pcounter
Web Pay. A web pay server provides a user interface which the student accesses via
Internet.
- The student enters his credit card information and the desired amount of money to
be deposited on his print/copy account (1).
- The web pay server first verifies the user identity against the print accounting server
(2).
- Then the web pay server uses a gateway to the user’s bank in order to verify the
billing information (3).
- If the payment is successful, the web pay server transmits the information to the
print accounting server where the account balance of the user is updated (4).
The advantage of this solution is that payment can be done from any computer
connected to the Internet and the whole process is carried out automatically, so the
university’s administrative staff is not involved in each single payment and user account
balances are updated immediately.
In corporate environments, the main areas for print and copy activities are administration and
project related or client related printing. These environments may range from service offices e.g.
run by architects, lawyers or engineers up to huge corporations with several departments and
branches. Corporate environments are expected to have the following properties:
Users are members of departments.
There is a huge network providing high bandwidth.
There are many printers/MFPs.
The objectives in corporate environments are

to track print and copy volumes,
to allocate print and copy costs to the budgets of departments, clients and projects in order to
make costs transparent and to reduce them.
To control the access to the MFPs functionalities by managing user permissions
e.g a user is allowed to create B/W copies only.
In corporate environments, the main areas for print and copy activities are administration
and project related or client related printing. These environments may range from service
offices e.g. run by architects, lawyers or engineers up to huge corporations with several
departments and branches. Corporate environments are expected to have the following
properties:
• Users are members of departments.
• There is a huge network providing high bandwidth.
• There are many printers/MFPs.
The objectives in corporate environments are

• to track print and copy volumes,
• to allocate print and copy costs to the budgets of departments, clients and projects
in order to make costs transparent and to reduce them.
• To control the access to the MFPs functionalities by managing user permissions e.g
a user is allowed to create B/W copies only.
Employees have network accounts which can be used as a basis for print and copy accounts on a
print accounting server. A main issue in corporate environments is to allocate printing and copying
costs to cost centers. Cost centers e.g. can be departments, projects or clients. Print and copy
accounts for cost centers can be defined on the accounting server.
When users are logged on to a computer by using their network account, their print jobs can be
assigned to their print/copy account automatically. But users may generate print jobs which are
related to different cost centers. For example, a user may be member of a department and at the
same time he may also be a member of a project group. When the user generates a print job he
must be able to allocate print job costs manually because the accounting server is not able to
allocate the costs to the correct account (department or project) automatically. For this purpose
users may use popup window functions in order to specify the correct account to which print costs
should be allocated.
Copy activities can be tracked by using MFPs and Copiers which are equipped with card or
keypad hardware terminals or an Open API authentication application connected to the accounting
server. Terminals ask for user identification/ authorization and, if required, for additional
information such as a code that allocates costs to a cost center.
Employees have network accounts which can be used as a basis for print and copy
accounts on a print accounting server. A main issue in corporate environments is to
allocate printing and copying costs to cost centers. Cost centers e.g. can be departments,
projects or clients. Print and copy accounts for cost centers can be defined on the
accounting server.
When users are logged on to a computer by using their network account, their print jobs
can be assigned to their print/copy account automatically. But users may generate print
jobs which are related to different cost centers. For example, a user may be member of a
department and at the same time he may also be a member of a project group. When
the user generates a print job he must be able to allocate print job costs manually
because the accounting server is not able to allocate the costs to the correct account
(department or project) automatically. For this purpose users may use popup window
functions in order to specify the correct account to which print costs should be allocated.
Copy activities can be tracked by using MFPs and Copiers which are equipped with card
or keypad hardware terminals or an Open API authentication application connected to
the accounting server. Terminals ask for user identification/ authorization and, if required,
for additional information such as a code that allocates costs to a cost center.
PROPERTIES

3.) Configuration options of print accounting solutions

User management,
Printer configuration,
Additional user interfaces (popup window functions),
Print job log data,
Reporting tools,
Quiz 3.
Chapter 3 - Configuration options of print accounting solutions.

- User management,
- Printer configuration,
- Additional user interfaces (popup window functions),
- Print job log data,
- Reporting tools, and
- Quiz 3.
3.1 User management (1/2)
User management basics
One of the main features of print and copy accounting solutions is user management. The setup
and configuration of user accounts as well as of accounts for user groups such as departments
makes it possible to control access to machine functions and assign costs to users and cost
centers.
As soon as user accounts and accounts for cost centers such as departments or projects are set
up, you are able to specify print and copy quotas, and control the groups access/permissions.
These quotas are then managed by the accounting solution by reducing the credit of users and
cost centers according to monitored print and copy activities.
There are different ways to set up user accounts on the accounting server:
The easiest way is to import user accounts that already exist on the network. This is made
possible by the LDAP protocol. For example, in a Windows network, network accounts of
users can be imported to the accounting server via LDAP from Windows domain controllers
or from Windows servers in a workgroup which store user account data.
Users can also be imported from other non-network databases via e.g text file. User accounts
set up and managed by a database may be exported in the form of a text. From this text file,
user accounts can be imported into the accounting application. The format of the text file must
meet the requirements of the accounting application, for example: The data set of each user
should contain his user name, full name and password, and each line of text file should
contain one single data set with its data fields being separated by commas.
Another way is to manually set up user accounts directly on the accounting server.
User management basics

One of the main features of print and copy accounting solutions is user management.
The setup and configuration of user accounts as well as of accounts for user groups such
as departments makes it possible to control access to machine functions and assign
costs to users and cost centers.
As soon as user accounts and accounts for cost centers such as departments or projects
are set up, you are able to specify print and copy quotas, and control the groups
access/permissions. These quotas are then managed by the accounting solution by
reducing the credit of users and cost centers according to monitored print and copy
activities.
There are different ways to set up user accounts on the accounting server:
• The easiest way is to import user accounts that already exist on the network. This is
made possible by the LDAP protocol. For example, in a Windows network, network
accounts of users can be imported to the accounting server via LDAP from Windows
domain controllers or from Windows servers in a workgroup which store user
account data.
• Users can also be imported from other non-network databases via e.g text file. User
accounts set up and managed by a database may be exported in the form of a text.
From this text file, user accounts can be imported into the accounting application.
The format of the text file must meet the requirements of the accounting application,
for example: The data set of each user should contain his user name, full name and
password, and each line of text file should contain one single data set with its data
fields being separated by commas.
• Another way is to manually set up user accounts directly on the accounting server.
User management (2/2)
Print/copy quotas and account balance management

Print/copy quotas are virtual budgets of users or cost centers. Each user or cost center may have a
virtual budget that enables him to “buy” print output and copies. When a user prints or copies a
document, the corresponding costs are deducted from his virtual budget. If this budget is low or
zero, printing and copying is denied.
Print/copy quotas are managed on the print accounting server. The accounting application provides
different options for managing print quotas. These options may be used to realize different
accounting strategies:
Limitation of print and copy volumes
Charging and cost allocation of print and copy output
Limitation of print and copy volumes means that users and cost centers are supplied with
print/copy quotas without being charged for print and copy output. Fixed print/copy quotas can be
assigned to accounts automatically e.g. on daily, weekly or monthly basis. If the quota is used up,
printing and copying is denied until a new quota is assigned to the account the next day/ week/
month.
Charging and cost allocation of print and copy output means that users have to pay for printing
and copying. When a user pays in money, the corresponding credit is deposited on his account
balance and enables print/copy activities. Printing and copying is denied when the available credit
is used up.
Print/copy quotas and account balance management.

Print/copy quotas are virtual budgets of users or cost centers. Each user or cost center
may have a virtual budget that enables him to “buy” print output and copies. When a user
prints or copies a document, the corresponding costs are deducted from his virtual
budget. If this budget is low or zero, printing and copying is denied.
Print/copy quotas are managed on the print accounting server. The accounting
application provides different options for managing print quotas. These options may be
used to realize different accounting strategies:
- Limitation of print and copy volumes
- Charging and cost allocation of print and copy output
Limitation of print and copy volumes means that users and cost centers are supplied
with print/copy quotas without being charged for print and copy output. Fixed print/copy
quotas can be assigned to accounts automatically e.g. on daily, weekly or monthly basis.
If the quota is used up, printing and copying is denied until a new quota is assigned to
the account the next day/ week/ month.
Charging and cost allocation of print and copy output means that users have to pay
for printing and copying. When a user pays in money, the corresponding credit is
deposited on his account balance and enables print/copy activities. Printing and copying
is denied when the available credit is used up.
3.2 Printer configuration (1/6)
Printer configuration basics

The print job management of print accounting applications may vary, depending
on the technical concept of the application.
Either the print queues of the host operating system are used , e.g. Windows print queues, or the
print jobs are moved into a print spool system of the print accounting software.
Print queues which are monitored and managed by an accounting application can be configured in
order to meet the demands of the accounting solution.
Possible configuration settings maybe

Print queue management
Prices
Print Quota
Printer configuration basics

The print job management of print accounting applications may vary, depending
on the technical concept of the application.
Either the print queues of the host operating system are used , e.g. Windows print
queues, or the print jobs are moved into a print spool system of the print accounting
software.
Print queues which are monitored and managed by an accounting application can be
configured in order to meet the demands of the accounting solution.
Possible configuration settings maybe

• Print queue management
• Prices
• Print Quota
Printer configuration (2/6)
Prices for print ,copy, scan or fax jobs can be set for each printer, user or account track
individually because print cost may differ e.g. depending on the type of printer . For example, a
color printer may require higher page prices than a b&w printer, and different printer models may
require different page prices because of different costs for consumables.
The printer’s page prices can be specified individually for different page formats.
Color and duplex printing can be charged separately, if supported by the software application.
Page Scope Enterprise Price Settings Templates
Prices for print ,copy, scan or fax jobs can be set for each printer, user or account
track individually because print cost may differ e.g. depending on the type of printer . For
example, a color printer may require higher page prices than a b&w printer, and different
printer models may require different page prices because of different costs for
consumables.
The printer’s page prices can be specified individually for different page formats.
Color and duplex printing can be charged separately, if supported by the software
application.
Individual price templates can be assigned to registered devices.
Individual price templates can be assigned to registered devices.

How to determine print costs

The accounting application must be able to determine the costs of a print job in order to charge the
job and to deduct the cost from the user’s or cost center’s account balance.
Information required to calculate the print cost are e.g
The page count of the job

The type of job (color or b&w)
The page format (such A3, A4, a.s.o.)
When this information is available, the accounting application is able to calculate the cost of a print
job (or copy job) . The costs are based on print job properties and on the settings made in the
application (such as page prices).
How to determine print costs

The accounting application must be able to determine the costs of a print job in order to
charge the job and to deduct the cost from the user’s or cost center’s account balance.
Information required to calculate the print cost are e.g
• The page count of the job
• The type of job (color or b&w)
• The page format (such A3, A4, a.s.o.)
When this information is available, the accounting application is able to calculate the cost
of a print job (or copy job) . The costs are based on print job properties and on the
settings made in
the application (such as page prices).
There are several ways for the accounting application to get information about print jobs:
Via the print server’s spooler
By analyzing the spool file
By querying the target printer/MFP via SNMP
Gathering the print counter data from the MFP is the most accurate procedure, because the
print cost are calculated on the physically printed pages. If for instance, the MFP jams, the
user will only be charged for the printed pages, but not for the complete print job that has
been sent to the printer.
Spooler
Spool
Accounting File
Server
SNMP
Print Server Target Printer
Sources of print job information
There are several ways for the accounting application to get information about print jobs:
• Via the print server’s spooler
• By analyzing the spool file
• By querying the target printer/MFP via SNMP
The spooler of the print server (e.g. the Windows spooler on Windows print servers) is able to
provide print job information. The problem with spooler information is that it can be inaccurate
under certain circumstances, for example, if the Windows spooler processes EMF files, the page
count can be incorrect and, for that reason, can result in incorrect print job charges.
The accounting application may analyze the spool file and retrieve the required information
directly from the spool file. If a spool file can be analyzed depends on the accounting application
and the PDLs it supports (e.g. PCL, PostScript).
Both methods described above retrieve information about the print job before it is sent to the
printer. The print job is charged as soon as it is sent to the printer. The problem with these
methods is that jobs are charged to users before they are actually printed. If the printer
encounters problems or errors during printing, the print job may not be printed completely, but the
user is charged for the complete job anyway.
To guarantee accurate accounting, accounting applications may also query the target printer
via SNMP (Simple Network Management Protocol). SNMP allows accessing the printer in order
to get information about the printed job out of the printer’s MIB (Management Information Base: a
database that contains information about an SNMP client). The MIB of a printer e.g. contains
information about the printer’s hardware and software configuration and about its status including
page count. The advantage of using SNMP to retrieve information out of the printer’s MIB is that
accounting uses the number of pages which are actually printed.
Print rules
Some print accounting solutions on the market also support print rules that can be defined in order
to carry out actions automatically if the print job has certain properties. A single rule consists of an
action and a condition. If the condition is met, the action is carried out.
The conditions used for print rules refer to the properties of a print job. Print job properties may be:
Byte size (file size of the print job)
Page count (the number of pages of the print job)
Number of copies
Color/b&w
Job costs
Job name
A rule checks a property of a print job and triggers an action based on defined condition. Possible
actions to be triggered may refer to print queue management and to accounting:
Delete job
Pause job
Move job to the end of the queue
Move job to another queue (to another printer)
Reschedule job
Do not charge job
Print rules
Some print accounting solutions on the market also support print rules that can be
defined in order to carry out actions automatically if the print job has certain properties. A
single rule consists of an action and a condition. If the condition is met, the action is
carried out.
The conditions used for print rules refer to the properties of a print job. Print job
properties may be:
• Byte size (file size of the print job)
• Page count (the number of pages of the print job)
• Number of copies
• Color/b&w
• Job costs
• Job name
A rule checks a property of a print job and triggers an action based on defined condition.
Possible actions to be triggered may refer to print queue management and to
accounting:
• Delete job
• Pause job
• Move job to the end of the queue
• Move job to another queue (to another printer)
• Reschedule job
• Do not charge job
3.3 Additional user interfaces (popup window functions) (1/2)
Some functions though require user input:

A print/copy job should be assigned to a cost center ( Account Track) such as a client, a project
or a department. In this case, the user must be able to enter additional information such as the
client code or a project or department ID (Please note that the account of the logged on user
will nevertheless be charged for the job. Client code information will only be added to the log
file). Cost centers may also be organized on multiple levels, for example, there may be several
projects which are assigned to a client, so the user must be able to enter or select a client
before he selects the appropriate project of the client.
The assignment of cost center information to print jobs can be performed for instance by
entering the data into a popup window that appears on the users PC while printing, or by
entering the information in the printer driver. Which procedure is supported depends on the
installed print accounting solution and its individual configuration.
The main print accounting functions can be carried out by the accounting server without
any specific user input. If users and their account balances are set up, users just need to
send a print job in the usual way and the accounting server carries out accounting
automatically.
• A print/copy job should be assigned to a cost center ( Account Track) such as a
client, a project or a department. In this case, the user must be able to enter
additional information such as the client code or a project or department ID (Please
note that the account of the logged on user will nevertheless be charged for the job.
Client code information will only be added to the log file). Cost centers may also be
organized on multiple levels, for example, there may be several projects which are
assigned to a client, so the user must be able to enter or select a client before he
selects the appropriate project of the client.
The assignment of cost center information to print jobs can be performed for
instance by entering the data into a popup window that appears on the users PC
while printing, or by entering the information in the printer driver. Which procedure
is supported depends on the installed print accounting solution and its individual
configuration.
Additional user interfaces (popup window functions) (2/2)
Popup window functions are realized by additional software that has to be installed on client
workstations or by the printer driver. This software may only be available for particular
operating systems. On workstations running other operating systems, the same functions may
be provided by a web application which is a part of the accounting solution. In this case, users
may access the required functions and enter the required information via a web browser
running on their workstation.
The example below shows the authentication screen of a printer driver.
If the system is configured accordingly, then the user can enter additional information
of a cost center (Account Track Information). Depending on the printer driver configuration the
authentication screen pops up automatically while printing.
•Popup window functions are realized by additional software that has to be installed on
client workstations or by the printer driver. This software may only be available for
particular operating systems. On workstations running other operating systems, the
same functions may be provided by a web application which is a part of the accounting
solution. In this case, users may access the required functions and enter the required
information via a web browser running on their workstation.
•The example below shows the authentication screen of a printer driver.
If the system is configured accordingly, then the user can enter additional information of
a cost center (Account Track Information). Depending on the printer driver configuration
the authentication screen pops up automatically while printing.
3.4 Print job log data
The accounting server logs print, copy, fax or scan job data and e.g. stores it to a text file or a
database (this depends on the print accounting application). The data can be accessed by the
accounting server or by additional utilities in order to display and analyze the data (for example in
the form of graphic charts or histories of print and copy activities).
Print job log data contains information about each job processed by the accounting server. For
each e.g print job, a new data set is added to the log file or database. Each data set may contain
the following information:
The name of the user who sent the job
The name of the document that has been printed
The name of the printer on which the document was printed
The date and time at which the print job was processed
The client workstation from which the print job has been sent
Codes or IDs assigned to the print job for accounting purposes
The paper size selected for the print job
Printer features selected for the print job (such as duplex, color printing, number of copies)
The file size of the print job (byte size)
The page count of the print job
The cost of the print job
The accounting server logs print, copy, fax or scan job data and e.g. stores it to a text file
or a database (this depends on the print accounting application). The data can be
accessed by the accounting server or by additional utilities in order to display and analyze
the data (for example in the form of graphic charts or histories of print and copy activities).
Print job log data contains information about each job processed by the accounting server.
For each e.g print job, a new data set is added to the log file or database. Each data set
may contain the following information:
• The name of the user who sent the job
• The name of the document that has been printed
• The name of the printer on which the document was printed
• The date and time at which the print job was processed
• The client workstation from which the print job has been sent
• Codes or IDs assigned to the print job for accounting purposes
• The paper size selected for the print job
• Printer features selected for the print job (such as duplex, color printing, number of
copies)
• The file size of the print job (byte size)
• The page count of the print job
• The cost of the print job
3.5 Reporting tools (1/4)
Basically there are several ways to access log data:

The accounting application provides functions to access, filter and display log data.
The accounting solution may provide additional utilities such as web utilities to access log data.
The accounting application may provide export functions for log data that make log data
available for other applications such as spreadsheet programs or databases.
An external reporting utility has direct access to the database of the print accounting
application
By defining appropriate filters,

log data can be
processed in order
to display particular values
and relations.
Example:
Show the total number of
printed pages
- by user
- by device
- by term
Basically there are several ways to access log data:

• The accounting application provides functions to access, filter and display log data.
• The accounting solution may provide additional utilities such as web utilities to
access log data.
• The accounting application may provide export functions for log data that make log
data available for other applications such as spreadsheet programs or databases.
• An external reporting utility has direct access to the database of the print accounting
application
By defining appropriate filters, log data can be processed in order to display particular
values and relations.
For example: Show the total number of printed pages
• by user
• by device
• by term
Reporting tools (2/4)
Reporting tools may provide several options to filter, display and compare log data.
Below you will find some examples of the features supported by reporting tools.
Choice of global and detailed reports for overviews and in-depth analysis
‘View Graph’ key for instant graphic presentation
Detailed analysis and comparison options, e.g. average daily traffic or
color versus b/w output
Flexible cost analysis: for individual devices, single users or user groups,
or certain periods
Instant overview of all activities on a single screen: for ‘Top 10 Printers’
or ‘Top 10 Users’
Reporting tools may provide several options to filter, display and compare log data.
Below you will find some examples of the features supported by reporting tools.
• Choice of global and detailed reports for overviews and in-depth analysis
• ‘View Graph’ key for instant graphic presentation
• Detailed analysis and comparison options, e.g. average daily traffic or
color versus b/w output
• Flexible cost analysis: for individual devices, single users or user groups,
or certain periods
• Instant overview of all activities on a single screen: for ‘Top 10 Printers’
or ‘Top 10 Users’
This example shows the graphs of the printers.

This report diagram shows the number of prints by function
This report diagram shows the number of prints by function

PROPERTIES

4.) Copy vending devices

Overview,
Working method,
Konica Minolta Open API based Print Accounting Solutions,
Card technologies.
Quiz 4.
Chapter 4 - Copy vending devices.

• Overview,
• Working method,
• Konica Minolta Open API based Print Accounting Solutions
• Card technologies.
• Quiz 4.
4.1 Overview (1/7)
Introduction
Copy vending devices are used to charge users for copies, prints, scans or faxes or simply to
control the access to a copier or a printer. Usually they are connected directly to the MFP as a
terminal.
There are different types of copy vending devices such as coin vendors, card terminals or keypad
terminals. Coin vendors and card terminals for prepaid cards are used for instant payment of copies
etc. Card terminals for ID cards and keypad terminals are used to access copiers and printers by
asking for user IDs and passwords (stored on an ID card or to be entered via keypad).
Copy vending devices can also be connected to accounting servers, for example, via network
connection. In this way, copiers can be integrated into accounting solutions and users can be
charged via their accounting balances managed by the accounting server. Additional functions
provided by accounting server-based terminals are secure print, ID & print and follow me printing.
Coin vending devices or card terminals can be connected to Konica Minolta MFPs via the Key
Counter or serial vendor interface. The connection method depends on the supported interface type
by the MFP as well as by the vending device.
Refer to chapter 4.2 for further information.
Introduction
Copy vending devices are used to charge users for copies, prints, scans or faxes or
simply to control the access to a copier or a printer. Usually they are connected directly
to the MFP as a terminal.
There are different types of copy vending devices such as coin vendors, card terminals
or keypad terminals. Coin vendors and card terminals for prepaid cards are used for
instant payment of copies etc. Card terminals for ID cards and keypad terminals are
used to access copiers and printers by asking for user IDs and passwords (stored on an
ID card or to be entered via keypad).
Copy vending devices can also be connected to accounting servers, for example, via
network connection. In this way, copiers can be integrated into accounting solutions and
users can be charged via their accounting balances managed by the accounting server.
Additional functions provided by accounting server-based terminals are secure print, ID
& print and follow me printing.
Coin vending devices or card terminals can be connected to Konica Minolta MFPs
via the Key Counter or serial vendor interface. The connection method depends on the
supported interface type by the MFP as well as by the vending device.
Refer to chapter 4.2 for further information.
Overview (2/7)
Types of copy vending devices

The simplest way of equipping copiers with a copy vending device is to use a coin-operated
device. You only need to connect the coin-operated device to the copier and no further devices or
network connections to management systems are required.
Users have to pay charges by inserting coins (1) into the coin-operated devices which then allows
using the copier (2).
Working method of a coin-operated copy vending device
Coin-operated devices accept different coins and can be programmed in order to define selling
prices e.g. for different paper formats.
The advantages of coin-operated devices are that no additional infrastructure is required and users
just need to have coins ready (the latter can also be considered a disadvantage because copy
cards may be carried with you and used more comfortably).
The disadvantage of coin-operated devices is that they need to provide cash boxes which thieves
may break open.
Types of copy vending devices:

The simplest way of equipping copiers with a copy vending device is to use a coin-
operated device. You only need to connect the coin-operated device to the copier and no
further devices or network connections to management systems are required.
Users have to pay charges by inserting coins (1) into the coin-operated devices which
then allows using the copier (2).
Coin-operated devices accept different coins and can be programmed in order to define
selling prices e.g. for different paper formats.
The advantages of coin-operated devices are that no additional infrastructure is required
and users just need to have coins ready (the latter can also be considered a
disadvantage because copy cards may be carried with you and used more comfortably).
The disadvantage of coin-operated devices is that they need to provide cash boxes
which thieves may break open.
Overview (3/7)
Card readers e.g. use paper or plastic cards with magnetic stripes or memory chips. User credit is
deposited on the card (1) and, by this, made available at the copier/card reader (2). Cards are either
disposable with a fixed initial credit on them which is just used up, or they are reloadable with new
credit.
A system using card readers requires the card reader being connected to the copier and a device
which can be used to deposit new credit on reloadable cards. For example, cards can be reloaded
with reloading automates, with some card readers (if they support this function) or with a PC that is
equipped with appropriate software and a card reader/writer.
20
Working method of card-based vending systems
Card readers e.g. use paper or plastic cards with magnetic stripes or memory chips.
User credit is deposited on the card (1) and, by this, made available at the copier/card
reader (2). Cards are either disposable with a fixed initial credit on them which is just
used up, or they are reloadable with new credit.
A system using card readers requires the card reader being connected to the copier and
a device which can be used to deposit new credit on reloadable cards. For example,
cards can be reloaded with reloading automates, with some card readers (if they support
this function) or with a PC that is equipped with appropriate software and a card
reader/writer.
Overview (4/7)
Networked terminals grant access to copiers if users are provided with a valid user ID. The
terminal is connected to the copier as well as to a network with an accounting server.
Users and their credit are managed by the accounting server. A user with a valid user ID enters his
ID at the terminal (1).
His user ID is verified by the accounting server (2).
The terminal allows the user to access the copier (3). While the user copies his document, the
terminal records his copy actions.
When the user logs off, the terminal uploads this information to the accounting server which
modifies the user’s credit accordingly (4).
1
LAN 4
Accounting Server
Working method of vending systems based on accounting servers and networked terminals
Networked terminals grant access to copiers if users are provided with a valid user ID.
The terminal is connected to the copier as well as to a network with an accounting server.
Users and their credit are managed by the accounting server. A user with a valid user ID
enters his ID at the terminal (1).
His user ID is verified by the accounting server (2).
The terminal allows the user to access the copier (3). While the user copies his
document, the terminal records his copy actions.
When the user logs off, the terminal uploads this information to the accounting server
which modifies the user’s credit accordingly (4).
Overview (5/7)
Networked terminals also allow pull printing (Follow Me printing), which enables a secure release
of print jobs.
The user sends a print job from his PC to the accounting server. On the server, the print job is
paused (1).
Then the user walks up to the MFP, enters his ID on the terminal and selects the paused print job
for printing (2).
From the terminal, this information is transmitted to the accounting server (3),
which releases the print job and sends it to the MFP to be printed (4).
2
PC
1 4 LAN
Accounting
Server
Working method of pull printing based on accounting servers and networked terminals
Networked terminals also allow pull printing (Follow Me printing), which enables a
secure release of print jobs. The user sends a print job from his PC to the accounting
server. On the server, the print job is paused (1). Then the user walks up to the MFP,
enters his ID on the terminal and selects the paused print job for printing (2). From the
terminal, this information is transmitted to the accounting server (3), which releases the
print job and sends it to the MFP to be printed (4).
Overview (6/7)
Functions of copy vending devices:

Based on the type of copy vending device and card, there are several basic functions, which may be
supported or not. These basic functions are:
Accept cash to enable copying functions.
Accept credit stored on a card.
Accept credit stored by an accounting system.
User authentication via ID on card.
User authentication via keypad.
Support of Secure Print/ Follow Me print functions.
Coin vendors (they are not connected to accounting systems) are stand-alone devices that accept cash
to enable copying functions. Coins inserted into the coin vendor present available credit which is
reduced by the coin vendor according to copy actions carried out after coin insertion until credit is used
up.
Card terminals can be stand-alone devices or they can be connected to an accounting system:
Stand-alone card terminals accept prepaid cards which contain user credit. The credit is reduced
by the card terminal according to copy actions carried out as long as the card is inserted. Stand-
alone card terminals may also provide a local user account management and accept ID cards for
authentication purposes.
Card terminals connected to an accounting system may access user credit which is managed by
the accounting system. To allow the card terminal to access the user account, the card must
contain user authentication data (e.g. a user ID).
Functions of copy vending devices:

Based on the type of copy vending device and card, there are several basic functions,
which may be supported or not. These basic functions are:
- Accept cash to enable copying functions.
- Accept credit stored on a card.
- Accept credit stored by an accounting system.
- User authentication via ID on card.
- User authentication via keypad.
- Support of Secure Print/ Follow Me print functions.
Coin vendors (they are not connected to accounting systems) are stand-alone devices
that accept cash to enable copying functions. Coins inserted into the coin vendor present
available credit which is reduced by the coin vendor according to copy actions carried
out after coin insertion until credit is used up.
Card terminals can be stand-alone devices or they can be connected to an

accounting system:
• Stand-alone card terminals accept prepaid cards which contain user credit. The
credit is reduced by the card terminal according to copy actions carried out as
long as the card is inserted. Stand-alone card terminals may also provide a local
user account management and accept ID cards for authentication purposes.
• Card terminals connected to an accounting system may access user credit which
is managed by the accounting system. To allow the card terminal to access the
user account, the card must contain user authentication data (e.g. a user ID).
Overview (7/7)
Keypad terminals are connected to an accounting system and allow user authentication via keypad.
To collect copy fees, they need to be connected to an accounting system because they are not able
to accept coins or credit stored on cards and they have to access user accounts in order to get and
modify credit information. Stand-alone keypad terminals may also provide the possibility to set up
and configure local user accounts in order to limit copy volumes for registered users and to define
cost prices. By this, keypad terminals may realize some functions which otherwise are only provided
by accounting systems.
The different types of vending devices named above can also be combined, for example: Coin
vendors can be combined with card readers in order to enable payment by cash as well as by card
credit and to provide the possibility to reload the copy card by inserting coins into the coin vendor.
Function Coin vendors Card Keypad

terminals terminals
Accept cash
Accept card credit
Accept credit from user accounts
User authentication
Secure Print/ Follow Me
Keypad terminals are connected to an accounting system and allow user authentication
via keypad. To collect copy fees, they need to be connected to an accounting system
because they are not able to accept coins or credit stored on cards and they have to
access user accounts in order to get and modify credit information. Stand-alone keypad
terminals may also provide the possibility to set up and configure local user accounts in
order to limit copy volumes for registered users and to define cost prices. By this, keypad
terminals may realize some functions which otherwise are only provided by accounting
systems.
The different types of vending devices named above can also be combined, for example:
Coin vendors can be combined with card readers in order to enable payment by cash as
well as by card credit and to provide the possibility to reload the copy card by inserting
coins into the coin vendor.
4.2 Working method (1/8)
Copy vending devices and MFPs
A copy vending device needs to monitor copy, print, scan and fax actions of the user in order to
deduct credit available on the user’s copy card (or on his user account, if the device is connected to
an accounting server that manages the user’s credit). Therefore, vending device and MFP need to
exchange information:
The vending device must be able to grant and deny the user access to MFP functions. If there is
sufficient credit available, the user must be able to use the MFP. When no credit is available or when
the card is ejected, the vending device must be able to prevent users from making copies. For
example, this can be done by just two signals sent from the vending device to the MFP: One signal
grants access e.g. by enabling the MFP’s copy function; the other signal denies access by disabling
the copy function. (key counter interface)
While credit is available and the user makes copies, the vending device must be able to monitor copy
or print actions in order to deduct the corresponding amount from the user’s credit. The user carries
out copy actions on the MFP and the MFP needs to deliver that information to the vending device.
Usually, there are several copy products (such as different page formats, duplex and color/b&w)
available at different prices, and it is not enough to just count copies.
Depending on the MFP’s vendor interface, copy products can be either represented by a certain
number of “clicks” that will be issued by the MFP ( key counter interface), or the MFP sends detailed
price information of the product to the vending device. ( serial vendor interface )
The following table shows some examples of copy or print products.
A4 b&w A4 b&w duplex

A4 color A4 color duplex
A3 b&w A3 b&w duplex
A3 color A3 color duplex
Copy vending devices and MFPs

A copy vending device needs to monitor copy, print, scan and fax actions of the user in
order to deduct credit available on the user’s copy card (or on his user account, if the
device is connected to an accounting server that manages the user’s credit). Therefore,
vending device and MFP need to exchange information:
The vending device must be able to grant and deny the user access to MFP functions. If
there is sufficient credit available, the user must be able to use the MFP. When no credit
is available or when the card is ejected, the vending device must be able to prevent
users from making copies. For example, this can be done by just two signals sent from
the vending device to the MFP: One signal grants access e.g. by enabling the MFP’s
copy function; the other signal denies access by disabling the copy function. (key
counter interface)
While credit is available and the user makes copies, the vending device must be able to
monitor copy or print actions in order to deduct the corresponding amount from the
user’s credit. The user carries out copy actions on the MFP and the MFP needs to
deliver that information to the vending device. Usually, there are several copy products
(such as different page formats, duplex and color/b&w) available at different prices, and
it is not enough to just count copies.
Depending on the MFP’s vendor interface, copy products can be either represented by a
certain number of “clicks” that will be issued by the MFP (key counter interface), or the
MFP sends detailed price information of the product to the vending device (serial vendor
interface).
The following table shows some examples of copy or print products.
Working method (2/8)
Depending on the type of connection between MFP and vending device, different types of
signaling are used. Konica Minolta is using three different types of vendor interfaces:
Key counter interface (4-wires pulse interface, see example 1 below).
Parallel interface. This type of interface less important as it is nowadays only used on old
MFPs (see example 2).
Serial vendor interface (communication between MFP and vending device according to serial
communication protocol). This is the most important type of interface with regard to the
supported accounting feature. Most new bizhub MFPs support this interface type
(see example 3).
Example 1: bizhub 362

A vending device is connected to the bizhub 362 via the key counter interface (cable with 4 wires).
One wire is used to transmit paper format information (only b&w copies possible) for each copy.
Copy actions are indicated by signal peaks transmitted via that wire:
One signal peak indicates one A4 copy.
Two signal peaks within a certain time frame indicate one A3 copy.
1 Signal Peak: 1x A4
2 Signal Peaks within time frame: 1x A3
A3 time frame
Signal peaks indicating paper format
Depending on the type of connection between MFP and vending device, different types
of signaling are used. Konica Minolta is using three different types of vendor interfaces:
• Key counter interface (4-wires pulse interface, see example 1 below).
• Parallel interface. This type of interface less important as it is nowadays only used
on old MFPs (see example 2).
• Serial vendor interface (communication between MFP and vending device
according to serial communication protocol). This is the most important type of
interface with regard to the supported accounting feature. Most new bizhub MFPs
support this interface type
(see example 3).
Example 1: bizhub 362

A vending device is connected to the bizhub 362 via the key counter interface (cable with
4 wires).
One wire is used to transmit paper format information (only b&w copies possible) for
each copy. Copy actions are indicated by signal peaks transmitted via that wire:
• One signal peak indicates one A4 copy.
• Two signal peaks within a certain time frame indicate one A3 copy.
Example 2: bizhub 920 (parallel interface)

A copy vending device is connected to the bizhub 920 via a cable with 14 wires. Three wires are
used to transmit paper format and duplex information (only b&w copies possible) for each copy:
The first wire is used to signal a copy (no matter which format or if duplex)
The second wire signals the format (low: A4, high: A3).
The third wire signals duplex copies (low: one-sided copy, high: duplex copy)
1st Signal high: 1x A4
1st and 2nd Signal high: 1x A3
1st, 2nd and 3rd Signal high: 1x A3 Duplex
Signal peaks indicating paper format and duplex mode
Example 2: bizhub 920 (parallel interface)

A copy vending device is connected to the bizhub 920 via a cable with 14 wires. Three
wires are used to transmit paper format and duplex information (only b&w copies
possible) for each copy:
• The first wire is used to signal a copy (no matter which format or if duplex)
• The second wire signals the format (low: A4, high: A3).
• The third wire signals duplex copies (low: one-sided copy, high: duplex copy)
Example 3: bizhub 601/751, bizhub C452/C552/C652 and others / serial vendor interface
KM-Integrated Architecture based MFPs are equipped with a serial vendor interface that supports
the connection of external copy vending devices. This vendor interface is the most important and
sophisticated vendor interface on Konica Minolta MFPs. The communication between the MFP and
the copy vending device is based on a proprietary serial communication protocol. On the MFP, you
can choose between two different protocol modes which are represented by Vendor 1 and Vendor 2.
Both protocols are different and external devices have to be adapted to the corresponding protocol:
Vendor Mode 1 is the conventional serial vendor interface which stands for the old vendor
interface specifications. It mainly supports the copy function on MFPs.
Vendor Mode 2 represents the new KM standard serial vendor interface and supports copying,
printing, scanning and faxing.
Example 3: bizhub 601/751, bizhub C452/C552/C652 and others / serial vendor

interface
KM-Integrated Architecture based MFPs are equipped with a serial vendor interface that
supports the connection of external copy vending devices. This vendor interface is the
most important and sophisticated vendor interface on Konica Minolta MFPs. The
communication between the MFP and the copy vending device is based on a proprietary
serial communication protocol. On the MFP, you can choose between two different
protocol modes which are represented by Vendor 1 and Vendor 2. Both protocols are
different and external devices have to be adapted to the corresponding protocol:
• Vendor Mode 1 is the conventional serial vendor interface which stands for the old
vendor interface specifications. It mainly supports the copy function on MFPs.
• Vendor Mode 2 represents the new KM standard serial vendor interface and
supports copying, printing, scanning and faxing.
The main difference between Vendor Mode 1 and Vendor Mode 2 are the supported features and
functions as well as the way the copy permission signal to release the copier will be carried out. On
the old vendor interface the copy permission signal, that depends on the balance, is controlled by
the coin vendor. The new KM standard serial interface performs the control of the balance and the
confirmation of the balance on the MFP.
Feature comparison between Vendor mode 1 and Vendor mode 2:
Features Vendor Mode 1 Vendor Mode 2
(Conventional Serial (KM Standard Serial I/F)
Vendor I/F)
Supported Copy jobs
jobs for
Print jobs / *
accounting
Fax jobs
Scan jobs
Box features / **
Setup of Accounting (On/ Off/
restrictions Restricted)
Copy
Print
Data send (Fax-TX, Scan-to-
Functions, Internet Fax-TX)
* Depends on model; ** Box features (except Secure Print feature) are not supported by current firmware, but will be in the future
The main difference between Vendor Mode 1 and Vendor Mode 2 are the supported
features and functions as well as the way the copy permission signal to release the
copier will be carried out. On the old vendor interface the copy permission signal, that
depends on the balance, is controlled by the coin vendor. The new KM standard serial
interface performs the control of the balance and the confirmation of the balance on the
MFP.
This table shows a feature comparison between Vendor mode 1 and Vendor mode 2.
The vendor interface is represented by an 8-pin or 9-pin CT type connector or can

be directly located on the MFPs printer control board (usually connector CN1000)
Vendor interface connector on the bizhub C552
The vendor interface is represented by an 8-pin or 9-pin CT type connector or canbe

directly located on the MFPs printer control board (usually connector CN1000).
Copy terminals and print accounting servers

Copy terminals can be connected to an accounting server in order to enable copy accounting or pull
printing (Follow Me printing) via server-based accounting balances. By this, users do not need to pay
instantly for copying by using coins or prepaid cards. They just need to identify themselves at the
terminal.
Copy terminals may be connected to accounting servers via network connections such as Ethernet.
The network connection allows terminal and server to communicate with each other in order to verify
the user ID and to release copier functions:
The terminal transmits the user ID to the accounting server.
On the accounting server, the user ID and his account balance are checked. If the user ID is verified
and sufficient credit is available from the account balance, the accounting server sends a command to
the terminal that releases copier functions so that the user is able to start the copy job.
Copy cost calculation

Copy vending devices for instant payment must be able to calculated copy costs. These devices are
not connected to an accounting server which stores price information, so page prices have to be
programmed into the vending device.
The memory of the vending device holds a table which contains several size prices for different paper
formats such A3 and A4 and for additional features such as duplex printing and color/b&w printing.
At the beginning of the copy process, the vending device queries available credit. With card terminals,
the card reader retrieves credit information from the memory of the prepaid card. With coin vendors, the
vending device counts and validates the inserted coins and calculates the available credit.
Copy terminals and print accounting servers.

Copy terminals can be connected to an accounting server in order to enable copy
accounting or pull printing (Follow Me printing) via server-based accounting balances. By
this, users do not need to pay instantly for copying by using coins or prepaid cards. They
just need to identify themselves at the terminal.
Copy terminals may be connected to accounting servers via network connections such as
Ethernet. The network connection allows terminal and server to communicate with each
other in order to verify the user ID and to release copier functions:
The terminal transmits the user ID to the accounting server.
On the accounting server, the user ID and his account balance are checked. If the user ID
is verified and sufficient credit is available from the account balance, the accounting server
sends a command to the terminal that releases copier functions so that the user is able to
start the copy job.
Copy cost calculation.

Copy vending devices for instant payment must be able to calculated copy costs. These
devices are not connected to an accounting server which stores price information, so page
prices have to be programmed into the vending device.
The memory of the vending device holds a table which contains several size prices for
different paper formats such A3 and A4 and for additional features such as duplex printing
and color/b&w printing.
At the beginning of the copy process, the vending device queries available credit. With
card terminals, the card reader retrieves credit information from the memory of the prepaid
card. With coin vendors, the vending device counts and validates the inserted coins and
calculates the available credit.
During the copy process, the vending device receives signals from the connected copier which indicate
copy clicks (key counter interface) and information about page formats and features (see chapter 4.2
Copy vending devices and MFPs). Based on this information, the vending device continuously deducts
stored page prices from the available credit for each copy produced by the copier. With card terminals,
the card reader writes updated credit information into the memory of the card. Vending devices may
show updated credit information via display.
Card Terminal
Card
Reader Processor
Memory Copier/MFP
Price Table
A4 0.08
A3 0.13 Signalling
(Page Format, Features)
A4 Duplex 0.16
Copy vending devices, cost calculation
During the copy process, the vending device receives signals from the connected copier
which indicate copy clicks (key counter interface) and information about page formats
and features. Based on this information, the vending device continuously deducts stored
page prices from the available credit for each copy produced by the copier. With card
terminals, the card reader writes updated credit information into the memory of the card.
Vending devices may show updated credit information via display.
4.3 Konica Minolta Open API based Print Accounting Solutions (1/3)
Nowadays the Konica Minolta MFPs do not only support vendor interfaces to connect external
hardware devices, but also the possibility to run software applications that are uploaded and
managed by an external server. Such applications can emulate the function of a traditional vending
device and can offer, for instance, a user authentication or Pull Print functionality. All these features
can be realized because of the integration of Konica Minoltas Open API technology into our MFPs.
The managment system of software applications that are registered on an MFP is usually part of the
print accounting system or can be added as an optional module to that system.
User Authentication
The user interface of an Open API application is displayed on the MFPs LCD panel . Users can enter
data by the hardware keys or by using a virtual keybord on the LCD panel.
The picture shows an example of an authentication screen on an MFP.
Users can enter their user name and Client

Code to logon to the device.
The logon screen can be configured differently
depending on the customer demands.
E.g
• User Name and Password or
• User Name ,Password and Client Code
Nowadays the Konica Minolta MFPs do not only support vendor interfaces
to connect external hardware devices, but also the possibility to run software
applications that are uploaded and managed by an external server. Such applications
can emulate the function of a traditional vending device and can offer, for instance, a
user authentication or Pull Print functionality. All these features can be realized because
of the integration of Konica Minoltas Open API technology into our MFPs.
The managment system of software applications that are registered on an MFP is
usually part of the print accounting system or can be added as an optional module to that
system.
User Authentication
The user interface of an Open API application is displayed on the MFPs LCD panel .
Users can enter data by the hardware keys or by using a virtual keybord on the LCD
panel.
The picture shows an example of an authentication screen on an MFP.
Users can enter their user name and Client Code to logon to the device.
The logon screen can be configured differently depending on the customer demands.
E.g.
• User Name and Password or
• User Name ,Password and Client Code
Konica Minolta Open API based Print Accounting Solutions (2/3)
When a user enters his logon credentials, the MFPs send the data to an external server that
performs the authentication process. This process is very similar to the authentication process of an
external hardware terminal. Howerver, the Open API technology is much more powerful and
supports additional features in comparison to the vendor interface. In addition to the user
authentication, the accounting system can also control user permissons with regard to the access to
MFP functionalities.
For example, a user is allowed to logon to the MFP, but has no permissions to create color copies.
Like on hardware terminals, an Open API authentication application can be used together with an
external authentication device, like a card reader or a biometric authentication device, to simplify the
logon process on the MFP. Card information is stored in the database of the print accounting system
or can be registered on the Active Directory or in the edirectory, if supported.
Konica Minolta is offering a wide range of USB card readers that can be connected
to the USB port on the MFP.
Some of the most popular card readers used by customers are

Mifare
Legic
HID
HITAG
Felica
The spread of a specific card reader type is different among the marketing areas.
When a user enters his logon credentials, the MFPs send the data to an external server
that performs the authentication process. This process is very similar to the
authentication process of an external hardware terminal. Howerver, the Open API
technology is much more powerful and supports additional features in comparison to the
vendor interface. In addition to the user authentication, the accounting system can also
control user permissons with regard to the access to MFP functionalities.
For example, a user is allowed to logon to the MFP, but has no permissions to create
color copies.
Like on hardware terminals, an Open API authentication application can be used
together with an external authentication device, like a card reader or a biometric
authentication device, to simplify the logon process on the MFP. Card information is
stored in the database of print accounting system
or can be registered on the Active Directory or in the edirectory , if supported.
Konica Minolta is offering a wide range of USB card readers that can be connected to
the USB port on the MFP.
Some of the most popular card readers used by customers are

• Mifare
• Legic
• HID
• HITAG
• Felica
The spread of a specific card reader type is different among the marketing areas.
Konica Minolta Open API based Print Accounting Solutions (3/3)
Pull Print Application
In order to support printing, a Pull Print application can be registered on the MFP. After a user logs
on to an MPF, he can select the Pull Print application and can release his print jobs that are kept on
the print accounting server.( Secure Print)
The print accounting application can also be configured to automatically release the print jobs when
a user logs on. This feature is called e.g ID&Print or Quick Print.
The available print jobs of a user are

displayed on the screen.
• Print job details of each job can can
be viewed
• Print jobs can be deleted
• Either all print jobs can be released at
once or individual jobs can be
selected from the list.
• Print jobs can be released for printing
Pull Print Application

In order to support printing, a Pull Print application can be registered on the MFP. After a
user logs on to an MPF, he can select the Pull Print application and can release his print
jobs that are kept on the print accounting server.( Secure Print)
The print accounting application can also be configured to automatically release the print
jobs when a user logs on. This feature is called e.g ID&Print or Quick Print
The available print jobs of a user are displayed on the screen.

• Print job details of each job can be viewed
• Print jobs can be deleted
• Either all print jobs can be released at once or individual jobs can be selected from
the list.
• Print jobs can be released for printing
4.4 Card technologies (1/2)
Types of copy cards:

There are three types of copy cards:
Magnetic-stripe cards
Chip cards
Contactless cards
Magnetic stripe
Magnetic-stripe card
I/O Logic
Contacts
Processor
Memory
Components of chip cards
Types of copy cards:

There are three types of copy cards:
- Magnetic-stripe cards
- Chip cards
- Contactless cards
Magnetic-stripe cards provide a magnetic stripe on the surface of the card. This stripe
usually contains three tracks on which information is stored separately in particular
formats. To read and write the card’s information, the card reader moves a read/write
head along the stripe.
Chip cards (also called Smartcards or Integrated Circuit Cards (ICC)) contain a
processor, memory and an input/output logic. On the surface of the card, a chip provides
electronic contacts for the card reader which are used to provide the card with power and
to read and write the card’s data.
Beside user data, chip cards may contain applications such as cryptographic methods
and keys to prevent the duplication of the card.
Contactless cards use radio to transmit information. The card does not contain a power
source, but a loop antenna. It is powered via inductive coupling of the card’s antenna
with the card reader’s loop antenna. Current flowing through the card reader’s loop
antenna generates an alternating magnetic field. When the card enters this magnetic
field, electromagnetic induction causes the antenna loop of the card to generate current.
This current is used to power the card’s integrated circuit. To read and write data, the
card reader as well the card are able to modulate the magnetic field.
Card technologies (2/2)
There are different types of contactless cards:

Close Coupling Integrated Chip Card (CICC) for distance up to 1 centimeter
Proximity Integrated Circuit Card* (PICC) for distances of up to 10 centimeters
Vicinity Integrated Circuit Card (VICC) for distances of up to 1 meter
* Copy terminals mainly use PICCs for authentication purposes and credit on card
Loop
Antenna
Integrated Integrated
Circuit Circuit
Loop
Antenna
Contactless Card
Card Reader
Electromagnetic Field
Working method of contactless cards
There are different types of contactless cards:

• Close Coupling Integrated Chip Card (CICC) for distance up to 1 centimeter
• Proximity Integrated Circuit Card* (PICC) for distances of up to 10 centimeters
• Vicinity Integrated Circuit Card (VICC) for distances of up to 1 meter
Different types of cards can also be combined. For example, credit cards usually
combine a chip and a magnetic stripe. Cards combining chip and contactless technology
are called hybrid cards.
Although the general function of proximity cards are similar, a lot of different card
technologies exist on the market. For instance Mifare, Legic or HITAG.
All of these card types are proximity cards but may use a different radio frequency or a
different data format. Therefore a lot of different card readers are on the market to
support the specific card technology.
PROPERTIES

Summary
Congratulations!
This is the end of the Web Based Service Training Course

“Accounting and Payment Solutions”.
You should now have a better understanding of:

The benefits provided by print and copy accounting,
The components and working method of print accounting solutions,
Features of print accounting solutions,
The demands of different environments on accounting solutions,
The configuration options of accounting servers, and
Types and working methods of copy vending devices.
Congratulations!
This is the end of the Web Based Service Training Course
“Accounting and Payment Solutions”.
You should now have a better understanding of:

- The benefits provided by print and copy accounting,
- The components and working method of print accounting solutions,
- Features of print accounting solutions,
- The demands of different environments on accounting solutions,
- The configuration options of accounting servers, and
- Types and working methods of copy vending devices.
We look forward to meeting you at the next web based training!

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Accounting and Payment Solutions

Click the Next-Button to continue.

Please Note: Estimated time completion of this module is 70 – 80 minutes

Accounting and Payment Solutions – Overview.

Here are the instructions on how to navigate through this course.

The topics of discussion are:

As a result, nobody feels responsible to manage and control output-related costs.

The features of a print and copy accounting solution allow you to

The features of a print and copy accounting solution allow you to

The main features of a print account solution are:

The main features of a print account solution are:

Print accounting solutions may provide print queue management options:

Print accounting solutions may provide print queue management options:

Basic print accounting workflow

The basic workflow of copy accounting comprises the following steps:

Good luck with the quiz!

The topics of discussion are:

Chapter 2 - Components of print accounting solutions.

- Realization of print accounting solutions in an IT environment,

Network server and clients in a print accounting solution

Network server and clients in a print accounting solution

All client PCs print to the

Server cluster of a print accounting solution

Printing from the client

Additional software modules on client workstations may provide popup window

Components of a print accounting solution for tracking print job data

Components of a print accounting solution for tracking print job data

Print and copy accounting in academic environments

The objectives in academic environments are

Print and copy accounting in academic environments

The objectives in academic environments are

The objectives in corporate environments are

The objectives in corporate environments are

Good luck with the quiz!

The topics of discussion are:

Chapter 3 - Configuration options of print accounting solutions.

User management basics

Print/copy quotas and account balance management

Print/copy quotas and account balance management.

Printer configuration basics

Possible configuration settings maybe

Printer configuration basics

Possible configuration settings maybe

Page Scope Enterprise Price Settings Templates

Individual price templates can be assigned to registered devices.

Individual price templates can be assigned to registered devices.

How to determine print costs

Information required to calculate the print cost are e.g

 The page count of the job

How to determine print costs

Print Server Target Printer

Sources of print job information

Some functions though require user input:

Basically there are several ways to access log data:

By defining appropriate filters,

Basically there are several ways to access log data:

This example shows the graphs of the printers.

This report diagram shows the number of prints by function

This report diagram shows the number of prints by function

Good luck with the quiz!

The topics of discussion are:

Chapter 4 - Copy vending devices.

Types of copy vending devices

The page count of the job

A4 b&w A4 b&w duplex