Configure or Modify the Xerox Standard Accounting Code or Auditron Code in the Windows Print Driver

If Xerox Standard Accounting (XSA) or Auditron is enabled, if the code is not entered in the print driver when a user prints, an error will be generated and the job will not print. This solution will provide the steps to enter the XSA code in the print driver so a user may print without error.

The print driver may be configured in one of the following ways:

• Use Default Accounting Codes - The code may be "embedded" in the print driver so that it is sent automatically with each print job.

• Prompt - The user is prompted for the code each time a print job is sent.

NOTE: The following steps require that XSA is enabled and accounts have already been created. Contact your System or Network Administrator if you are unsure as to which accounting code to print with after configuring the driver settings below. Your System or Network Administrator can refer to the Related Content information to configure XSA if it has not already been configured.

To configure XSA if printing directly to the printer (not through a print server):

1. Open the Printers window.

2. Right-click on the printer, and then select Properties.

3. Click on the Configuration tab.

4. Click on the Accounting button. If you do not see Accounting, select the Administration tab.

5. Select Xerox Standard Accounting or Auditron from the Accounting System pull-down menu.

6. Select one of the following options from the Accounting Prompt pull-down menu. The default option is Do Not Prompt.

   • Do Not Prompt
     
     NOTE: If this option is selected, skip to step 9.
     
     

   • Always Prompt

   • Only Prompt for Color (for print jobs)

   • Only Prompt for Fax (for LANFax jobs)

   • Only Prompt for Color and Fax (for print jobs and LANFax jobs)

7. Click to place check marks in the check boxes for any of the following options, as required:

   • Save Accounting Codes
     
     NOTE: By selecting Save Accounting Codes, if the code is entered incorrectly, the incorrect code will be remembered until it is correctly entered for the next print job.
     
     

   • Mask User ID (***)

   • Mask Account ID (***)

8. Skip to step 12 if you do not want to configure a Default User ID.

9. Enter the Xerox Standard Accounting Code in the Default User ID field.

10. If necessary, select the required account type from the Account Type pull-down menu. Available account types include:

    • Default Group Account

    • General Account

    • Group Account
      
      NOTE: Default Group Account is the default option. If this is selected, the Account ID field will be unavailable.
      
      

11. If General Account or Group Account was selected in step 10, enter the account code in the Account ID field.
    
    NOTE: If Default Group Account was selected, the Default Account ID field will be unavailable (grayed out).
    
    

12. Click OK to close the Accounting window.

13. Click Apply.

14. Click OK to close the Properties window.

To configure XSA if printing through a print server:

NOTE: If a computer / workstation is configured to print through a print server, the accounting option may be unavailable (grayed out) in the print driver on the workstation. If this is the case, XSA will need to be configured on the print server before the print driver on the workstation can be configured. A System or Network Administrator must perform this solution as it requires administrator rights to the network.

This solution assumes that the driver has already been shared from the server. In order for the user to be prompted for the accounting codes prior to printing, Always Prompt, Only Prompt for Color, Only Prompt for Fax, or Only Prompt for Color and Fax must be selected in the accounting setup. Once the driver is loaded on each workstation, users may change the accounting code and enter their code in the appropriate fields. If an accounting code is entered at the server under Use Default Accounting Code, this code will be used by all workstations rather than the user's accounting code.

1. At the server, open the Printers window.

2. Right-click on the printer, and then select Properties.

3. Click on the Configuration tab.

4. Click on the Accounting button. If you do not see Accounting, select the Administration tab.

5. Select Xerox Standard Accounting or Auditron from the Accounting System pull-down menu.

6. Select one of the following options from the Accounting Prompt pull-down menu.

   • Do Not Prompt (default)

   • Always Prompt

   • Only Prompt for Color (for print jobs)

   • Only Prompt for Fax (for LANFax jobs)

   • Only Prompt for Color and Fax (for print jobs and LANFax jobs)

7. Click to place check marks in the check boxes for any of the following options, as required:

   • Save Accounting Codes.
     
     NOTE: By selecting Save Accounting Codes, if the code is entered incorrectly, the incorrect code will be remembered until it is correctly entered for the next print job.
     
     

   • Mask User ID (***)

   • Mask Account ID (***)

8. Click OK.

9. Click Apply.

10. Click OK.

11. Follow steps 1-10 above on each workstation to configure the accounting option.