Configure Xerox Standard Accounting (XSA)

Xerox Standard Accounting

Xerox Standard Accounting (XSA) tracks the number of copy, print, scan, and fax jobs for each user. You can set different user limits for each type of job performed. You can reset limits remotely at any time. You can generate reports listing usage data for individual users, groups, or departments.

When XSA is enabled, before users can access services, they are required to log in to the device. Before printing documents from a computer, users are required to provide their account details in the print driver.

Note: If XSA is enabled, you cannot enable other accounting modes.

You can create a maximum of:

• 2499 unique XSA user IDs

• 500 General Accounts

• 499 Group Accounts

You assign all user IDs to one or more group accounts.

Note: XSA settings and account data are stored in the device. It is recommended that you back up settings using the Cloning feature. If XSA settings are lost or deleted, you can restore the settings using the clone backup file.

Before you begin:

• Install print and drivers on all user computers.

• If you require authentication, configure Local Authentication or Network Authentication. For details, refer to Configure Local Authentication for Security or Configure Network Authentication for Security.

• Access EWS. For details refer to Access the Control Panel or Embedded Web Services (EWS).

Select the link below to review the information:

• Configure Xerox Standard Accounting

• Creating a Group Account

• Creating a User Account and Setting Usage Limits

• Managing Group Accounts

• Maximum Usage Limits

• Managing Limits for Individual Users

• Managing Limits for Groups

• Resetting Usage Data Values

• Automatically Resetting the Accounting Counters

• Resetting Standard Accounting to Factory-Default Settings

• Printing a Standard Accounting Report

Configuring Xerox Standard Accounting

To configure Xerox Standard Accounting:

1. In the Embedded Web Server, click Properties > Accounting > Accounting Configuration.

2. For Accounting Type, select Xerox Standard Accounting.

3. For each feature that you want to track, select Enabled.

4. Click Apply.

5. Click Reboot Device. To restart the printer, follow the onscreen instructions.

If you require authentication, configure Local Authentication or Network Authentication. For details, refer to Configure Local Authentication for Security or Configure Network Authentication for Security.

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Creating a Group Account

Before creating new user accounts, create at least one group.

To create a group account:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Group Accounts.

2. If there are group accounts on the device, click Add Account.

3. Type an Account ID using up to 12 digits.

4. Type an Account Name using up to 32 alphanumeric characters.

   Note: Ensure that the Account ID and Account Name are unique.

5. Click Apply.

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Creating a User Account and Setting Usage Limits

To create a new user account:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Manage Accounting.

2. Click Add New User.

3. Type a User ID and a User Name using up to 32 alphanumeric characters for the new user.

   Note: Ensure that each User ID and User Name is unique.

4. ForUsage Limits, type the maximum number of impressions or sent images that the user can produce. The maximum number of impressions or images sent is 9,999,999.

   Note:

   • Cover sheets and banner pages are counted as impressions.

   • If the device is set to print a Confirmation Report or an acknowledgement report, the reports are counted toward the limit for the user.

5. In the User Role area, assign the user to a User Role and Authorization Group.

6. Click Apply.

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Managing Group Accounts

 To manage the group accounts on the device:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Group Accounts.

2. Select a group account, then click Manage.

3. In the Account ID area, edit the account details. You can change the account name, and set the group as the default for new users.

4. In the User Access area, select the users for the group.

5. Click Apply.

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Maximum Usage Limits

Once a user reaches the maximum usage limit set for the user, the user is no longer able to use that feature until you reset the limit. When the user logs in to the device, the user receives a notification message that the limit for that feature is reached.

If a user exceeds the limit while a job is in process, the device tracks the number of impressions generated over the limit and subtracts the overage from the limit after the limit is reset.

If a user reaches the set limit before a print job completes, an error report prints. The printed error report notifies the user that the limit is reached. The job is deleted from the print queue, and any sheets remaining in the paper path finish printing.

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Managing Limits for Individual Users

 To manage limits for individual users:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Manage Accounts.

2. Select a user, then click Limits & Access.

3. In the Usage Limits area, change user limits if necessary.

4. To reset an impression or image limit, select Reset. To reset all limits, click Reset All.

5. Change the User Role settings if necessary.

6. To change the group access rights, for Group Account Access, click Edit.

7. Click Apply.

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Managing Limits for Groups

 To manage limits for groups:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Group Accounts.

2. Select a group, then click View Usage.

3. To reset an impression or image limit, select Reset. To reset all limits, click Reset All.

4. Click Apply.

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Resetting Usage Data Values

To reset usage data values:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Report and Reset.

2. To reset all usage data to 0, click Reset Usage Data.

3. To acknowledge the confirmation message, click OK.

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Automatically Resetting the Accounting Counters

You can reset the Xerox Standard Accounting counters automatically, for example, to implement a policy of resetting counters every year.

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Report and Reset.

2. Click Auto Reset.

3. To reset the accounting counters automatically, for Auto Reset of Accounting Counter, select Reset Every Month, Reset Every Quarter, or Reset Every Year.

4. For Auto Reset Timing of Accounting Counter, from the lists, select the day, month, and time of day for the reset to occur.

5. Click Apply.

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Resetting Standard Accounting to Factory-Default Settings

To reset Xerox Standard Accounting settings to factory defaults:

Note: The following steps delete all of the Xerox^® Standard Accounting (XSA) accounts on the device.

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Report and Reset.

2. To delete all user, group, and general accounts, click Reset to Default.

3. To acknowledge the warning message, click OK.

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Printing a Standard Accounting Report

You can print a report that lists the number of impressions recorded for each user and each account.

To print a report:

1. In the Embedded Web Server, click Properties > Accounting > Xerox Standard Accounting > Report and Reset.

2. Click Generate Report.

3. Right-click the Download report in .csv format link and save the .csv file to your computer.

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