8
Configuring Price Lists
Topics
Price List Workflow
Identifying Pricing Requirements
Creating Advanced Print/Copy Price Lists
Creating Large-Format Price Lists
Creating Fax Price Lists
Creating Scan Price Lists
Assigning Price Lists
Departmental Pricing
Repricing Jobs on Release
A price list is a collection of charging rules you can apply as a set to one or more network devices. These charging rules define how Equitrac Office or Express assigns charges to printing accounts for transactions based on attributes such as page count, page attributes, finishing options, and surcharges. A price list can also accommodate time-of-day charging.
When you first install Equitrac Office or Express, a flat-rate price list is assigned by default. Any print job generated to any monitor device uses the flat-rate price until you change the pricing options. The flat rate is set to 0.01 per page initially.
This chapter provides information about:
• the best way to plan a pricing strategy, considering factors such as device-specific capabilities, primary or dual pricing requirements, and department pricing needs
• creating the five different types of price lists, then assigning them to devices
• assigning price lists to departments
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Price List Workflow
When first creating price lists within Equitrac Office and Express, follow this workflow:
1. Identify pricing requirements
Consider these factors when planning price lists:
• types of price lists
• whether basic price lists suffice, or if you also need advanced price lists
• the need for default price lists
• the need for primary alone, or dual price lists
• reflecting real device capabilities
• how you apply the price list (print queue, embedded device, or default)
2. Create price lists
Within the System Manager > Price Lists link, create all required price lists.
3. Assign price lists to devices
Within the System Manager > Devices link, assign one or more price lists at the print queue, embedded device or physical device level.
4. Assign price lists to Department printing accounts
(Equitrac Express feature)
Set up Departmental Pricing to use at the department level.
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Identifying Pricing Requirements
The information in this section helps you determine the price lists required for your organization. To achieve the best possible pricing results, read through this section before you start creating price lists.
Overview of Price List Types
There are five different types of price lists that you can create within Equitrac Office or Express. Depending on the needs of your organization, you may need to define and apply a combination of price list types to each device.
For example, multi-function devices require a different price list for each of its capabilities: a basic and/or advanced price list for printing, copying, a fax price list, and a scan price list.
Price List Type Description
Basic Print/Copy Price per page for black & white or color output
Advanced Print/
Copy
Large-Format
Assign costs for extended job and page attributes.
Assign costs for extended job and page attributes for large-format jobs.
Fax
Scan
Assign costs for fax jobs by page or by minute, and optionally, by prefix.
Assign costs for scan jobs per type and page attributes.
Apply to these devices
Basic printers that do not offer extended capabilities.
Transaction Type
Print, Copy
Printers with finishing options and page detail capabilities.
Print, Copy
Plotter printers.
Print
Printers with fax capabilities.
Printers with scan capabilities.
Fax
Scan
Transaction type is important because you should only apply a price list to a device that is capable of producing the particular transaction type that the price list incorporates. Otherwise, you might encounter pricing errors.
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Basic Print/Copy Price Lists
If you want to differentiate the price between black and white or color printing only, you can use a basic price list. If you require price lists that factor in finishing operations and page detail, you need to create Advanced price lists.
When you assign basic costs, Equitrac Office and Express evaluate color characteristics per page. If the system detects any color in a given print job, it applies the color page cost to the color pages and the black and white cost to the rest.
Creating Basic Print/Copy Price Lists
To start a new basic price list, do the following:
1
2
In System Manager, select Price lists in the left pane.
Select Add basic price list under Current task.
Alternately, you can click <Add...> in the right pane and select Basic as the Price list type, or right-click the right pane and select Add basic price list from the menu.
Some print drivers may send color commands to non-color printers. To avoid incorrect color charges applied to black and white printing, set identical costs in both the Black and white costs and the Color costs.
To charge a reduced rate for multi-page print jobs, use the Next page fields to set page range pricing. Subsequent page prices are optional.
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Advanced Print/Copy Price Lists
Advanced price lists apply extended costs to printers, based on finishing operations and page details. The diagram below represents the complex calculation performed by Equitrac Office and Express to determine the total job cost.
Page
Detail
Costs
Job
Base
Price
Finishing
Costs
Surcharges
Default
Page
Price
Total Job
Cost
Job Base Price
A job base price is an optional fee charged for the job as a whole, regardless of job or page attributes. For example, you can enter a job base price if you want to charge an administrative fee for processing the job.
Page Detail Costs
Page details are variable costs calculated per page. When Equitrac Office and Express receive a print request from the port monitor, it compares each job in the request to the page detail rules you set. If a page matches attributes within a rule, the price for that rule is added to the cost calculation. If no rules match, the default page price is used instead.
After the port monitor has determined the attributes for each page, Equitrac evaluates the given attributes and applies page details rules in the following manner and order:
1
CAS compares the print request attributes with all page detail rules. If an exact match is found, CAS applies the specified charge.
CAUTION: If multiple charging rules have the same number of matched page attributes, the accounting server
selects the rule with the higher assigned charge.
2
If the page attributes do not match any of the specified page detail rules, CAS applies the default page price for each unmatched page.
Page details include transaction type, color, duplexing, tray source, media, and paper size. Optionally, set one or more page detail rules to cover all potential printing variables at the page level. For example, a separate page detail rule is needed for color letter size printing verses color legal size printing.
NOTE: Equitrac applies page charging for each impression. For single-sided (simplex) printing there is one impression
per sheet. For double-sided (duplex) printing there is one or two impressions per sheet. Unfortunately, some drivers only generate even number of impressions when duplex printing, resulting in a blank impression on the back side of the last page.
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When you define price lists to use with Equitrac tracked printers, be aware of the effect the following page detail rules settings:
• Equitrac Office and Express examines all rules, regardless of order.
• If two rules match, Equitrac Office and Express uses the one producing a higher cost to determine printing cost.
• Yes and No settings count as matches.
• Specified type, size, tray, or media values count as matches.
• Any does not count as a match. Use Any when you do not want an attribute (such as color) to affect pricing.
• Once you use a non-Any value in a rule, you should create rules using the other values associated with the attribute
(for example, one rule for a Yes value, another rule for a No value).
If you experience printing problems related to charging schedules and print costs, ensure you have applied the correct price list, and that you have defined it properly according to the criteria listed above.
NOTE: Inconsistencies between printer drivers may require you to establish multiple price lists to handle these
differences.
Default Page Price
The default page price is applied if CAS fails to locate a match with any print detail rule. CAS applies the default page price for each unmatched page.
Finishing Costs
Finishing costs are those performed both online and offline. Online costs are punching, binding, stapling, and folding.
Offline costs are trimming, stitching, and wrapping.
Equitrac Office and Express considers each finishing attribute as either True or False. A job is either folded or not folded, wrapped or not wrapped. If the job is either folded, bound, or wrapped (or all three), each finishing attribute cost is added to the total cost calculation.
Surcharges
Surcharges are additional charges added above and beyond other job costs, and are based on:
• RIP/Print Charges – Charges applied if Raster Image Files are processed, or for total job size. As an example,
Raster Image Processing ties up the device. You can charge per minute or per page to accommodate the amount of time that is dedicated to processing the Raster Image job.
• Account Surcharges – Add a fixed amount or a percentage of the base price for all print jobs generated by a specific user, an entire department, or for a billing code.
• Time-of-day Charges – Add a surcharge to the total charge job cost if the print/copy job is generated within a particular timeframe and within a designated date range. For example, you can add a surcharge for jobs process during peak printing times, such as Mon-Fri between 9:00 am and noon. Time-of-day charges can be a fixed cost, or a percentage of the base price.
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Creating Advanced Print/Copy Price Lists
To start a new advanced price list, do the following:
1
In System Manager, select Price
Lists
in the left pane.
2
Select Add advanced price list under Current tasks.
Alternately, you can click <Add...> in the right pane and select Advanced as the Price list type, or right-click the right pane and select Add advanced price list from the menu.
3
4
5
6
Enter a Name for the price list. When you need to assign price lists to devices, you can identify the price list by this name. Ensure that the name is somewhat descriptive, so you recognize the attributes when you assign them to devices. Each price list must have a unique name.
Enter a Description for the price list. You can use the description field to differentiate two similar advanced price lists. For example, you might have two price lists that are identical except for page size. Use the description field to make note of the page size.
In the Job attributes section, do the following: a b c d
Set the Base price to be used as a processing fee. Equitrac charges the base price to all print/copy jobs. This price is optional.
Set the Finishing operations such as, Punching, Binding, Stapling, Folding, Trimming, Stitching, and
Wrapping.
Set the Price for each operation.
The Basis column is not editable, therefore per job or per copy is a fixed attribute for each operation. e
Surcharges
are optional additional charges based on Raster Image Processing (RIP), specific accounts or
departments, or time of day. See
Setting Surcharges
on page 276 for more information on how surcharges
affect the total job cost.
Set the Page Detail Pricing for a specific combination of page attributes.
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Equitrac Office and Express compares each page in a print job request to these attributes. If all the page attributes match, the price for that page is determined by the rule. If no rule matches, the default page price is used instead.
a b c d
Set the Default page price to apply the default price to every page that does not match the page detail pricing rule.
Click <Add...> from the Type column to create a new pricing rule.
Click any attribute field, and select an option from its drop-down list.
Enter a Price for the page detail pricing rule.
NOTE: The Col-type column only applies to Equitrac Embedded devices that support color coverage pricing. For
example, Xerox T1 applies to transactions collected through Equitrac Embedded for Xerox.
NOTE: Some options available in Page detail pricing cannot be applied to every device supported by Equitrac. For
example, the Color > single option is supported by select Aficio models and the Ricoh ACM model. Fully test your configuration options before you operate Equitrac Office or Express in a live production environment.
Setting Surcharges
To set surcharges to price list, do the following:
1
In System Manager > Price
Lists
, select the price list from the Advanced section in the right pane.
2
Click the Surcharges button to open the Surcharges dialog box.
3
4
In the RIP/Print Charges section, you can set the following charges to the base job cost: a b
Enter a Job size price per megabyte.
Enter a RIP time price per minute to accommodate the amount of time that is dedicated to processing the
Raster Image job. c d
Enter a RIP surcharge price per page for the Raster Image Printing service.
Enter a Print time to cover revenue lost from other jobs that must wait while a large job is processed. Large jobs can tie up devices and keep other jobs waiting.
In the Account surcharge section, you can add surcharges for individual users, for entire departments, or for a particular billing code.
a
Click <Add...>, then enter an Account name and select an Account type from the drop-down list.
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b c d
Click Verify to confirm the account name and type are valid, and then click OK to close the dialog box.
In the Action column, set the surcharge as a Percentage, or a Fixed value.
In the Value column, set the percentage amount or the fixed dollar amount for the corresponding Action selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is
20%, the job cost is $1.20 (before calculating page attributes).
NOTE: You must apply a Workstation Client license within System Manager to enable Client Billing.
5
In the Time surcharge section, add charges to the base price that reflect the time of day the job was printed or copied. You can add more than one time surcharge to a single price list.
a b
Click <Add...>, to create a time surcharge rule.
Select Day to add a single day of the week or a range of days when the surcharge applies. c d e
Set a time range in the From and To columns, using a 24 hour clock value.
Set the Action as a Percentage, or a Fixed value.
Set the Value of the percentage amount or the fixed dollar amount for the corresponding Action selection.
Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes).
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Sample Job Cost Calculation
To illustrate how page detail rules are applied, the following example calculates charges for a print job sent to a printer defined to use an advanced price list. Working through this example should give you an overview of the general strategy for defining advanced price lists.
The advanced price list is defined as follows:
Attribute Category
Job attributes
Page detail pricing
Individual attributes
Job base
Stapling
Binding
Default page
Color
Size A3 + color
Size A3 + color + heavy media
Size A3 + heavy media
Color + heavy media
0.75
1.00
.060
0.05
Assigned
Charge
-0.05
0.05
1.00
0.05
0.50
4
5
2
3
—
—
—
1
Page Detail
Rule #
—
The print job consists of a bound, six-page job that has a separator or banner page for the first page.
DRE examines the job and page attributes and passes the necessary information to CAS, which then examines the information and determines that the six pages in the print job match the page detail rules as outlined below.
Attribute
A3 size
Uses color
Heavy media
Rule match?
Page 1
—
—
—
No
Page 2
—
—
—
No
Page 3
—
—
—
No
Page 4
—
Yes
—
Yes
Rule # 1
Page 5
Yes
Yes
—
Yes
Rule # 2
Page 6
Yes
Yes
Yes
Yes
Rule # 3
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CAS then groups pages together into page sets according to page attributes defined by page detail rules. Equitrac
Office and Express calculates costs for this print job’s page attributes as shown below.
Page set
A
B
C
D
1
1
1
# Pages in set
Meets Page
Charging Rule
3 —
Assigned Cost Calculation Total Cost
1
2
3
0.05 (default)
0.50
0.75
3 X 0.05
1 X 0.50
1 X 0.75
0.15
0.50
0.75
1.00
1 X 1.00
Total for page attributes
1.00
2.40
Specified job attributes
Job base cost
Binding
Stapling
Assigned cost
-0.05
1.00
0.05
Total cost
-0.05
1.00
0.05
Total for job attributes 1.00
Equitrac Office and Express calculates the total cost for this print job:
Total cost for page attributes
Total cost for job attributes
Total cost for print job
2.40
1.00
3.40
Default Price Lists
You can create a price list, then assign it as the default for all similar devices. For example, if you create a price list for scanning, you can set that price list as the default for all devices that support scan activity. If there are particular scanning devices for which you want to create pricing exceptions, you can create another scan price list, then just assign the new price list to particular devices. The default price list is used when no other price list is assigned to the scan device.
If no default price list exists, System Manager applies a cost of $0.00 to each transaction.
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Device Capabilities
When planning your price lists, make sure you evaluate the capabilities of each printer within the deployment. The
Port Monitor examines incoming print job data only, as opposed to print output. If you create a price list for a black & white printer, but mistakenly assign color pricing to that printer, a user who sends color output to the printer is charged for color output, even though the device cannot print in color.
Primary vs. Dual Pricing
Equitrac Office and Express use the primary price list to calculate the actual transaction cost. Secondary price lists
(Dual Pricing) enable the software to calculate another cost that is stored with the transaction for reporting purposes, but does not factor into any balance calculations.
You create all price lists from the Price lists link. However, if you intend to use secondary price lists, you should factor that into your planning.
As an example, you can configure primary pricing to charge the user for a print transaction, but use the secondary price list to track the cost your company pays to the printer leasing company for the job (many lease contracts stipulate a base cost per page). You could create secondary price lists for each device that reflect the actual costs to operate, then assign both primary and secondary price list to each device as needed.
Primary, or flat-rate price list capability is included with the Equitrac Office and Express Suite bundles. If you want to deploy secondary, or dual pricing, you must purchase an additional Dual Pricing license.
When the license is applied, the Dual pricing functionality is available for configuration.
1
2
3
In System Manager, select Devices in the left pane.
Select a physical device to open the Physical device summary dialog box.
Click the Pricing button. A Price list selection dialog box opens.
You can assign a secondary price list at the physical device and queue level.
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Cost Calculation & Currency
You can adjust the number of decimal places that CAS uses to calculate printing costs. The default setting is two decimal places, but you can extend this to maximum five decimal places if you require more detailed accounting values. When creating price lists, you can assign prices up to and including the number of decimal places set systemwide.
In System Manager, go to Configuration > Accounting and quotas > Accounting precision.
If you change the number of decimal places from the default, you must change the Windows No. of digits after
decimal
option to match the number of decimal places used in System Manager.
To change to default number of decimal places on your workstation, go to Start > Control Panel > Region and
Language > Additional Settings > Currency.
Make this change on all workstations running System Manager, Accounts Manager or Reports Manager, and on any remote administrative workstations.
NOTE: Equitrac Office and Express management tools (System Manager, Accounts Manager, and Reports Manager)
display currency in the format specific to the configured system regional setting.
Currency symbol
If you are using user prompts within Equitrac Office and Express (Cost Preview, PageCounter cost display, or the Tool tray applet that is installed with Workstation Client features) you can override the currency symbol used for all balance, and replace it with another description. For example, you could use “page”, which would display as “5 page(s)” or “unit” which would display as “5 unit(s)”. Check Override currency symbol, then type the correct text in the field.
NOTE: This override does not apply to standard reports.
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Creating Large-Format Price Lists
You can create a large-format price list for devices that offer large output, such as a plotter. The cost calculation for a large-format price list is the same as advanced price lists. Adding together the Job Base Price, Page Detail Costs,
Default Page Price, Finishing Costs, and Surcharges creates the total cost for the job. See
Advanced Print/Copy Price
Lists
on page 273 for details on how this cost is calculated.
The Default page price calculation is slightly different for large-format pricing. The default page price is still factored into the total cost calculation, but you must also set the unit of measure you want to use for the default page size. If you select a linear measurement, you must also enter the precise Roll width of the paper. If CAS evaluates a page, but cannot find a match to any Page detail pricing rule, then the default page price is used for that page instead.
To create a new large format price list, do the following:
1
In System Manager, select Price
Lists
in the left pane.
2
3
Select Add large-format price list under Current tasks.
Alternately, you can click <Add> in the right pane and select Large-format as the Price list type, or right-click the right pane and select Add large-format price list from the menu.
4
5
6
Enter a Name and Description for the price list.
Set the Job attributes, such as a Base price, Finishing operations, or Surcharges. See
Creating Advanced Print/
Copy Price Lists
on page 275 for details.
Set the Page detail pricing for a specific combination of page attributes.
a b c d
Set the Default page price to apply to every page that does not match the page detail pricing rule.
Select a unit of measure from the per drop-down list.
Click Add to create a new rule, and then select an option from the attribute field’s drop-down list.
Enter a Price for the page detail pricing rule.
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Creating Fax Price Lists
Fax price lists calculate the total price using three variables: base price per job, surcharges, and price per page or per minute.
Job
Base
Price
Page
Detail
Charges
Surcharges
Total Fax
Job Cost
A fax price list requires a combination of the following: Name, Description, Base price, Page detail charges, and
Surcharges.
Name
Fax price lists are assigned to a device within the System Manager > Devices link. Each price list must have a unique name.
Description
You can use the description field to differentiate two similar advanced price lists. For example, you might have two fax price lists that are identical except one charges per page and the other charges per minute. Use the description field to make note of the difference.
Fax Base Price
The base fax cost. Every fax, no matter the size or duration, is charged this base price, in addition to the variable page details charges and the surcharges.
Page Detail Charges
You can create charging rules that are applied per fax page or per minute of the fax duration. Either edit the Default rule, or add a new rule. You cannot adjust the Prefix value for the Default rule, because it is designed to be a general rule that is used whenever the attributes of the fax job do not match any other rule.
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For new rules, enter the area or country code in the Prefix column. When the fax number dialed matches this prefix value, the rule is applied to the fax. You can create a combination of both per page and per minutes charges. For example, you can charge a flat rate of $1.00 per page, and an additional time charge of $1.50 per minute.
Fax Surcharges
Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing account. Equitrac Office and Express evaluates each print job and assigns these surcharges if a match is found.
Surcharge
Account surcharge
Time surcharge
Description
Adds surcharges for individual users, for entire departments, or for a particular billing code.
Click Add, then select an Account type. You must manually type the account name, then click
Verify. Click OK to close the dialog box, and double-click the Action and Value fields to adjust the surcharge:
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes).
Note: You must apply a Workstation Client license within System Manager to enable Client
Billing.
Adds charges to the base price that reflect the time of day the fax was sent. You can add more than one time surcharge to a single price list.
Click Add, then double-click to edit the fields:
• Day - A single day of the week or a range of days when the surcharge applies.
• From and To - Uses a 24 hour clock to select a time range.
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20.
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Creating Scan Price Lists
Scan price lists calculate total price using three variables: base price per job, surcharges, and Per page price.
Job
Base
Price
Page
Detail
Charges
Surcharges
Total Scan
Job Cost
To create a scan price list enter the following: Name, Description, Base price, Per page charges, and Surcharges.
Name
Fax price lists are assigned to a device within the System Manager > Devices link. Each price list must have a unique name.
Description
You can use the description field to differentiate two similar advanced price lists. For example, you might have two scan price lists that are identical except one charges for an Email destination, and the other charges for a File destination.
Base Price
The base scan job cost. Every scan, no matter the destination, page count or destination, is charged this base price, in addition to the variable page detail charges and the surcharges.
Page Detail Charges
You can create charging rules that apply per scan page. Equitrac Office and Express checks each scan page for a match to these Price per page rules. When a user chooses the scan destination at the device, they can Email the scanned file, save it to a file folder, or send it to a third-party server (e.g RightFax or SharePoint).
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For each destination, enter a black and white charge and a color charge. However, not all destinations are available on all scan devices. For example, EFI SendMe devices provide local file, Email, and FTP options, whereas Xerox devices provide FTP and Email only. Check the capabilities on each Scan device within your deployment before creating Scan page detail charges and assigning them to devices.
Scan Surcharges
Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing account. Equitrac Office and Express evaluates each print job and assigns these surcharges if a match is found.
Surcharge
OCR Surcharge
Account surcharge
Time surcharge
Description
Adds a surcharge for each page scanned with the OCR (Optical Character Recognition) attribute. The Scan Tracking API detects this attribute, then applies the surcharge per page.
Adds surcharges for individual users, for entire departments, or for a particular billing code.
Click <Add...>, then select an Account type. You must manually type the account name, then click Verify. Click OK to close the dialog box, and double-click the Action and Value fields to adjust the surcharge:
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes).
Note: You must apply a Workstation Client license within System Manager to enable Client
Billing.
Adds charges to the base price that reflect the time of day the job was scanned. You can add more than one time surcharge to a single price list.
Click <Add...>, then double-click to edit the fields:
• Day - A single day of the week or a range of days when the surcharge applies.
• From and To - Uses a 24 hour clock to select a time range.
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20.
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Assigning Price Lists
Before assigning a price list, it is important to understand the rules CAS follows to determine which pricing to apply.
When Equitrac Office and Express receives a print request, it evaluates the transaction type requested (e.g. print, copy, scan, or fax). Equitrac then references CAS for a Print Queue price list that matches the requested transaction type. If none is found, Equitrac looks for a price list assigned at the device level that matches the transaction type. If no specific price list is found at either level, the Default price list is used for the requested transaction type. If there is no default price list, Equitrac assumes that the price for the job is $0.00. This logic is depicted in the diagram below.
Incoming
Job Request
Transaction
Type
Print Queue
Price List?
Yes
CAS
DB
Device
Price List?
Yes
Default
Price List?
Yes
Apply $0.00 pricing
Use this price list to calculate job cost
It is important to apply a price at the correct level within Equitrac Office and Express:
• Assign to a physical device – assign a price list for each transaction type that the device is capable of producing.
Some multi-function devices can provide print, copy, scan, and fax support. Others may only provide print, copy, and scan support.
• Assign to a print queue – assigns the price list to all devices within a print queue. If you setup Windows to hold print jobs within a given queue until after hours, you can assign a "cheaper" price list to the entire queue. Or, you might have several queues all printing to the same set of devices, but one queue holds jobs that are a lesser priority than other queues. If you setup the queue to print these jobs only when there are no jobs waiting in a higher priority queue, you could assign a less expensive price list to jobs generated from that queue.
• Assign to an embedded device – assigns the price list to a specific embedded device, which applies the price list to all jobs received at that embedded device.
You can assign only one primary price list and one secondary price list to a queue or embedded device. However, you can apply one primary and one secondary price list for each transaction type to a physical device.
NOTE: You must apply a Dual Pricing license within System Manager to enable the Secondary price functionality.
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Applying Price Lists
Since price lists are applied at the device level, you must switch to the System Manager > Devices link to apply the price list.
To apply the price list to a physical device, embedded device or print queue, select the individual entry from the list. In all cases, a Summary dialog box opens for the selected entry. From the Summary dialog box, click the Pricing button.
For physical and embedded devices, this dialog box contains five different transaction types, for which you can set a primary and secondary price list. If you set a different price list for each transaction type, ensure that the device supports the transaction type first.
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For print queues, and embedded devices, this dialog box allows you to select a single primary and secondary price list only. Each drop-down is populated with Basic, Advanced, or Large-Format price lists only (scan and fax price lists are not available).
You cannot make changes to price lists from this dialog box. Instead you can only choose the primary and optional secondary price list to apply to the current device. The Secondary pricing options become available only after you select a primary price list for that price list type.
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Departmental Pricing
Equitrac Express uses Departmental Pricing to set up different pricing scenarios based for specific groups of users. For example, you can create one price list for students, and a different price list for staff. The diagram below illustrates the general concept.
When a user assigned to a specific department sends a job request, CAS verifies their department membership and the job attributes, then applies the correct price list and charges the account accordingly. user user user user user user
Department
1
Job
Request
Price List
A
Department
2
Job
Request
Price List
B
Departmental Pricing assigns a price list to all users within a department.
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You can also apply Departmental Pricing at the transaction level. If you create several price lists for each transaction type (print, copy, scan, fax), then apply an appropriate price list to each transaction type that a device is capable of,
CAS calculates job cost based on the transaction type price list. For example, if a device’s capabilities are print and copy, you can apply one price list to print transactions, and a different one to copy transactions. To charge different copy and print transactions costs for two different departments, you would have to create and apply two print price lists, and two copy price lists.
user user user
Department
Print job
Copy job
Scan job
Fax job
Print
Price list
Copy
Price list
Scan
Price list
Fax
Price list
Extend the Departmental Pricing functionality to charge by transaction type per device
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Creating and Applying Departmental Price Lists
All price lists, including departmental price list, are created the same way. However, you need to be aware of the department structure set up in Accounts Manager before you create price lists that you want to assign by department.
Create price lists that reflect the existing department structure, because you can apply a price list to existing departments only.
Before you can apply a price list to a department, you must set up the department name in Accounts Manager. You can assign users to each department at a later stage, but the department must be defined and known to CAS before you can apply pricing at the department level.
You can assign departmental price lists to a physical device, print queue, controller interface or workstation device.
To assign a departmental price list, do the following:
1
2
3
In System Manager > Devices, select the device that should use departmental pricing.
In the Physical Device summary dialog box, click the Pricing button.
Click the Departmental pricing button. The Department price list selection dialog box opens.
4
Click <Add...> to start a new price list entry, then select an option from each of the three columns.
Column
Type
Department
Price list
Description
• The transaction type that the price list will apply to.
• You can apply a different price list per transaction type, as long as the device supports the transaction types.
• The price list columns updates to show only the price lists you created that match the selected
Transaction type.
• The price is applied to all jobs (matching the transaction type) generated by users within this department
• Choose the price list that you created specifically for this department and transaction type.
• Only price lists that match the transaction type are shown in the list.
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Repricing Jobs on Release
There are cases where you may prefer to recost a job upon release from a secure queue. If the Cost Preview feature is enabled or the Print Queue Viewer is installed on the user’s workstation, the user is quoted a price for a print job based upon the job characteristics and the capabilities of the device they chose to print to. However, if the printer has a secure queue, and Follow-You Printing is enabled, the user might choose to release the print job on a printer that might change the calculated job cost.
For example, if the user is working with a color document, but selects a monochrome device when first sending the job to print, the user is quoted a price based on monochrome properties. If the user then releases the same job from the secure print queue to a color device, the previously quoted price based on monochrome properties will not accurately reflect the real cost of the job.
The Reprice after release feature forces CAS to recost the job when it is released from the secure queue, using the output price list defined for the device.
To enable this feature, open System Manager and go to Configuration > Printing > DRE/DRC and Follow-You
Printing
and select Reprice after release checkbox in the Settings section.
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