How to deposit funds into a user’s account

Every print, copy, scan, fax and phone call is billed to an account. Each user has their own user account, and each department has a department account. Where users pay in advance, their user account has a balance that their printing is taken from.

Deposit funds

1. Open Resource Manager.

2. In the tree, click User Management > Users, and double-click the user.

3. On the General tab, click the User account tab. It shows the Current balance.

4. Check Enforce minimum balance and Minimum balance (usually 0.00). When Enforce minimum balance is ticked, the user can print and copy only until their balance reaches the minimum. When it is not ticked, the balance may go below the minimum.

5. Click Add Transaction.

6. In the Add Transaction window, choose one of:

   • Credit (Deposit): the amount is added to the balance.
   • Debit (Withdrawal): the amount is taken off the balance.
   • Set to balance: the balance is set to the amount you enter, with a credit or debit as needed.

   Balance after transaction shows the result. Add a Comment if you like, and click OK.

A change to a balance takes effect straight away; nothing needs refreshing.

Check which account the user’s printing is billed to

A user who is not asked for an account when they print is billed to their auto-bill account. This is usually their user account, but it can be set to their department account, or (with PD Pro) another account, for example a general account that a group of users always bills to. If their auto-bill account is not their user account, money deposited in their user account is not used.

1. Double-click the user, and click the Billing tab.
2. Under Account requirement, check Billing requirement:
   • Do not request (auto-bill only): everything is billed to the auto-bill account.
   • Required: the user is asked for an account each time; the auto-bill account is only used where an account is not asked for (for example on copiers set to Optional).
3. Auto-bill when unspecified shows the auto-bill account. Change it if needed, and click OK.

If you changed the auto-bill account: PDServers and PDAgents pick up the change at their next settings refresh, within 10 minutes. To apply it straight away, click PD Servers in the tree, right-click a PDServer and click Select All, then right-click again, point to Send command, and click Refresh all connected PDAgents.

Related articles

• How to add credit to a third-party account
• How to enable the account billing popup for a user or Department
• How to specify access to individual accounts for a user or Department

How to deposit funds into a user’s account