Overview 


Customers download “Ice” onto their machines which picks up machines on the network and records print usage, errors and when low on toners etc into Print Audit. 

Dealer logs into fm.printaudit.com to view printing usage, when need to send out toners or an engineer and reports on inefficiencies. 

Dashboard tab of Print Audit shows list of copiers against each of their customer sites and flags up any machines due for meter readings 

 

Preparing to link to Prima 


Before you set up the link to Prima, check: 

  1. All company names are exactly the same on Prima and Print Audit 

  1. Any sites are set up with a location name in Print Audit and not set up as several companies with the same company name – you can name each site with the postcode  

  1. All existing counters in Prima should be set to ‘Total Count Mono’ and ‘Total Count Colour’ unless invoice separately for print usage and copy usage. Please let us know if this is not the case and we can update on mass. 

  1. Ideally, the “Good Reading Days” field against each counter should be set to 5 (so only imports up to 5 days previously and doesn’t import really old readings) 

 

Set up Imports to Prima 


Need to set up a daily schedule report in Print Audit which will import machine lines, readings and history into Prima. It will use the main email that comes into Prima or you can set up a new dedicated email for this. 

  1. Click on Reporting tab 

  1. Data Exports at top 

  1. Select Device Inventory (xml) and click proceed 

  1. Select Managed Only and click proceed 

  1. Call the report “Managed Machines Inventory” and proceed 

  1. Next to no 4, select email and your Prima email address 

  1. Delivery Type: Deliver this immediately (for initial test) & Schedule this report for future delivery at 8am (for daily imports) 

  1. Email report to their main prima email account and also their email so can see what is imported each day 

  1. Click Generate report 


When inventory report comes in: 

  1. Companies – The first import will link any companies on exact company name, then they will be matched on company id so it doesn’t matter if one changes  

 

  1. Machine Lines - It will match any new machines on the company name (or company id once matched) and put these into off contract lines 

  • If not already against contract, can add by going into support contract, double click off contract line and “Add to contract” 
  • If the machine line is already on contract, open existing contract line, in line detail tab click merge (it will appear in the list to merge if matches serial number) – this will update the item description and read only fields for serial number and MAC address  
  • Journals tab

     Overview 


    Customers download “Ice” onto their machines which picks up machines on the network and records print usage, errors and when low on toners etc into Print Audit. 

    Dealer logs into fm.printaudit.com to view printing usage, when need to send out toners or an engineer and reports on inefficiencies. 

    Dashboard tab of Print Audit shows list of copiers against each of their customer sites and flags up any machines due for meter readings 

     

    Preparing to link to Prima 


    Before you set up the link to Prima, check: 

    1. All company names are exactly the same on Prima and Print Audit 

    1. Any sites are set up with a location name in Print Audit and not set up as several companies with the same company name – you can name each site with the postcode  

    1. All existing counters in Prima should be set to ‘Total Count Mono’ and ‘Total Count Colour’ unless invoice separately for print usage and copy usage. Please let us know if this is not the case and we can update on mass. 

    1. Ideally, the “Good Reading Days” field against each counter should be set to 5 (so only imports up to 5 days previously and doesn’t import really old readings) 

     

    Set up Imports to Prima 


    Need to set up a daily schedule report in Print Audit which will import machine lines, readings and history into Prima. It will use the main email that comes into Prima or you can set up a new dedicated email for this. 

    1. Click on Reporting tab 

    1. Data Exports at top 

    1. Select Device Inventory (xml) and click proceed 

    1. Select Managed Only and click proceed 

    1. Call the report “Managed Machines Inventory” and proceed 

    1. Next to no 4, select email and your Prima email address 

    1. Delivery Type: Deliver this immediately (for initial test) & Schedule this report for future delivery at 8am (for daily imports) 

    1. Email report to their main prima email account and also their email so can see what is imported each day 

    1. Click Generate report 


    When inventory report comes in: 

    1. Companies – The first import will link any companies on exact company name, then they will be matched on company id so it doesn’t matter if one changes  

     

    1. Machine Lines - It will match any new machines on the company name (or company id once matched) and put these into off contract lines 

    • If not already against contract, can add by going into support contract, double click off contract line and “Add to contract” 
    • If the machine line is already on contract, open existing contract line, in line detail tab click merge (it will appear in the list to merge if matches serial number) – this will update the item description and read only fields for serial number and MAC address  
    • Journals tab will show if a machine has been merged and previous description if need to change back  

    1. Meter Readings - Imports new readings and history 

    • In Meter Readings, open counter 

    1. External History gives usage details if a customer calls to query a price 

    1. Start reading, apply imported reading, check and complete 

    • In Meter Readings, it is possible to search all meter readings in not started status and click start reading to do all at once then just need to go through apply imported reading, check against history, complete and click next  

    1. Alerts – Creates Call Logs for active alerts such as low toners or machine errors 

    • Need to set up an alert first against each company in Print Audit 

    1. Alerting>Profiles>Create New Alert Profile 

    1. Apply to – select company 

    1. Set name as Toner Low and rules to check, eg below 20% 

    1. In Notification Settings 

    1. Select Email 

    1. Notify - Set email to be prima main email and click add 

    1. In conditions tick all (low, empty and errors) 

    • A report will be sent to Prima which will create a call log for the customer with alert details 

    Troubleshooting 

    • Inventory and Alert report emails are available to view in Prima>General>Mail to check if companies are the same and if machine lines and alerts are on the schedule to import 
    • If an item is not showing available to merge or as off contract in Prima, there may be a duplicate machine in Prima or Print Audit with the same serial number. Search in Prima>FSM>Support Contracts>Lines for the serial number and if it has linked to another company id, add to contract and delete. Also make sure there’s only the correct one in Print Audit and then will import on next daily schedule report email 
     will show if a machine has been merged and previous description if need to change back  

  1. Meter Readings - Imports new readings and history 

  • In Meter Readings, open counter 

  1. External History gives usage details if a customer calls to query a price 

  1. Start reading, apply imported reading, check and complete 

  • In Meter Readings, it is possible to search all meter readings in not started status and click start reading to do all at once then just need to go through apply imported reading, check against history, complete and click next  

  1. Alerts – Creates Call Logs for active alerts such as low toners or machine errors 

  • Need to set up an alert first against each company in Print Audit 

  1. Alerting>Profiles>Create New Alert Profile 

  1. Apply to – select company 

  1. Set name as Toner Low and rules to check, eg below 20% 

  1. In Notification Settings 

  1. Select Email 

  1. Notify - Set email to be prima main email and click add 

  1. In conditions tick all (low, empty and errors) 

  • A report will be sent to Prima which will create a call log for the customer with alert details 

Troubleshooting 

  • Inventory and Alert report emails are available to view in Prima>General>Mail to check if companies are the same and if machine lines and alerts are on the schedule to import 
  • If an item is not showing available to merge or as off contract in Prima, there may be a duplicate machine in Prima or Print Audit with the same serial number. Search in Prima>FSM>Support Contracts>Lines for the serial number and if it has linked to another company id, add to contract and delete. Also make sure there’s only the correct one in Print Audit and then will import on next daily schedule report email