Enable and Use Account Tracking on Konica Minolta

Details

Account Track is a utility provided with Konica Minolta multi-function devices that allows you to track the volume printed and/or copied for individual users and/or groups. It can also be used to restrict printing and/or copying. Account track needs to be enabled on the Konica device, then set up on each computer that will be printing to the Konica.

IMPORTANT: Account track is different than Secure Print. Secure Print is set up on individual computers and is used when you want to prevent a print job from printing on the Konica until you get there and enter the appropriate code; Account Track is set up on the Konica and on the individual computers and is used when you want to control who can actually use the Konica.

Enabling Account Track is a three-step process: enable it on the printer, set up the accounts, set up computers that will print to it.

Enable Account Track on the Konica

1. Log into the Konica device from a web browser using the administrator credentials.
2. Click the User Auth/Account Track tab.
3. When enabling account track, it is important to set up so that no one can print without authentication. Select Print without authentication in the left hand column then set the Print without authentication field to Restrict. 
4. Click General Settings in the left hand column, then change the Account Track field to On then click OK.
5. Next, on a Windows computer, that has been set up to administer the Konica device remotely, start PageScope.
6. Click the printer for which you want to enable Account Track so that it is highlighted.
7. Click Authentication and Address Settings found in the right hand column of the PageScope window.
8. Click Import.
9. Click Yes.
10. Click Authentication Settings in the left hand column.
11. Click the Select of Authentication Template button found in the upper right corner of the window.
12. Click system 4 - Account Track (The input method is only password) then click OK.
13. Click Account track settings in the left hand column.
14. Click the Add button found in the upper right corner of the window, then click OK, leaving Do not use a template selected.
15. In the Password field, enter the password for the account you are setting up to use. Each account that you set up must have a unique password.
16. In the Account Information field, enter the name of the account that uses this password. This can be an individual, a group, a department, a function - whatever makes sense to the department that is using account track.
17. In the Function Permission tab, select the permissions you want this account to have - can they print only in black and white? Can they only scan and not print? etc.
18. Click OK when the account is set up as you want.
19. To add additional accounts, repeat steps 10 through 14. When all the accounts that are needed are set up, click the Export to the device button found in the lower right corner of the window then click Write. The requirement to use account track will be written to the Konica. Once you do this, no one will be able to use the Konica unless they have account track set up on their computer.

Enable Account Track on Each Computer

Next, you need to set up account track on each computer that will print to the Konica on which Account Track was enabled.

On a Macintosh computer:

1. Open the Print window of Microsoft Word or other application. Be sure that the printer you want to use is selected as the printer in the Printer field.
2. In the Print window, click the Copies and Pages drop down menu then Output Method.
   1. In other programs the drop down menu may be the name of application being used (i.e. Excel, Powerpoint, TextEdit, etc.)
3. In the Output Method window, check the box for Account Tracking.
4. In the Account Track window, leave the Department name field blank; in the Password field enter the number you have been assigned.
5. Click OK to go back to the Print window.
6. In the Print window, click Presets and select Save Current Settings as Preset...
7. Enter a Preset name such as Print with Account Track, then click OK.
8. To make that preset the default, hold the Option (alt) key when choosing your preset, and it will become Default.

On a Windows computer:

1. Open the Device and Printers control panel and right click the printer.
2. Select Printer Properties from the menu that appears.
3. Click the Configure tab.
4. In the Device Option box select Account Track.
5. Change the Setting field to Enable then click Apply.
     If the options are greyed out follow the instructions below-
   1. Type Control Panel in the search.
   2. Click on Control Panel icon.
   3. Click on Devices and Printers.
   4. Rick click the Konica printer you want to customize and click Printer properties
   5. Click on the Custom button.
      1. If choices are greyed out;
         1. Click on the Obtain Settings button
         2. Uncheck the Auto box
         3. Click okay

   6. You should now be able to change any Device Options such as the model or the finisher options

6. Click the Settings tab then the Authentication Settings button.
7. Uncheck the Popup Authentication Dialog when printing field then click OK twice.
8. Right click the printer again and select Printing Preferences from the menu that appears.
9. Click the Basic tab then the Authentication/Account Track button.
10. In the Department Name field and the Password field, enter the password/code for the account to which all print jobs from this computer should be attached.
11. Click OK twice then close the Devices and Printers window.

Print with Account Track

Once Account Track is set up on a Konica printer, any time someone tries to print, copy, scan or fax from that machine, they will be prompted to enter an account track code that had previously been set up. Without that code, they will not be able to use the device.