Enter billing codes

If billing codes are enabled on the Equitrac Server, there are two options to determine when the billing code prompt appears to the user on the device—after user identification and at job release.

If the Prompt for billing code after user identification option is configured in Web System Manager, the Accounting/Billing Code screen opens immediately after the user logs in. The user must enter a billing code before they can access their copy and scan jobs. If the Prompt for billing code option is set to Do not prompt in the embedded device properties in Web System Manager, a billing code is not needed at login, and the billing code is entered when the job is released on the Print-to-Me screen.

  • If an account is configured with only one available billing code to charge against, and billing codes are required, then the client behaves as if the user selected it and the Billing Code screen does not appear on the device after login unless the Billable option is enabled in Web System Manager.
  • If you log in and provide a billing code with zero or negative balance, then complete a color copy job, it can still be run and completed successfully.

  1. In the Billing Code field enter the billing code, if required.

    If you do not know the code, select the Search button, represented by a magnifying glass icon. An onscreen keyboard displays, allowing you to enter search criteria. The keyboard can be dismissed to select from the resulting list of billing codes if it covers some of the results. The list initially contains all billing codes, and then narrows to a subset based on the search criteria entered. The list contains the first 100 codes that matched your search. Use swipe gestures to browse through billing codes and select the correct code, which then populates the Billing Code field.

  2. If configured, select whether the job is Billable or not by tapping the check box.

    This option determines if the transaction is billed to a user, group, or department, or if it is only entered into the system for reporting purposes.

  3. Select Done to continue.

    If the Billing Code validation is enabled, the billing code is validated when you select Done. If you searched for a code and selected it from the list, it is validated immediately. Billing code validation is set in System Manager > Configuration > Session Flow > Validate Billing Codes.

    If the billing code you entered is invalid, try performing a search and selecting the code from a list instead.