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Overview

You can track toners on individual machines.

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• To get toner tracking going the first time around you need to manually set the start date on the first toner/s on each of the machine meters on the parts tab within Machines.
• Navigate to the machine
• Click on the Parts Tab
• The Parts will display and the 'Is supply' checked box will be ticked.
• Highlight one of each of the Parts that you wish to start and click on the actin button 'Start'
  

Creating a spare toner for manual toner tracking and generating sales/service orders manually to supply the reserve toners for a machine meter part 

• Navigate to the Machine (or from within Sales or Service orders manually insert an order but ensure to assign the machine id to it.

• Alternatively, if you are in Machines, highlight the machine and click on 'Create Sales Order' or 'Generate Service Order'

• Add the toner part to this sales or service order (that is the product part that is on the meter supplies) for more than a minimum quantity of 1 or for the value in the reserve supplies field on that part.
  in my test scenario, the reserve supply level = 2 for the Mono Meter, so I am supplying 2 on the shipment

• Ship and finalise the Shipment or Complete the sales order/service order and generate an Invoice
  See my screenshot below for an example.

• Not until the order is shipped and the shipment is finalised will the part appear on the machine parts tab for the toner.

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  The part supplied on this shipment is then linked to the Machine-id. You can see this part by going back to the machine and clicking on the Tab Parts
  

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  The start date on this Machine Part is set to the date of the sale or service shipment once finalised. 
  You can manually change and assign the right meter to the Machine Part if you wish to track it manually. Double click on the Machine Product Part and select the right meter and click on Save & Close then Save on the Machine part (see screenshot)Parts is blank to start with
  You need to first time around start one of the toners.
  To do this you highlight one of the parts on the machine. parts tab and click on Start action buttonc

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  Once toner tracking is going, the toner reading will come in via either Print Audit or FM Audit or email.
  The level percentage left on the toner will be read into the Machine Part Supply level field.

• To manually test this, on one of the toners on the machine part that has a start date, insert a supply level of the toner that you have started, change the supply level to be 99% and click on Save.
  That means a new toner has been inserted the first time around
• Then reduce the supply level gradually eg to 50% and click on Save
• Then reduce the supply type level to be 10% or below your min supply level value and click on Save.
• Then change the supply type level again to be 99% (this will trigger that a new toner has been installed into this machine)
• The system will end this part that has a 99% toner supply and set a start date on the next available part.
  The system will change the supply level on the used part  which is the part that was ended to be 15% and the newly started part to have a supply level of 99%
  

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• You have now used up one part and have 1 part in the machine.
  Now to manually generate another part and ship it to the customer.
  Repeat steps above and generate another sales order from either within the machine or from the sales module.

Automated toner tracking with an automatic shipment of toners when required using supply meter product parts (running the task)

• Find a machine, highlight the meter and set up a value in the field of 'toner replacement percentage increase' on each machine meter eg 75% 
  Note: The toner on our data field feed can vary by small percentages from day to daytoday. So as to not trigger a toner replacement due to small variances in the supply level which may be measuring errors, we only recognise the change if the percentage increasing increased by a substantial amount.
  We normally set this value to be around 15% 70% into the field called 'toner replacement increase'.
• Min Supply level - 25%
• Set up the machine parts for each of the machine meters.
  See notes above. 
• Add the parts to the meter>Supplies

• Click on New

• Select or Insert each part product id

• Insert the number of stock required in reserved supplied

• Turn 'automatically reorder' check box ON
  Click on Save on the machine

  
  

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• If the part already exists on the Machine part, the part will be updated to have the correct meter type if the part only has a start date and no actual end date and no supply level history and this part will then be flagged as 'Is Supply'.
  

• If the part already exists on the machine part, the part will be added to the list, if the supply level reading has been tracked and new toner is ready for use. The actual end date will be populated as the date of the shipment.
  

• If the part doesn't exist on the Machine part, when the task runs, the system will create a sales order for this part. When the order is shipped the part is linked to the Machine and you can see this on the Tab =Parts, with a blank start date, the field 'is supply' is true and an associated shipment number. See notes above.
  

• When the task is activated to run, the system will create a sales order for this machine-id for the meter supply parts and reserved quantities specified on that machine meter.
  if there is a part already started on the machine.part, and the task runs, the system will create a qty of the reserved only if all the sales orders for that machine for that part have a status of POSTED.

• The task is in Administration>Advanced>Tasks>Generate Recurring Transactions>Run Task Now
  

• If you go to the task, you can see in the Text column a result if a sales order was created and for what machine.
  

• Not until the shipment is finalised will the meter supply parts link to the machine parts. Go to the sales order generated by the task and check and finalise it or complete it if you wish to charge it out.
  

• Go back to the Machine>Parts and check the two products.
  

• The toner reading will come in via either Print Audit and FM Audit or email or even manual changing.
  

• The supply level percentage left on the toner will be read into the Machine Part Supply level field
  

• The rule = all machines /meters that have a machine part with a start date and/or end date will be ignored by the pool and not considered a spare part and will be ordered once the task runs
  

• The toner levels will gradually decrease and then the level will increase by at least 15% or a larger number. the value specified in the field of 'toner replacement increase'.
  That means the toner has been replaced.
  When the toner is replaced an end date will be set to the current meter part and a start date will populate onto the next part if there is one reserved.

• The task is set to run nightly when the reserved stock is filled, a sales order will be generated again.

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