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Overview

You can track toners on individual machines.

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• Find the machine, and on each meter set up a value in the field of 'toner replacement percentage increase'  eg 75%.
  The field of 'toner replacement percentage increase' is the percentage at which the toner level needs to increase by to trigger a new toner replacement.
  Insert a value in the field 'Min Supply'. This is the value needed to be reached before the toner replacement % increase occurs.
  Eg if the toner level drops below 25% but then increase by 75% this will trigger that toner has been replaced. 

• Navigate to Machines
  Highlight a machine/s
  Highlight one of the meters
  Click on the Tab "Meter Supplies"
  On the field 'Toner replacement percentage increase' insert a percentage eg 75%
  Do the same for all the meters on this machine and any other machine you wish to track toner levels.
  Click on Save.
  
  

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  Eg when you insert a new toner and the toner reads that are imported increase dramatically by 75%, the system knows that the toner has been replaced.

  
  Adding the Parts to the machine that stands for the model:
  
  

• If you already have the toner parts on the product that stands for the model of the machine, it is easier to add the part on the Machine Meter Supplies tab on the machine itself.
  If you don't have the parts stored on the product that stands for the model then follow the steps below to add the parts:

  • From the machine, click on Related in the top ribbon and select Product
    

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  • The window will open for the product that stands for the model of that machine
  • Click on the tab General>Parts

  • Click on the New action button
    

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  • Here you will add the part product id for each of the toner parts and any other parts that belong to that machine.
  • A product parts window will appear

  • If the part is a toner, tick the 'Is Supply' check box on that part
    

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  • Click on Save and Close
    
  • Repeat the steps to add all of the parts that belong to that machine.
  • Click on Save on the product
  • Once you have added the parts to the product model, navigate back to the machine itself.
  • You need to add the toner parts to each meter 
  • Navigate back to the Machine/s

  • Click on the Meters tab>Highlight the Meter>Click on Supplies tab>Meter Supplies. 
    

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    title Machine Meter Supplies Tab

    
    

  • Click on the New action button on the supplies tab
  • Select each part product id that appears in the list
    Or click on Search (if you have set up the parts on the product model the parts will appear in the list if you haven't then searched for the part and add it) Insert the number of stock required in reserved supplied.
  • Set the Reserve supplies to a Min of 1 at least or however many spare toner parts for this meter you wish to have available at the site before a replacement toner is triggered to order.
    That means that the 1 toner in the printer is not part of the reserve stock quantity.
  • Leave 'automatically reorder' check box OFF (as you are setting up toner tracking to be tested manually)
  • The part will not be added to the Machine Meter Parts Tab until you generate a Sales Order and finalise the shipment.

  • If the check box "Automatically reorder' is turned ON, the order is generated via the Task.
    The task is called 'Generate Recurring Transactions'. This task runs if enabled and based upon the value in the Schedule field.
    

    
    

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By adding the meter part to the meter supplies, the system will update the field of 'Meter' onto the Machine Parts Tab on the Machine if the part already exists.

To get the toners onto the machine.parts, you need to create either a sales order/service order and finalise the shipment.
See notes below:

If you have imported the parts onto the machine parts and you need to set the Start Date on the Machine Toner Part to trigger toner tracking manually the first time around:

• 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 a 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 quantity of 1.

• 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)

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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.

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