College of FAA, Services, Printing, PaperCut monthly billing procedures

FAA Mark

This article applies only to Faculty, Staff and Students of the College of Fine and Applied Arts (FAA).

For more information, please contact Technology Services at FAA via:

• Phone: (217) 333-1986
• The Web: https://it.faa.illinois.edu/

Overview

Instructions for monthly billing procedures for PaperCut: creating and uploading a Banner feeder file, checking results, triggering the "billing adjustment" in PaperCut, and viewing related reports.

Systems

The "Billing" personal account in PaperCut.

Customers

The procedures will be conducted by business operations personnel in participating units:

  • Architecture
  • Art+Design
  • Landscape Architecture
  • Theatre
  • Urban & Regional Planning

Students who print in the above units will be impacted by the actions described in this article.

Summary

The PaperCut "Billing" user account is available for tracking and easy transfer of printing charges from PaperCut to OBFS SAR billing.  Please keep in mind the following PaperCut billing cycle and associated dates:

  • billing period: jobs printed from the 16th of Month A through the 15th of Month B (e.g., May 16th - June 15th)
  • refund deadline: refunds should be transacted in PaperCut no later than 10 calendar days after the print date
  • earliest feeder file creation: 26th of Month B (e.g., June 26th — allows for refunds of jobs printed up until the end of June 15th)
  • SAR processing date: OBFS creates SAR bills on the 2nd of each month, so feeder files should be uploaded by the 1st of the month for earliest processing (e.g., July 1st for the May 16th - June 15th billing cycle)

The following summarizes the steps involved in transferring charges from PaperCut to SAR as well as the tools available for conducting these steps:

  1. Create a Banner feeder file for charges on your printers: ATLAS Reports, "Banner Feeder Report".
  2. Upload the feeder file to OBFS using your preferred secure FTP client.  Technology Services at FAA recommends FileZilla.
  3. The next day, make sure the results have been processed successfully: DocumentDirect PWeb.  If there are any issues, contact Technology Services at FAA for support and wait to proceed.  If there are no issues,...
  4. Trigger the "billing adjustment" to reconcile the charges in PaperCut: ATLAS Reports, "Billing Adjust".

ATLAS Reports also provides a feeder file and billing adjustment history report and reports on printing charges by account and by printer, which are useful supplements to the reports already available within PaperCut.

Actions

How to Create a Banner Feeder File

For printing charges between the 16th of Month A and the 15th of Month B, create and upload a Banner feeder file between the 26th of Month B and the 1st of Month C.  For example, create and upload the feeder file between June 26th and July 1st for printing charges between May 16th and June 15th.

A feeder file can be created as follows:

  • Log into the PaperCut Billing page in ATLAS Reports.
  • Click on "Banner Feeder Report".
  • Configure the appropriate report settings:
    • Report Format: Excel
    • Billing Cycle: as appropriate
    • College: FAA
    • Department: select the appropriate department here (you may have multiple departments)
    • Printers: "ALL"
    • OBFS ID: the appropriate ID will be selected
    • Account Receivable Code: the appropriate code will be selected
  • Click "Download Report".
  • Download directions for formatting the report by clicking on "View README" at the top of the Banner Feeder Report page.  To copy the filename out of the first cell, you may need to go into the cell and copy rather than simply select the cell and copy.
  • Using Excel, open the feeder report that you created and downloaded.  It should be called "Banner_Feeder_Report.xls".  If the file is empty inside, this means there were no charges to the Billing personal account for these printers in the specified billing cycle.  This is rare but could happen occasionally during the summer months.  There is no need to proceed with preparing or uploading the feeder file or with the billing adjustment.
  • Follow the directions you downloaded to format the report.

Make sure to keep your feeder files for later reference in a central location that is backed up.  You will need to refer to them later when making sure that they have been processed correctly by OBFS following the upload.

One-Time FileZilla Setup

Technology Services at FAA recommends the use of FileZilla for uploading Banner feeder files to OBFS SAR.  If there is another secure FTP client that you prefer you may be able to adapt these instructions to accomplish these tasks.  For the sake of efficiency you should establish saved "site" settings for your connection to OBFS SAR as follows:

  • Open FileZilla.
  • Visit the "Site Manager" (File -> Site Manager) and click on "New Site".
  • Enter an appropriate name for this site (e.g., PaperCut SAR).
  • Configure settings for the site under the "General" tab:
    • Host: xferprod.aits.uillinois.edu
    • Port: leave empty
    • Protocol: "SFTP - SSH File Transfer Protocol"
    • Logon Type: "Ask for password"
    • User: your NetID
    • Password: do not enter anything
    • Account: leave blank
    • Comments: as desired
  • Configure settings for the site under the "Advanced" tab:
    • Default local directory: browse to the directory where you were store feeder files you have created and formatted
    • Default remote directory: /export/home/finance/<OBFSsystemID>/fi_ar_student_feeder/input
      • replace <OBFSsystemID> with your department's OBFS System ID
  • Click "OK" to save the site.

How to Upload a Banner Feeder File to OBFS SAR

These instructions assume you are using FileZilla as your secure FTP client.  If there is another secure FTP client that you prefer you may be able to adapt these instructions to accomplish these tasks.

  • Open FileZilla.
  • Visit the "Site Manager" (File -> Site Manager), select your site, and click "Connect".
  • Enter your AD Password.  You should make sure the box next to "Remember password until FileZilla is closed" is checked, then click "OK".
  • The first time you connect you will be advised that the server's host key is unknown.  Check the box that allows you to always trust the host and store the key in your cache.  Then click "OK".
  • Find the feeder file you want to upload in the left-hand side of your window (the "local site") and double-click it to upload it to the "remote site" (OBFS SAR).  (Alternatively, you can right-click and select "Upload" to transfer the file.)
  • After the file is uploaded it will appear in the right-hand side of the FileZilla window (on the "remote site").
  • Quit FileZilla to disconnect.

(The next day) How to Check Results in DocumentDirect PWeb

  • Visit DocumentDirect PWeb.
  • Click on Document Direct and UI2 Report and log in with your Enterprisecredentials.
  • Click on Report – FICNTOTS CONTROL TOTALS to open a list of reports.
  • Locate the earliest time and date following your upload and click on the cylinder icon to open the list of included reports. If there are no reports, your browser will pop up a message that “the requested list is empty”. If that happens, try another time until you locate the report, which will be named something like FI_AR-STUDEN <OBFSSystemID>_1000095 (where <OBFSSystemID> is replaced with your department's ID). Click on the report to view it in the right-hand pane.
  • If you can't find a report, there was a problem processing your submission.  Please contact Technology Services at FAA so that we can help investigate.
  • Make sure that the three figures for row count and total dollar amount all agree with each other, and then open your local copy of the feeder file you uploaded to make sure it also agrees. The following images illustrate where the row count and total dollar amount are found in the documentdirectpweb report and in the feeder file, respectively. If there is any discrepancy, there’s a problem that will require some research.  Please contact Technology Services at FAA if that is the case.

    • docdirectpweb example

    • feeder file example
  • If everything is OK, trigger the accompanying "billing adjustment" in PaperCut as described in the following directions. 

How to Trigger a Billing Adjustment in PaperCut

When a Banner feeder file is uploaded to OBFS SAR and successfully processed, the charges should be reconciled in PaperCut so that they are no longer pending there.  If a student charged $15 of printing to your department's printing during the current billing cycle and you have transferred those charges to OBFS SAR, then they should receive a $15 billing adjustment in PaperCut to reflect that the charges have been transferred.

To trigger the billing adjustment, do the following:

  • Log into the PaperCut Billing page in ATLAS Reports.
  • Click on "Billing Adjust".
  • Configure the appropriate report settings:
    • Report Format: PDF (or Excel if desired)
    • College: FAA
    • Department: select the appropriate department here (you may have multiple departments)
    • Billing Cycle: as appropriate (select the billing cycle you just uploaded the feeder file for)
    • Printer: ALL
    • Click "Download Report".
  • Unless otherwise noted, the billing adjustment should now be complete.  A "Billing_Adjust.pdf" report file will be downloaded to your computer.  It will detail the settings you used and also indicate how many accounts received a billing adjustment (how many people charged prints using their Billing personal account on your department's printers). The "request status" will be shown as "pending" but you can be confident that the adjustment will be executed within a minute or two, and this will be reflected by manual balance adjustments on the Billing personal account for affected customers in PaperCut.

PaperCut Built-In Reports

Log into the PaperCut Admin Web Interface and click on the Reports tab to generate a variety of useful reports. User, Printer, Account (shared accounts), and Transaction reports tend to be the most useful, although scheduling and emailing reports can be an efficient way to keep track of things automatically. Keep in mind that you may want to create Ad-hoc reports and filter by your unit's printer group as follows:

  • Architecture: FAA-Arch
  • Art+Design: FAA-Art
  • Landscape Architecture: FAA-LA
  • Theatre: FAA-Theatre
  • Urban & Regional Planning: FAA-DURP

ATLAS Billing Reports

The ATLAS Reports site provides two very useful reports on charges to your billing printers:

  • Printing Summary By Account: Enter the appropriate parameters and the system will create an Excel or PDF report that your browser will download. It shows print charges by user, detailing billable charges (charges billed to the default Billing account in PaperCut) vs. non-billable charges (charges billed to credit accounts or shared accounts).
  • Printing Summary By Departmental Printers: Shows billable and non-billable charges by printer.

In each case, enter the appropriate parameters and the system will create an Excel or PDF report that your browser will download. Billable charges are charges to the default Billing account in PaperCut while non-billable charges are charges billed to credit accounts or shared accounts.

 

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Keywords:Fine and Applied Arts   Doc ID:66556
Owner:Michael C.Group:University of Illinois Technology Services
Created:2016-08-30 16:07 CDTUpdated:2017-08-14 16:26 CDT
Sites:University of Illinois Technology Services
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