Accounting Codes

How to set up accounting codes

Accounting codes for managing printing activity allow organizations to track and allocate costs, monitor usage, and enhance accountability. By identifying inefficiencies and reducing waste, these codes support sustainability efforts and provide detailed reports for informed, data-driven decision-making.

Prerequisite understanding: The administrator should have familiarity with the ESPM administrator’s portal.

The following provides an abbreviated step-by-step guide on how to proceed:

Context: Accounting code configuration is set up within ESPM using policies. This feature enables ESPM to generate detailed accounting code reports, linking print activity directly to the corresponding accounting codes.

Step 1: Navigate to the “Settings & Configuration” section on the left side of the portal

Step 2: Click the “System & Configuration” menu

Step 3: Click the “Policies” button

Step 4: Click the “New Policy” button to begin creating a new policy

Step 5: Scroll down to the “Accounting Code” section on the “Add a Policy” page

Step 6: Check the box next to “Require an accounting code”

(Note: A dropdown box will appear once this box is selected.)

Step 7: Choose how you want users to be prompted to enter accounting codes

Step 8: Optionally, select the “Validate accounting codes before printing” checkbox to enable additional validation; leave it unchecked if not required

Step 9: Click the “Create Policy” button to finalize and save the new policy

Done!

Recommendations: Administrators are strongly encouraged to review the ESPM Administrator/User Guide for detailed information on predefined account codes, accounting code requirements, and relevant use cases.

For additional content clarification, please refer to the official instruction and guidance found in the documents section of this site.

ESPM login: https://esp.toshiba-solutions.com/login

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