How to Configure Mac OS X to use Xerox Accounting Codes

A printer preset must be configured in order for Xerox printers with accounting codes to work on Mac OS X.

Depending on your version of Mac OS X you will need  to use different applications:

For 10.13 and above use Word or another office product.

For 10.10 – 10.12 use a web browser such as Safari, Firefox, or Chrome.

If you do not know your Accounting Code, you will need to speak to the Administrative Staff in your department to give you your code. Once you have your Accounting Code, proceed through the steps for configuration.

Step 1:  From within the application, click the File drop down menu and click Print (Figure 1).  In this example, Safari is used.

1 Print
(Figure 1)

Step 2: The Printer Configuration interface will open.  Make sure that the correct Xerox printer is selected. Click “Show Details” in the bottom left (Figure 2).

2 Show
(Figure 2)

Step 3: Click on the drop down list directly below “Orientation.”  Several options will be listed in the drop down list, click “Xerox Features” (Figure 3).

3 Xerox feat cut
(Figure 3)

Step 4: The Xerox Features interface will open (Figure 4).  Click the drop down list next to “Paper/Output” and click “Advanced.”

4 Xerox advanced
(Figure 4)


Step 5:  The Advanced settings will be displayed (Figure 5).  Click the drop down list next to “Job Identification” and click “Disable Job ID.”  Next scroll down the list and click the “Accounting” button (Figure 5).

5 Disable ID large
(Figure 5)

Step 6: The Accounting interface will open.  Here you will need to enable the Accounting System by choosing “Xerox Standard Accounting” (Figure 6).

6 Acct
(Figure 6)

Next, complete the following steps (Figure 6):

  • Make sure the drop down list next to “Accounting Prompt” displays Always Prompt
  • Make sure “Mask User ID (****)” is checked
  • Make sure “Mask Account ID (****)” is checked
  • Enter your Accounting Code into the text box next to “Default User ID
  • From the  “Default Account Type” drop down list, select “Default Group Account
  • Make sure that the text box next to “Default Account ID” is blank.  If there is any text in the box, delete it

Step 7:  You should now be back at the Advanced settings interface (Figure 7).  The next step is to save the changes you just made as a new printer preset.  To do this click the arrows next to “Presets” and click “Save Current Settings as Preset…” (Figure 7).

7 Save preset
(Figure 7)

You will then be prompted to provide a Preset Name (Figure 8).  Type any name of your choosing that will help you to remember that this preset includes the necessary Accounting Codes.  Also, make sure that the button next to “Only this printer” is selected and click OK.

8 Large naming preset
(Figure 8)

From now on, when you print to the Xerox printer, you must use this preset