NOTE:

This feature is currently available only under Early Access Program and therefore requires special license.

Prerequisites

YSoft SafeQ version 5 and YSoft Payment System installed from Maintenance Update 27 or newer
License with Early Access feature "Quotas"

Limitations

Quotas do not take into consideration Finishing options - when job is changed directly on terminal, it is still blocked according to initial state of job.
Quotas do not take into consideration Rule-based engine - when job is changed in RBE, it is still blocked according to initial state of job.
Refunding functionality in YSoft SafeQ web administration is decommissioned. It works through YSoft Payment System - Cash desk only.
When user's entitlement is changed (user is moved to different cost center), changes can be reflected with delay.
Do not use Quotas or Entitlements together with creation of money accounts in YSoft SafeQ (manually or via LDAP). Entitlements will make the manual / LDAP creation obsolete in the future.
Only device dependent accounting is supported (not online or offline accounting). Therefore, hardware terminals (Terminal Professional v3, Terminal Ultralight) are also not supported.
Toshiba (OKI) Embedded Terminal is not supported.
For more limitations see page Vendor-specific limitations and known issues.

Setting up Quotas

1

Install YSoft Payment System

2

Enter YSoft Payment System administration

3

In section Quotas, create new quota definition(s) (page limit, recurrence, etc.).

Please note: Define only valid combinations, according to Quota types for specific vendors

(3a)

(Optional) When creating or editing quota, check "Enable threshold notification" in order to turn on soft quotas.

Set up Threshold as % of limit when end user will receive e-mail notification.
Set up "quota owner" - e.g. manager or IT representative, that receives the notifications too.
In section Notifications you can optionally update template of e-mails - tab "Quota notification" and "Quota notification owner"

(3b)

(Optional) In section Periodic recharges, create new periodic recharge definition(s)

4

In section Entitlements, click Create Entitlement

5

Define your entitlement.

Field	Mandatory	Description
Summary	Yes	The name of the Entitlement for the references in YSoft Payment System
Shared entitlement	Yes	Options: Disabled - all users from group have separated quotas or accounts created. Users consume own quotas / accounts. Enabled - the entitlement (quota or account) is created for whole group. Users consume one common quota / account.
Cost center number	Conditional	The number of cost center from YSoft SafeQ (see below where to find this information). Either this field or "Usernames" should contain a valid value. More cost center numbers should be comma separated. Related features: All users from specific cost center will be charged according to entitlement with the related cost center number Saving of entitlement triggers automatic customer update/creation for the users assigned to the used cost centers (feature is turned on by default based on option "feature.entitlement.create-accounts-when-entitlement-changes").
YSoft SafeQ - cost center ID
Usernames	Conditional	Accepts only YSoft SafeQ usernames. Either this field or "Cost center number" should contain a valid value. More usernames should be comma separated. When any Entitlement is linked to username, the Entitlement will be used regardless of group settings. The Entitlement assigned to specific user will always take precedence from group settings. Related features are the same like with "Cost center number".
Type	Yes	Accepts these values: Prepaid account - limiting of users via credit (personal or virtual) Page quota - limiting of users via page quotas No access - no entitlement for users at all (users will not be able to log in on Embedded Terminal) Unlimited access - users can use the MFD without any restrictictions for copy/print
Initial balance	No	Displayed only for PAYMENT type. Works only for new automatically created customers.
Minimum Balance	No	Displayed only for PAYMENT type.
Periodic Recharges	No	Displayed only for PAYMENT type. Related recharges can be linked by their name.
Quotas	Yes	Displayed only for QUOTA type. Related quotas can be linked by their name.

6

Click Create Entitlement

7

(Optional) In YSoft SafeQ system settings, set or keep On-demand payment account creation on Enabled.

Additional system configuration

These configurations can be used when necessary for specific customer - to ensure backward compatibility against existing customization or specific workflow with disabled users.

Location

Option

Description

YSoft SafeQ system settings

On-demand payment account creation (onDemandPaymentAccountCreation)

YSoft Payment System creates missing accounts of users automatically before transaction, based on Entitlement settings. This configuration ensures users are always charged according to their group settings, but removes the possibility to not charge users based on their missing money account.

Values:

Enabled (default for SQ5)
Disabled (default for SQ6)

When enabled, YSoft Payment System will automatically create payment customer account for unknown user GUID used in YES REST API. This option ensures user without money account (e.g. not created by error) will be charged according to valid Entitlement definition.

When disabled, it ensures the behavior towards users without money account will remain the same like without Entitlements - do not charge at all.

YSoft Payment system environment-configuration.properties

feature.entitlement.create-accounts-when-entitlement-changes

Accepts two values:

true (default) - Editing or saving of new entitlement will trigger synchronization, which will create or update customers found in cost centers or usernames defined by current entitlement.
false - Disable previous behavior (no automatic payment customer account creation or update of existing accounts)