Setup & Administration Guide
M500 Station, Self-Serve AdminCentral
Document Revision History
Revision Date Version Part Number November 2013 1.0 45124399
May 2014 1.1 45129146
1
Document overview
1
Self-Serve AdminCentral and PA-DSS compliance 1
What’s new in SSAC v1.1 2
2
System Components
3
Cloud Host 3
EFI Self-Serve AdminCentral 3
Supported browsers 3
Access credentials for AdminCentral 3
Multi-function printer (MFP) 4 M500 station 4 Print sources 5 User workflow 5 Post Pay 6 Staff access 6
3
Before you begin implementation
7
What you need for system and device configuration in AdminCentral 7
AdminCentral Staff Account credentials 7
SVS account information (for cash cards) 7
Credit card processing gateway information 7
CBORD account information 8
Blackboard account information 8
sFTP account information 8
M500 station and MFP information 8
Products prices and taxes 8
Location (site) name and address 9
Verify complete M500 device hardware shipment 9
Confirm site readiness 9
Power and network drops 9
Proxy server 9
Firewall 9
MFP requirements 10
What you need for testing 10
4
Setting up your M500 Self-Serve station
11
Section A: Activating your AdminCentral Staff Account
12
Resetting your account 12
Account security 12
Section B: Configuring your system settings in AdminCentral
13
Global and Location configuration in AdminCentral 13Completing Global level configuration 14
Payment 14
Taxes 16
Products 17
Logo 17
Completing Location level configuration 17
Create a Location 17
Device Profiles 18
Tax Rate 18
Price List 18
Receipts 18
Section C: Creating a Device Profile for the M500 station
19
Section D: Connecting the M500 device
20
Verifying site and MFP requirements 20
Assembling and connecting the M500 device 20
Section E: Registering the M500 station
24
Completing registration 24
Defining a proxy 28
Setting Static IP 31
Section F: Testing 34
5
Using staff functions on the M500
36
Creating Staff Account credentials 36
Accessing the M500 station for copy or print work 37
Diagnostics functions 38
6
Managing the self-serve implementation with AdminCentral
39
Section A: Working with transactions
40
Reporting 40 Report types 40 Report parameters 41 Generating a report 41 Export to CSV 41 Export parameters 41 Export types 42
Generating an export file 42
Transactions and receipts 42
Searching for a transaction 43
Section B: Monitoring system status
44
Device monitor 44
Actions 44
Health 44
Transactions 44
Updating station configuration 45
Updating M500 software 45
Triggering a software update 45
7
Maintaining and troubleshooting M500 stations
47
M500 security 47
Section A: Adding another M500 station
48
Section B: Cleaning the M500 device
49
Cleaning the touch screen 49
Cleaning the card reader 49
Section C: Troubleshooting 51
M500 station hardware overview 51
Device overview 52
Connections 52
Mounting features 53
M500 Service Mode and diagnostics 54
Using diagnostics functions 56
Password of the Day 57
Issue resolution 58
Section D: Replacing a malfunctioning M500 device
60
D
OCUMENT
OVERVIEW
This document describes how to implement the EFI M500 self-serve device in your organization, and how to use the Self-Serve AdminCentral component for ongoing system administration. It describes implementation for the Self-Serve AdminCentral release version 1.1 (SSAC v.1.1)
Chapters and sections include information about the following topics: • components, features, and functions
• prerequisites
• configuration in Self-Serve AdminCentral
• M500 device setup and registration, and station testing • staff-only functions on the M500
• administrative functions available in Self-Serve AdminCentral, including receipt printing, reporting, and status monitoring
• M500 maintenance and troubleshooting
Use this document during your initial system setup, and keep it for reference.
Self-Serve AdminCentral and PA-DSS compliance
Self-Serve AdminCentral has several components, including those on the host and the M500 device. All payment card handling functions are performed by the Self-Serve AdminCentral Transaction Engine component, residing on the M500.
As part of the validation, EFI is required to provide information about how to implement the self-serve devices in your organization in a PCI compliant manner, so that they do not compromise your PCI-DSS status. There are several sections in this document where important security recommendations are made. They are summarized here: • Do not share your Self-Serve AdminCentral account credentials; if you feel your credentials have been
compromised, change your password immediately
• Perform periodic physical checks of your M500 device to ensure they have not been tampered with
• Configure sFTP account information, so that the M500 can upload event logs nightly. Regular examination of these logs is part of your PCI responsibility
Refer to PA-DSS Implementation Guide SSAC Transaction Engine.pdf for more information about the Transaction Engine and security. The Implementation Guide is available for download from the EFI website.
What’s new in SSAC v1.1
• M500 language and currency support for United States (English and Spanish), Canada (English and French), Germany, Australia, New Zealand, UK
• Support for printing from Box and OneDrive services • Support for CBORD campus cards
• Support for the Ogone payment gateway for credit cards • Support for Post Pay instead of card payment at the M500 • Customize receipts with logo and header/footer text • Define a proxy on the M500
• Import prices and taxes from existing location to new location • Option to include tax in prices
• Export transaction information to CSV file • Email receipts from Self-Serve AdminCentral
• Password of the Day to allow staff access to troubleshooting functions when the M500 is offline from the host • Daily M500 event log uploaded to sFTP nightly
What’s new in SSAC v1.1.5
• Support for Blackboard campus cards • Support for static IP on the M500
S
YSTEM
C
OMPONENTS
This chapter describes each of the major software and hardware components required for implementing self-serve stations with Self-Serve AdminCentral and the M500.
Cloud Host
The Cloud Host is the processing hub for the system. It resides on servers managed by EFI. You do not need to install any software or host a server of your own.
EFI Self-Serve AdminCentral
EFI Self-Serve AdminCentral is the web-based central configuration interface to the Cloud Host. The URL is selfserve.efi.com
From this single interface, you can log in and access configuration for all your M500 Self-Serve stations. AdminCentral also provides access to station status, sales reports, and transaction data.
Supported browsers
AdminCentral is compatible with the following browsers: • IE 9 or later
• Google Chrome v27 or later • Firefox v22 or later
• Safari v6 or later
Access credentials for AdminCentral
The EFI System Administrator creates the initial Staff Account, granting AdminCentral access for a named employee in your organization. This employee is identified during the implementation planning discussions with EFI.
This employee logs into AdminCentral and sets up other Staff Accounts.
If you are set up with a Staff Account, either by the EFI System Administrator or by another user, you will receive an invitation email, with a link to log in. The first time you log in, you must define your personal password.
For security, do not share your credentials with anyone else. If you feel your credentials have been compromised, change your password immediately.
Your AdminCentral access credentials also provide you with access to the M500 station. See “Using staff functions on the M500” on page 36.
Multi-function printer (MFP)
The MFP is where your users print and make copies. Each MFP is paired with an M500 station to create a complete self-serve copy and print station.
EFI has validated many models of MFP to ensure they are compatible with the M500, and we continue to validate as new models become available.
There are configuration requirements for the MFP to be compatible with the M500 station. These include using static IP, being PostScript ready, and being ready for control by a foreign device. Full details are in “MFP requirements” on page 10. MFP preparation may require a technician.
M500 station
Card reader with status LED
Barcode scanner in M505 model USB
Touch screen
The M500 station is the user interface for your self-serve copy and print stations. The M500 station displays instructions, tracks charges, and processes payment.
It is mounted on a sturdy metal stand and positioned beside the MFP. All M500 stations have a USB port (customer facing), card reader, controller, and large bright touch screen display.
An M500 model with a barcode scanner is also available (M505). All information in this document for the M500 also applies to the M505.
Optionally, the M500 can be mounted on a desktop instead of the stand. A mounting bracket can be secured to the desktop or counter top.
All cable connections are located behind a locked panel, to prevent tampering.
Print sources
The M500 station can support the following print sources: • USB thumb drive
• EFI PrintMe; a cloud printing service that allows users to print from any mobile device
Attach the file to be printed to an email and send to [email protected]. You will receive a reply email containing the Document ID for the email you sent. Type or scan the ID barcode at the M500 station to download and print the file or the email body. Files are available for printing on the PrintMe server for 24 hours.
You can also upload files to PrintMe using: - PrintMe app for iOS
- PrintMe driver for Windows - PrintMe driver for Mac
• Google Drive; users log into their Google Drive account and choose the file. • Dropbox; users log into their Dropbox account and choose the file.
• Box: users log into their Box account and choose the file.
• OneDrive: users log into their OneDrive account and choose the file.
All print sources support printing Word, PowerPoint, PDF, and many image formats (JPG, GIF, BMP, PNG, WMF, EMF). Additional file formats are supported from selected print sources. PrintMe also supports Excel, HTML and TXT, and additional image formats.
User workflow
The M500 station provides a quick and easy self-serve experience for copying and printing. The screens provide instructions and guidance to the user about each step of the process.
Behind the scenes, the M500 station is communicating with the MFP, card processors, Google Drive, Dropbox, Box, OneDrive, PrintMe, and the Host.
When the user is finished working, the M500 station sends the transaction details to the Host. Once at the Host, you can use AdminCentral to see details, print or email receipts, and generate sales reports.
To start
If copying
The M500 station enables the copy functions on the MFP and the user makes their copies using the MFP’s copy controls. The MFP sends information about each copy (paper size, color or B&W) to the M500 station, and the M500 station uses the information to calculate charges.
The M500 station displays a virtual receipt in the Copy Job Information screen, updated constantly to show work and total charges. If a cash card or campus card is being used, the M500 station also displays current card balance, which decreases as the user makes copies.
If printing
The user selects their print source (USB, PrintMe, Dropbox, Google Drive, Box, or OneDrive) and then the file to print. Depending on the print source, this may require plugging in and browsing a USB thumb drive, logging onto a cloud storage service like Dropbox, or providing a PrintMe Document ID. The user previews the file then chooses finishing options such as page range to print, color or B&W, duplex, number of copies, and page size.
The M500 station calculates the cost for the print job and presents it on-screen in the Print Job Information screen. If the user touches Print to accept the cost, the M500 station submits the job to the MFP for printing.
When work is finished
When the user is finished copying or printing they touch End Session.
The user is prompted if they would like a receipt. If the user indicates Yes, their receipt is printed directly on the MFP.
Post Pay
The M500 can support a post pay workflow instead of requiring a payment card. The user is prompted to type their name at the M500. The user makes prints and copies under the workflow described above. When they are done, they touch End Session.
The M500 automatically prints a transaction invoice on the MFP; the user takes this to the counter to pay where the staff member uses the POS to process the payment transaction.
Staff access
Employees who have Staff Account access credentials in AdminCentral can log into the M500 station and perform uncharged copy and print work or access diagnostics functions. Refer to “Using staff functions on the M500” on page 36
B
EFORE
YOU
BEGIN
IMPLEMENTATION
This chapter describes what must be in place before you configure your system or connect your M500: • “What you need for system and device configuration in AdminCentral” on page 7
• “Verify complete M500 device hardware shipment” on page 9
• “Confirm site readiness” on page 9
• “What you need for testing” on page 10
What you need for system and device configuration in AdminCentral
AdminCentral Staff Account credentials
You will need your Staff Account credentials to log into AdminCentral.
SVS account information (for cash cards)
You need your SVS account information for cash card processing, including Merchant name, Merchant number, Client ID, Routing ID, Username, Password, FTP Address, FTP Username, FTP Password.
There are 2 values you must define yourself for SVS cards to be supported at the M500: • Division, alphanumeric up to 5 characters. Division is set under Global.
Define your own or use 00000.
• Store Number defined in Branch Code field under Location. Alphanumeric up to 10 characters. You must set a unique Store Number/Branch Code for each of your Locations.
You also need to be prepared to define the range of card numbers your cash cards can have, by providing a lower and upper card number.
Credit card processing gateway information
Authorize.Net information
You need an Authorize.Net card-present account for credit card processing. You need to be prepared with your API Login ID and Transaction Key.
Ogone information
You need an Ogone MOTO (Mail Order Telephone Order) account for credit card processing. You need to be prepared with your PSP ID, User ID, and Password.
CBORD account information
You need to be prepared with your CBORD account information including system type (CS Gold or Odyssey), host IP address, port number, code map (if Odyssey) Terminal ID.
All M500 devices in a location will use the same Terminal ID. You enter Terminal ID in the Branch Code field under Location.
You also need to be prepared to define the range of card numbers your CBORD cards can have, by providing a lower and upper card number, and to define the length of your card numbers.
Note: Note: EFI will assist you with CBORD configuration in Self-Serve AdminCentral.
Blackboard account information
Blackboard configuration is defined across both Global and Device level settings. You need to be prepared with your Blackboard account information, including: Host IP address, Port, Tender Number, Terminal Number (1 per M500) and Encryption Key.
The Encryption Key can be unique per M500, or shared across all M500 devices.
You also need to be prepared to define the range of card numbers your Blackboard cards can have, by providing a lower and upper card number.
sFTP account information
This is required if you accept credit cards. Compliance with Payment Card Industry Data Security Standards (PCI DSS) require you to examine event logs from the M500 device regularly. The M500 automatically uploads event logs to this sFTP site nightly.
You need sFTP server name, port, username and password.
M500 station and MFP information
• Make and model of the MFP
Attention: The MFP must have been tested by EFI and validated as compatible with the M500. Only validated
MFPs are available for selection in AdminCentral. Your model can be confirmed during the pre-installation planning discussions with EFI.
• MFP’s IP address
Products prices and taxes
Location (site) name and address
This identifies where the M500 station is installed. Your organization may have one or several Locations (sites or stores), each with one or more M500 stations.
Branch Code is mandatory if you will accept SVS cards or CBORD cards. • For SVS, Branch Code holds the Store Number, up to 10 characters. • For CBORD, Branch Code holds the Terminal number.
Verify complete M500 device hardware shipment
The following items are part of the shipment from EFI: • M500 device with 2 keys
• metal stand (or mounting bracket) • cables (FIH (gray) and network) • power adapter
• FIH adapter (MFP model specific)
Confirm site readiness
The M500 supports DHCP by default, however you can enable static IP.
Power and network drops
Each M500 requires one network port and one power outlet, in addition to the network and power requirements for the MFP.
Proxy server
You can define a proxy server. To do so, you need the server IP and the port number you want to use.
Firewall
The M500 uses outbound ports: • HTTPS 443
• 9100 for RAW printing or 515 for LPR
• You can define the ports you will use for sFTP ,CBORD and Blackboard. These ports must also be available. See “sFTP account information” on page 8 and “CBORD account information” on page 8 and “Blackboard account information” on page 8.
MFP requirements
The MFP must be properly configured to work in the EFI Self-Serve and Payment System. These preparation
requirements are make and model specific and instructions are not provided in this document. These tasks may need to be performed by a technician.
For printing
• MFP is networked (Static IP)
You will need to enter the MFP’s IP address when you configure the M500 station‘s Device Profile in AdminCentral.
• MFP is PostScript ready For copying
• MFP is foreign interface ready and configured for control by a 3rd party device, including installation of MFP manufacturer provided hardware to support a device.
Different MFP manufacturers call this interface by various names: Foreign Device Interface (Xerox), Foreign Interface Harness (Canon), and Key Counter Interface (Ricoh, Konica Minolta).
• EFI foreign interface adapter (FIH adapter) is connected to the foreign interface or key counter interface on the MFP.
EFI recommends you disable other services on the MFP (like scan) to prevent unpaid work.
What you need for testing
To test the system, you must make copies and prints on the M500 station with the payment cards you support. You need the following items:
• payment card; cash card if you accept them, and credit card if you accept credit cards • USB thumb drive containing a color PDF or Word document to print
To test PrintMe you also need a PDF uploaded to PrintMe along with its Document ID. Email the PDF as an attachment to [email protected]; PrintMe will reply with the file’s Document ID.
To test any of the cloud services Google Drive, Dropbox, Box, OneDrive you also need the following items: • account and login information
S
ETTING
UP
YOUR
M500 S
ELF
-S
ERVE
STATION
This chapter describes all the tasks you must perform to bring your first M500 station online and ready for use. • “Activating your AdminCentral Staff Account” on page 12
• “Configuring your system settings in AdminCentral” on page 13
• “Connecting the M500 device” on page 20
• “Registering the M500 station” on page 24
• “Testing” on page 34
Section A: Activating your AdminCentral Staff Account
The EFI system administrator creates the initial Staff Account for AdminCentral, then that user can log into AdminCentral and create additional Staff Accounts as necessary.
When an account is set up for you, you will receive an activation email containing a link. Click the link to access AdminCentral to activate your account and define your password. You must use the link within seven days of receiving the activation email, or the invitation will expire.
Once you are logged in, you can access the configuration settings described in this chapter, plus options for reporting and status monitoring, see “Managing the self-serve implementation with AdminCentral” on page 39.
Note that the first time someone from your organization logs into AdminCentral, they will be prompted to complete General configuration, see “Completing Global level configuration” on page 14.
Resetting your account
If your activation invitation does expire, it can be refreshed and resent. Contact the staff member who created your account, or the EFI system administrator if you are the only user.
If you forget your password or lock yourself out of AdminCentral with log in attempts, you can reset your password yourself. You will receive an email with a link to a page where you can reset your password.
Account security
Section B: Configuring your system settings in AdminCentral
You configure your M500 with AdminCentral then register the M500 device with the host so that it can download its configuration.
Global and Location configuration in AdminCentral
AdminCentral has two levels of configuration, that allow for settings to apply to all your M500 stations, and settings to apply to M500 stations at each of your sites. This means, for example, a retailer may have stores in different states, each with one or two M500 stations, and the stores can charge different prices and taxes.
Global settings are top level configuration and affect all Locations. You only need to define Global configuration once,
although you can edit settings later. Refer to “Completing Global level configuration” on page 14. • General (business name, country, language, sFTP account info for event log uploading) • Payment (cards accepted and your card processing account information)
• Tax authorities (all tax types charged across all your Locations e.g. State, Federal, HST). Not all the tax authorities you define need to apply to all Locations.
• Products (copy and print products available for purchase through the M500 station) • Receipt logo
Location settings affect the M500 stations installed in that Location only. Refer to “Completing Location level configuration” on page 17.
• Device Profiles (M500 stations at this Location, includes the print services offered at this station and the MFP’s model and IP address)
Creating a Device Profile for your M500 station is described in a separate section “Creating a Device Profile for the M500 station” on page 19.
• Tax Rates (which Tax Authorities and rates apply to products at this Location from the Tax Authorities defined under Global, e.g. State at 8%)
• Prices (prices charged at this Location for the products defined under Global) • Receipt header and footer text
Completing Global level configuration
Global configuration applies to all your Locations and all M500 stations.
Click the Global tab, then choose options down the left side to access the individual configuration areas.
General
You will be prompted to define General options automatically when you activate your AdminCentral account if you are the first to log in from your organization.
You must define your: • Business Name
• Country of operation. You cannot edit Country later.
• Languages to support and Culture. For example, language may be English, culture can be Australia.
Country, Language, and Culture determine how currency, dates, and other localized elements are displayed on the M500 device.
• PrintMe Submission Address if you will not be using the standard address [email protected]; Note that any email address you want to use must have been setup with PrintMe administration.
• sFTP account information for upload of M500 event logs. Examination of the event logs is required if you take credit cards as part of your PCI compliance.
Payment
The M500 supports credit cards with either Authorize.Net or Ogone card processing, cash cards with Ceridian SVS card processing, CBORD campus cards, and Blackboard campus cards. To use any of these payment types, you must provide your account information.
Alternatively, the system supports Post Pay, in which users work then pay at the counter. Post Pay can only be enabled when no card-based payment is configured.
You must enable at least 1 payment card type (and provide your account information) or enable Post Pay to bring your M500 online.
Credit card
The M500 station can accept some or all of the following card brands: Visa, MasterCard, American Express, Discover, Diners, and JCB.
The M500 station reads account information from the card’s magnetic stripe and communicates with the processing service for pre-authorization before work starts and then for capture when work finishes. On settlement, all funds are deposited into your merchant account.
Authorize.Net
You must have obtained an Authorize.Net card-present account, which provides a front end to your merchant account. The account information you must enter into AdminCentral is provided by Authorize.Net and includes your
Ogone
You must have obtained an Ogone Mail Order Telephone Order (MOTO) account, which provides a front end to your merchant account. The account information you must enter into AdminCentral is provided by Ogone and includes your organization’s PSP ID, User ID, and Password.
Credit Card Authorization Rules, shared by Authorize.Net and Ogone
Transaction Auto-Capture Limit and Line Item Limit provide protection to you from declined credit card transactions by limiting the value of transactions.
• Transaction auto-capture limit is the upper value a single credit card transaction can be.
When a transaction exceeds this limit, the M500 communicates with Authorize.Net for authorization. If the transaction is approved, a new transaction is automatically opened and the user is allowed to continue working. This happens very quickly with no disruption to the user.
However, a single print job will be allowed to print even if it is greater than the auto-capture limit. • Line item limit is the upper value a single print job can be.
If the M500 calculates the cost of a print job to be over this amount, the job cannot be submitted for printing and the M500 displays a message. The user can go back to reduce the value of the job, perhaps by breaking the print job into 2 smaller jobs.
Without this limit, any single print job is allowed.
Visa, MasterCard, American Express, Discover, Diners Club, JCB Pre-authorization amounts
The M500 performs pre-authorization to ensure the card is valid when a user inserts a credit card into the card reader. A successful pre-authorization does not guarantee successful capture.
Pre-authorization amounts are never settled, but they can result in funds being held on the users account so they should be small.
You can set different pre-authorization amounts for each card brand.
Cash card and SVS service
Cash cards are available from Ceridian Stored Value Solutions (SVS).
Your SVS account information, including card BIN range, is provided to you by Ceridian SVS. The FTP info is used for automatic daily submission of reconciliation reports to Ceridian.
You must define the values for Division and Store Number (set in the Branch Code field under Location) yourself. Both are mandatory if you want to accept SVS cards. Division must be 5 alphanumeric characters or less. If you don’t want to define a division, use 0000. Define a Store number (in Branch Code) up to 10 alphanumeric characters for each of your Locations.
Cash cards allow the user to work up to the balance on their card. The M500 station card reader gets account
information from the card’s magnetic stripe and communicates with the SVS service to obtain opening card balance and to submit charges. Current card balance is displayed in the top right corner of the M500 station screen, and decreases as the user makes copies and prints. If a print job will exceed card balance, the M500 station displays a message and does not submit it for printing.
CBORD
You must choose the CBORD system you are using (Gold or Odyssey), and define values for Host IP, port, BIN range, and code map (Odyssey only). Terminal ID must be defined in the Branch Code field under Location. All the M500 devices in that location will use the same Terminal ID.
Note: If you will be using CBORD, EFI will help you complete your configuration in Self-Serve AdminCentral. Please
contact EFI.
The M500 station gets account information from the card’s magnetic stripe and communicates with the CBORD service to obtain opening balance and to submit charges. Current card balance is displayed in the top right corner of the M500 station screen, and decreases as the user makes copies and prints. If a print job will exceed card balance, the M500 station displays a message and does not submit it for printing.
Blackboard
The M500 supports the Blackboard campus card solution. You must define information including Host IP address, port number, Vendor Number, and Tender Number.
The encryption key can be shared across all your M500 devices or defined separately for each M500. To share the key, define it under Global.
You will define terminal number and encryption key (if different) under device profile.
The M500 station gets account information from the card’s magnetic stripe and communicates with the Blackboard service to obtain opening balance and to submit charges. Current card balance is displayed in the top right corner of the M500 station screen, and decreases as the user makes copies and prints. If a print job will exceed card balance, the M500 station displays a message and does not submit it for printing.
Post Pay
As an alternative to card payment, you can accept Post Pay. The user is able to make prints and copies then pay at the counter.
To enable Post Pay, you cannot have any card processors enabled.
You can define a session limit. The user can make up to this value of prints and copies in their session. If the session limit is reached, the M500 ends the session automatically, displays a message, and prints the transaction invoice.
Taxes
Tax authorities are the entities that can collect taxes. Tax authorities can differ between the states or provinces in a single country. Add all the tax authorities that can collect taxes across all your Locations, e.g. Federal, State, Sales, PST, HST, VAT.
Tax authorities names are printed on receipts.
When you configure Location settings, you will choose the tax authorities and rates that will apply there.
You can choose to include taxes in prices. When this is enabled, the M500 charges the product price as you define, and uses the taxes you define to calculate how much of that prices is tax. The amount of tax included in the price is printed on receipts.
Products
You create products under Global to apply to all your Locations, but you will define prices for those products under Location.
To ensure the M500 can charge correctly for all the work a user does at the M500, you must have SKUs to match the characteristics of all the work available on your M500 station. Each product must have a unique combination of attributes: Type (print or copy), Paper Size, Color Mode, and Printing Options. The SKU Description you define will appear on receipts and on the M500 station screen. You cannot have products with duplicate attributes.
SKU catalog
AdminCentral has three predefined SKU catalogs available:
• Complete catalog of SKUs for all combinations of paper size, color option and single/double sided.
• No Duplex catalog for all combinations of paper size and color option
• No Duplex, No Legal catalog for paper sizes excluding legal and color option (applies in North America only)
Logo
You can customize your receipts by adding a logo. The logo will be converted to B&W and resized if necessary for use on receipts.
Completing Location level configuration
Create a Location
Each Location corresponds to one of your sites or stores where there is at least one M500. You must have at least one Location. When you click the Location tab, there is a Location drop down just below. Click the
+
button to add a new Location.You will need to enter:
• Location’s name and address info. The address appears on the receipt. • Time zone.
• Branch Code. This is an alphanumeric ID up to 10 characters that you define. Each Location must have a unique Branch Code.
Branch Code is required for SVS support and is included in all communication from the M500 to the SVS service. For SVS, Branch Code holds Store Number.
Branch code is required for CBORD support and is included in all communication from the M500 to the CBORD service. For CBORD, Branch Code holds Terminal ID.
• Languages to support on the M500 devices in this location, including default language. The languages you can choose from is determined by the languages selected under Global.
Device Profiles
Each M500 station requires a Device Profile. See “Creating a Device Profile for the M500 station” on page 19.
Tax Rate
The tax authorities you created under Global are displayed here. Click Edit, then define the local tax rate for the authority or authorities that apply to copies and prints at this Location. If a tax authority does not apply at this Location, do not enter a rate.
If you are adding a Location, you can import prices and taxes from an existing Location. Click the Import Pricing and
Tax Rates from an Existing Location box. You will then be asked to choose the original Location.
Price List
Click Edit, then enter this Location’s price for each product. The taxes shown reflect the rates you defined under Tax Rate.
If you are adding a Location, you can import prices and taxes from an existing Location. Click the Import Pricing and
Tax Rates from an Existing Location box. You will then be asked to choose the original Location.
Receipts
You can choose some customization options for your receipts in this Location.
You can choose to use the logo you uploaded under Global plus you can define up to 2 lines of header text and up to 2 lines of footer text.
Section C: Creating a Device Profile for the M500 station
The Device Profile defines the M500 station’s configuration, including what print services it offers, and which MPF it prints to. When you setup the M500 device, you will register it with its Device Profile.
To add an M500 station profile: 1 Choose its Location.
2 Click Add Device Profile.
3 Enter an identifying device name, and choose the MFP’s Manufacturer and Model. Additional configuration fields appear, including MFP IP address and print services.
4 Enter the MFP’s IP address, and check the boxes for the services the M500 station will offer.
5 If necessary, you can access the Device’s Advanced Settings to change the printing protocol for this M500 from the default RAW to LPR.
6 If necessary, you can add the Blackboard Terminal ID and Encryption Key.
Section D: Connecting the M500 device
This section describes assembling and connecting the M500 device. Once it is connected and powered up, you must register it and choose its Device Profile as described in “Registering the M500 station” on page 24 to bring it online.
Verifying site and MFP requirements
Following are what need to be in place before you connect the M500: • MFP prepared as per requirements in “MFP requirements” on page 10
This includes connection of the EFI FIH Adapter to the foreign interface or key counter interface on the MFP and MFP configuration.
• 1 power outlet and one network drop for the M500 • firewall -
- outbound ports HTTPS 443, 9100 (RAW printing) or 515 (LPR printing)
- outbound ports you will use for sFTP, CBORD, Blackboard, and Proxy Server if you are using these services Full requirements are described in “Before you begin implementation” on page 7.
Assembling and connecting the M500 device
The major tasks are:
• thread cables through the M500 stand
• mount the M500 device on the stand and connect cables • connect cables to the MFP, the network, and power
After the M500 is assembled, you can register it with its Device Profile as described in the next section.
To setup the M500:
1 Thread cables through the stand; the best method is to drop cables into the hole at the top of the stand and pull them out through the cutout at the bottom.
Note: Drape at least 3 inches (8cm) of each cable over the top of the stand for easy connection to the M500
device and to ensure the cable is not pulled down into the stand.
a. Set the stand upright on the floor.
c. Drop the silver end of the power cable down through the stand and pull it from the cutout at the bottom. Leave at least 3 inches (8cm) of cable protruding from the top of the stand.
d. Drop one end of each of the network and FIH cable down through the stand and pull it from the cutout at the bottom. Leave at least 3 inches (8cm) of each cable protruding from the top of the stand.
At least 3 inches of cable protrude from the top of the stand. This prevents the cables from falling into the stand.
You can identify the cables by color:
Blue - network cable
Gray - FIH cable
Black/Gray- power
Power cable segments are disconnected
2 Unlock and open the rear door on the M500 device.
3 Mount the M500 device on the stand.
a. Hold the M500 device in both hands, with the touch screen toward you.
c. Slide the M500 device onto the stand as far as it will go until the spring plunger clicks.
4 Connect cables to the M500 device.
a. Connect the blue network cable to Network.
b. Connect the gray FIH cable to the EFI FIH Adapter on the MFP.
c. Connect the power cable to Power.
6 Connect the power adapter to the power cable that is threaded through the stand.
Segments of the power supply assembly connected.
7 Connect the FIH cable to the FIH adapter on the MFP.
Note: The FIH adapter connection at the MFP is a prerequisite for the M500 setup. See “MFP requirements” on page 10 for more information about the Foreign Interface requirements on the MFP.
8 Connect cables to the power outlet and the network drop.
Section E: Registering the M500 station
After the M500 device is installed, connected, and powered on, you must register it with its Device Profile. Registering connects the M500 device with the Host and takes the M500 device from a factory state by applying configuration to bring it into your implementation.
Before you register, you can define types of network settings:
• Proxy for all communications; refer to “Defining a proxy” on page 28. • Static IP for the M500: refer to “Setting Static IP” on page 31.
Completing registration
The M500 device can only be registered after you have defined its Location and created its Device Profile in AdminCentral. You will need to use your Staff Account credentials to complete registration steps.
The M500 device’s screens guide you through each step of the registration process.
To register the station:
1 When the M500 device powers up for the first time, it displays the following screen:
3 Touch Register Device.
5 Select your Location and touch Next.
Any device names in gray have already been assigned to an M500 and are unavailable. If you want to use one of these names, you must first deregister the M500 that is using it; see “Replacing a malfunctioning M500 device” on page 60 for instructions.
6 Select the name for this M500 device and touch Next.
7 Review the Device Profile details, and touch Register to complete the process. If this is not the device you want to use, touch Back to select a different device name.
The M500 station downloads software updates and its configuration from the Cloud Host. This will take several minutes, and the M500 station may reboot; this is normal operation.
Registration is complete when the M500 station displays the Welcome screen.
Defining a proxy
Before you register an M500, you can configure the device to use a proxy for all communications. The M500 supports manual settings.
To define a proxy with manual settings
1 When the M500 device powers up for the first time, it displays the following screen:
3 Touch Network Settings.
5 Touch Manual Settings.
6 Enter the proxy server IP address and the Port number the M500 should use.
8 The M500 reboots to apply the proxy settings. It displays the following screen and you can register the device:
Setting Static IP
Before you register an M500, you can set its IP. This would allow you to support a static IP schema.
To define an IP
1 When the M500 device powers up for the first time, it displays the following screen:
3 Touch Network Settings.
4 Touch Device IP Settings.
6 Enter the settings information, including IP address, subnet mask, default gateway, primary and secondary DNS IP.
7 Touch Test Static IP to confirm the settings are valid. Testing confirms the ability to configure the network card on the M500, to reach the gateway, to perform DNS lookup, and to connect to the cloud host.
8 Touch OK to save. The Network Settings screen is displayed.
9 Touch Back. to return to the Service Mode screen.
Section F: Testing
This section describes testing the M500 Self-Serve station to confirm setup and configuration.
You will test copying and printing, and card processing. You can verify pricing and other configuration at the same time. In general, you will perform copy and print tasks and examine displays and receipts, and confirm that operations are successful. If you installed more than one M500 station, you must test each one.
You will need to adjust the test steps described here to accommodate your actual system configuration. For example, if you do not accept cash cards, perform all tests with a credit card. If you only accept Blackboard, perform all tests with this card.
What you need:
• payment cards; cash card (with balance) if you accept them, and credit card if you accept them, Blackboard or CBORD.
• USB thumb drive containing at least 1 color PDF or Word document • PrintMe Document ID if the M500 station supports PrintMe
To obtain an ID, email a file to [email protected]. The email reply you receive will contain the Document ID. • account and a file uploaded to that service if the M500 station supports one or more of the cloud storage services
(Google Drive, Dropbox, Box, OneDrive)
On the M500 station:
1 Verify all the intended services are displayed on the M500 (can include Make Copies, Print).
2 Use the cash card, if supported, to make copies. Review the copy product descriptions and prices displayed on the Copy Job Information screen as you make copies.
3 Touch Start Over, and print a file from the USB thumb drive.
4 Verify the intended print services are displayed (can include USB, Google Drive, Dropbox, Box, OneDrive, Mobile Device/PrintMe).
5 Touch End Session.
6 Print a receipt. The test is successful if:
• copies made, charges correct • prints made, charges correct • receipt prints and is correct
If you do not offer PrintMe or a cloud storage service, repeat the above test with a credit card to validate credit card processing.
On the M500 if PrintMe is offered:
1 Use a credit card at the M500 station to print a file from PrintMe. The test is successful if:
• connection to PrintMe and document download is successful • prints made, charges correct
On the M500 if cloud storage services are offered:
1 Use a credit card at the M500 station to print a file from Dropbox, Google Drive, Box, or OneDrive. The test is successful if:
• connection to the cloud storage service and file download is successful • prints made, charges correct
U
SING
STAFF
FUNCTIONS
ON
THE
M500
Employees who will be required to use AdminCentral or the staff functions on the M500 stations need AdminCentral Staff Accounts.
Under a Staff Account, employees can do the following on the M500:
• register the M500 station, as described in “Registering the M500 station” on page 24
• perform uncharged copy and print work, as described in “Accessing the M500 station for copy or print work” on page 37
• use diagnostics functions - access station information - deregister the M500 station - access diagnostics features - set the station to "Out of Service"
See “Using diagnostics functions” on page 56 for information about using these functions.
Creating Staff Account credentials
The EFI system administrator sets up your organization with one AdminCentral Staff Account; use that account to log into AdminCentral and create additional Staff Accounts.
To create a Staff Account:
1 Click the Configuration tab, then click Staff Account.
2 Click Add Staff.
3 Enter the employee’s name and email address.
4 Click Add.
The employee will receive an invitation email containing a link they can use to access AdminCentral and activate their account and define their password.
They must activate their Staff Account within 7 days of receiving the activation email. If they do not, you can resend the invitation.
Note: Do not share your account credentials with anyone; you must keep your credentials secure. Change your
Accessing the M500 station for copy or print work
The staff member can log in and use the copy and print functions on the M500 station without charge, although work is tracked. The same functions and workflow apply as for paid users.
To use the M500 station for copying or printing under a Staff Account: 1 Select either Make Copies or Print from the M500 station’s Welcome screen.
2 Touch Staff Login.
3 Enter your Staff Account credentials of email address and password, and touch Log In.
4 Make your copies or prints. The workflow is the same as for regular users.
Diagnostics functions
More information about individual diagnostics features is available in “M500 Service Mode and diagnostics” on page 54.
To access diagnostics or configuration functions on the M500 station:
1 Double-tap the lower left corner of the M500 station screen to open the Device Information screen.
2 Touch Log In.
3 Enter your Staff Account credentials of email address and your password, and touch Log In.
The Service Mode screen is displayed, containing diagnostics functions. See “M500 Service Mode and diagnostics” on page 54 for information about the functions.
M
ANAGING
THE
SELF
-
SERVE
IMPLEMENTATION
WITH
A
DMIN
C
ENTRAL
AdminCentral provides access to the system configuration functions already described in this document, plus it provides convenient access to useful administrative functions.
Log in to AdminCentral to access the following administrative features: • working with transaction data
- generating reports; see “Reporting” on page 40
- exporting data to a CSV file; see “Export to CSV” on page 41
- printing or emailing receipts; see “Transactions and receipts” on page 42
• monitoring M500 station status; see “Monitoring system status” on page 44
• updating configuration or software on your M500 station; see “Updating station configuration or software” on page 45
Section A: Working with transactions
This section describes how to generate a report or export transaction data, and how to print a receipt after you have logged into AdminCentral.
These functions use the transaction data sent from the M500 station to the Host when a user finishes working.
Reporting
Click the Reports tab to access different types of sales reports generated against the transaction data stored on the host.Reports include only tendered (captured and approved) sales.
Report types
The following reports are available: • Device Activity
- Product quantities sold and pre-tax sales values for each M500 station. A pie chart illustrates how much of your organization’s total Self-Serve sales each M500 station is responsible for.
• Location Activity
- Product quantities and pre-tax sales values for each Location. A pie chart illustrates how much of your organization’s total sales each Location is responsible for.
• Sales by Day of the Week
- Total number of transactions, percentage of total sales, and pre-tax sales amounts by day of the week. A bar graph also illustrates number of transactions or average number of transactions (if Timeframe spans more than one week).
• Sales by Hour of the Day
- Total number of transactions, average number of transactions and average pre-tax sales amounts by hour. A bar graph illustrates transactions by hour or average number of transactions (if Timeframe spans more than one day).
• Sales Report
- Sales total - total sales before tax, individual total for each applicable tax, and the total sales including tax. - Totals by product SKU - SKU and description, number of pages for each SKU, total sales before tax for each
SKU.
- Totals by card type - number of transactions for each card type and the total sales amount, including tax, for each type. Credit cards and cash card are sub totaled separately.
- The Sales Report also shows information for non-tendered transactions. This includes staff transactions, plus declined, failed, or pending transactions at the time the report is generated.
Report parameters
You can generate a report for the day or days you choose under Timeframe. Click the date display to change the Timeframe.
You also choose the Location or Locations and the transactions from the M500 stations there are included.
Generating a report
To generate a report: 1 Choose a Report Type.
2 Choose a single Location or All.
3 Define a Timeframe to report against.
4 Click Generate.
The resulting report will include tendered (captured and approved) sales from all the M500 stations at the selected Location(s), and cover the dates you selected.
After you have generated a report, you can print it using the Print Report button below the report.
Export to CSV
Click the Reports tab to access transaction data that can be exported to a CSV (comma separated value) format file. The CSV format file is generated and downloaded to your local computer. You can open CSV files with Excel or other applications, or use them to generate your own reports.
Only transactions that have a status of Successful or Failed are included in the export. Transactions may have a pending status if there is an error in communication with the card processor and the M500 has not received approval or decline for a capture attempt. Pending transactions are not included in the export.
Export parameters
You can generate a CSV file for the day or days you choose under Timeframe. Click the date display to change the Timeframe.
Export types
To export, choose an Export to CSV option from Report Type. The following exports are available:
• Transactions Summary Export
- One line for each transaction; includes location, M500 device, receipt number, date/time, date/time uploaded to the host.
- Also details taxes, payment method and capture status, cash card balance.
- The file name begins with Transactions and includes location number (or 00000 if all locations) and date range.
• Transactions Detail Export
- One line for each item in the included transactions, indicating location, M500 device used, receipt number, transaction date/time, card type, and item details (such as number of pages, print or copy, page size, color option, duplex option, print source).
- One transaction may have several lines.
- The file name begins with LineItems and includes location number (or 00000 if all locations) and date range.
Generating an export file
To generate an export:
1 Click the Report Type dropdown.
2 Choose an Export to CSV option.
3 Choose a single Location or All.
4 Define a Timeframe to include.
5 Click Generate.
The export file is generated and downloaded to your PC. The file name for a summary report begins with LineItems. The file name for a Detail report begins with Transactions.
Transactions and receipts
After the user is finished printing or copying, the M500 station sends transaction information to the Host. With AdminCentral you can review the transactions and print or email receipts. Transactions with a status of Failed, indicating unsuccessful capture of the transaction amount, cannot be printed or emailed.
To print a receipt:
1 Click the Transactions tab.
2 Choose the Location where the work was done.
3 Choose a date or date range and click Apply.
5 Click a transaction to see its details.
6 Click Print Receipt.
To email a receipt:
1 Follow the steps above to see a transaction’s details.
2 Click Email Receipt. The Email Receipt dialog opens.
3 Enter the customer’s email address and click Send.
Searching for a transaction
You can also search for a transaction. Searches apply to the Location and Timeframe you define.
Section B: Monitoring system status
At any time, you can log into AdminCentral and review status information about all your M500 stations. AdminCentral also provides sales figures at a glance.
Device monitor
To view status:
1 Click the Dashboard tab.
2 Choose the Location you want to monitor, or All.
The stations in that Location are listed, with their current status. You can filter to see only the stations with Errors.
To view additional details:
Click the M500 station name to see a quick view of information, including its IP address and software version. Further detailed information is available when you click View Detailed Report. The detailed report includes the software update history.
Actions
Each station has an Actions function to help you resolve a problem. Click Actions to: • Edit the Device Profile.
• Deregister the M500 station from the host side. Use this only if for some reason you cannot Deregister on the
M500 directly. The M500 station must be re-registered to be used again.
• Send Log from station; the log retrieved from the M500 station and sent to EFI support where it can be analyzed.
The M500 must be connected although it can have an error condition to retrieve logs.
Health
The Health panel on the right provides an immediate indicator of the overall status of stations at the selected Location(s). If all M500 stations are online and error-free then health is 100%. If half of the stations are offline or have an error then health is 50%.
Transactions
Immediately below Health is a Transaction summary for today, for the selected Location or All. The pie chart illustrates how sales of different types of products are contributing to the sales total.
Section C: Updating station configuration or software
This section describes applying updates to the M500 station. Updates can be of two types: • configuration updates, such as price or tax rate changed in AdminCentral
• software updates to the EFI application running on the M500 station
Updating station configuration
Ongoing, you can use AdminCentral as necessary to manage your system configuration. For example, you may want to change prices, tax rates, or the selection of print services offered on an M500 station.
After you change configuration in AdminCentral, changes are applied automatically to the affected M500 station(s) when the station is idle. The M500 goes out of service briefly while it downloads and applies the new configuration.
Updating M500 software
Software updates for your M500 stations are uploaded to the host by the EFI System Administrator and you can access them through AdminCentral.
Triggering a software update
When there is an update available, a message "New software available for the devices in your account" appears in a yellow bar along the top of AdminCentral.
To manually apply an update:
1 Click View Details & Update to open the Software update panel.
2 Click an update to apply. To see more information about an update, click See More under Release Notes.
3 Click Next.
Locations and M500 stations that will receive the update are displayed in the Software update - Select locations &
devices panel.
4 If necessary, change the stations that will be updated.
a. Click Advanced Device Selection. The Software update panel displays a list of your Locations.
b. Choose a Location to see the stations in it.
c. Choose the Locations and the stations within each Location to be updated.
5 Click Update.
Update process at the M500 station
The update process at the M500 station is entirely automatic.
Any affected M500 station is notified that an update is available. The M500 station waits until it has been idle for several minutes, then reboots prior to downloading and applying the update.
The station is out of service during the update process, and the M500 station displays a message and progress indicator while the update is being applied. If you are applying more than 1 update, the M500 station downloads and applies each of them in order. The M500 may reboot automatically as it applies an update.
M
AINTAINING
AND
TROUBLESHOOTING
M500
STATIONS
This chapter contains sections that describe different aspects of maintaining and troubleshooting your M500 stations: • “Adding another M500 station” on page 48
• “Cleaning the M500 device” on page 49
• “Troubleshooting” on page 51
This section includes an overview of the M500 station hardware and cable connections. • “Replacing a malfunctioning M500 device” on page 60
M500 security
If your M500 devices accept credit cards, you are subject to PCI DSS (Payment Card Industry Data Security Standards). Refer to www.pcisecuritystandards.org for more information about PCI.
As part of your PCI compliance, you must implement physical security controls to the M500 according to PCI standards (PCI DSS version 3.0 section 9). This includes but is not limited to:
• keeping keys to the M500 in a secured location
• implementing restrictions on access to the M500 network jacks
• periodically inspecting the M500 device for evidence of tampering or substitution
• training personnel to be aware of suspicious behavior, and creating processes for reporting such behavior • creating processes to verify the identity of third party persons claiming to be repair or maintenance personnel
Section A: Adding another M500 station
You may add M500 stations to your implementation, either at an existing Location or a new Location. The configuration you must perform in AdminCentral depends on where you are connecting the M500 device.
• If the M500 device is being installed in a new site, you must create a new Location. Prices and tax rates are part of the new Location’s configuration. See “Completing Location level configuration” on page 17.
• Regardless of where the new M500 is being installed, you must create a Device Profile for it. See “Creating a Device Profile for the M500 station” on page 19.
Section B: Cleaning the M500 device
Regular cleaning is required to keep your M500 station in good working order. It is very important that you use only the cleaning materials endorsed by EFI and that you not use any cleaning sprays because they can damage your M500 device.
Cleaning the touch screen
The touch screen on your M500 station must be cleaned regularly to remove dirt and oil.
EFI has approved View Screen Wipes for cleaning these screens. Each wipes package includes a wet pad and a dry pad that are used during cleaning.
ATTENTION! Improper cleaning can damage the touch screen. Never spray any liquid directly onto the touch screen. Do not use tap water, household window or surface cleaners, or non-lint free cloths. The minerals and chemicals in water and cleaners can degrade the soft film on the surface of the panel. Lint from cloths can scratch or leave a residue behind.
To clean the touch screen:
1 Use the wet pad to wipe the screen in a continuous motion until it is clean.
2 Use the dry pad to wipe the screen until it is completely dry.
Cleaning the card reader
It is important that you clean your M500 station‘s card reader regularly as a dirty card reader may reject valid cards. Clean card readers with a special pre-moistened cleaning card that picks up dirt as it moves through the reader.
To clean the card reader:
1 Remove the cleaning card from its packaging.
2 Swipe the cleaning card in the card reader. Dirty spots appear on the card where it has removed dirt from the card reader.
3 Swipe the card again, without changing the orientation of the card.
4 Turn the card front to back and swipe the cleaning card twice.
5 Flip the card upside down and swipe twice.
6 Turn the card front to back and swipe twice.
Continue cleaning until the card stops picking up new dirt deposits. You may need to continue with a fresh cleaning card.
Section C: Troubleshooting
This section describes the M500 station hardware components and connections, and it provides symptoms and solutions for conditions you may encounter with the M500 Self-Serve station.
M500 station hardware overview
An M500 Self-Serve station requires the following: • M500 device
• M500 stand or mounting bracket (for desktop or counter top mounting) • network and power cables
M500 device with network, power, and FIH cables
Stand or mounting bracket
• for copy support: - FIH cable
- FIH adapter specific for your MFP model; the adapter connects to the Foreign Interface or Key Counter port on the MFP
Sample FIH Adapters FIH cable
Device overview
Card reader with status LED
Barcode scanner in M505 model
USB Touch screen
All M500 devices have a USB port, card reader, controller, and large bright touch screen display.
An M500 model with a barcode scanner is also available (M505). All information in this document for the M500 also applies to the M505.
Connections
The M500 device is connected into your network for access to: • MFP for printing
• Internet for credit card authorization and cash card processing, access to cloud storage services (PrintMe, Dropbox,
Box, Google Drive, Box, OneDrive), and the Host
Spring plunger
Network (Blue) FIH (Gray) to FIH adapter on the MFP Power (Black) The M500 device is connected to the MFP by the FIH cable and FIH adapter for copying functions.
Mounting features
All M500 devices use a common key. Keys are included with each M500.
a. Use the mounting screws provided with the mounting bracket to connect it to the desktop our counter top.
b. Slide the M500 onto the bracket until the spring plunger clicks.
c. Connect cables and thread them out the grooves in the bracket. The M500 device is usually mounted on a stand that is placed beside the MFP. Cables are threaded through the cylindrical trunk of the stand and exit via a cutout at the bottom. The M500 device is locked onto the stand by a spring plunger. The spring plunger and the cable connections are secured behind a locked, hinged door at the back.
Alternatively, the M500 can be mounted on a desktop or counter top with a mounting bracket. The M500 slides onto the bracket and is secured with the spring plunger. Cables run out the back of the unit, through the grooves in the mounting bracket.
