HP Designjet 4000 Printer series
Powered by the new HP Double Swath technology, the HP Designjet 4000 Printer series offers high-speed color and black-and-white printing up to 42 inches wide, complete with outstanding line accuracy, image quality, and remote printer management.
Double your print capacity
Remote printer management
HP Embedded Web Server. Use HP Embedded Web Server to remotely manage printer, ink & media usage. Gain complete remote control over all consumables. Reset print job priorities at any stage to save time, get driverless multi-file submission to increase productivity, re-print stored jobs, preview print jobs to avoid surprises, view and save accounting information to monitor ink & media consumption, send service print screens to HP for quick troubleshooting, preview supplies & printer status, and get error notifications. HP Web Jetadmin software - provides easy printer administration. HP Web Jetadmin plug-in for the HP Designjet 4000 Printer series gives network managers a single support tool to install, configure, monitor, and troubleshoot a wide range of network-connected devices. Accessible from any standard Web browser, this software offers an intuitive interface and provides optimum convenience. HP Smart printing technology (5. HP Smart printing technology, in HP supplies and in the printer, enables automatic alerts for timely cartridge replacement. Remote diagnostics, job tracking and accounting help you to stay proactive and productive. Additionally, HP Smart printing technology confirms that genuine HP print cartridges have been installed correctly.
HP Double Swath technology - twice the performance in color and black & white. With two long-life HP printheads for each color, get a wider print swath and a higher firing frequency that enables fast printing. Get 2 D/A1size prints in color & black-and-white in less than 1 minute (2. The embedded processor delivers fast, simultaneous processing and printing up to 100 D/A1-size prints per hour (3. Quickly incorporate last-minute changes to meet even your toughest deadlines. Fast, simultaneous processing and printing. Experience fast, simultaneous processing and printing thanks to the embedded processor. This robust series comes equipped with 256 MB of memory that can be expanded up to 512 MB for excellent performance on even your most complex jobs. Driverless multi-file printing. Save time with the driverless multi-file printing workflow, that is operating system independent and simply requires a TCP/IP connection and a standard Web browser. Experience support for a wide range of formats, including TIFF, JPEG, CALS/G4, HP-RTL, and HP-GL/2, Adobe PostScript level 3 and PDF 1.5 (4 to help you quickly and accurately finish any job.
Superior lines and images
High image quality and line accuracy up to 0.1 percent. Patented HP inks and sophisticated HP printhead technology support small drop sizes. With up to 2400x1200 dpi, and using HP supplies, get outstanding image quality with thin, continuous and accurate color lines, and excellent photos and renders with more details in shadows. HP Professional Color. Get excellent color consistency and screen-to-print matching with HP Professional Color technologies, including enhanced sRGB printing and AdobeRGB, Closed Loop Color (CLC), TIFF and JPEG with embedded ICC profiles, and enhanced graphic features in the PostScript unit. Flexible support for a wide range of media. Support from plain paper to a wide range of specialty media, including canvas and glossy, up to 42 inches/1067mm wide. Giving you the versatility you need, this series accommodates rolls up to 300 ft/ 90 m, comes equipped with a standard bin that holds 50 E/A0-size prints, and has a manual sheet feed that supports sizes starting from B/A3-sized media.

HP Designjet reliability

Minimize support costs and maximize uptime. Depend on the worldrenowned reliability of HP printers and printing supplies to minimize support costs and maximize uptime. Feel confident about your investment with free e-Support, HP Instant Support for self-troubleshooting, HP Active Phone for easier diagnosis, customer forums, real-time firmware upgrades, driver updates, extended warranty, and post-warranty service options.

(1 (2 (3 (4 (5

Compared to any HP Designjet 600/700/800/1000 Printer series Mechanical printing time. Printed in Fast mode on HP Bright White Inkjet Paper (Bond). Speed indicated is maximum printer speed. Multi-copy printing. Printed in Fast mode on HP Bright White Inkjet Paper (Bond). Speed indicated is maximum printer speed. Only HP Designjet 4000ps Printer supports supports Adobe PostScript level 3 and PDF 1.5. Using genuine HP supplies ensures availability of all HP printing features.
1. Ink supplies of 225 and 400cc for CMY, 400cc for K. 2. Accommodates media rolls up to 300 ft/90 meters. It also has a manual sheet feed that supports sizes starting from B-size/A3. 3. Front panel with user friendly animations. 4. Color consistency and screen-toprint matching with HP Professional Color technologies. 5. Pairs of staggered printheads in the carriage mean the HP Designjet 4000 Printer series has double the print capacity of earlier models. 6. HP Embedded Web server for driverless file submission, queue management, preview, supplies and printer status and error notification. 7. HP Embedded Jetdirect Print Server 10/100BT + 2 IEEE1394 (FireWire) ports. 8. Embedded processor for simultaneous printing and processing. 256 MB memory expandable to 512 MB and 40 GB hard disk. 9. Equipped with a standard bin that holds 50 E/A0-size prints.
HP Designjet 4000 Printer series at a glance
HP Designjet 4000 Printer Up to 42"/1067 mm wide 2400 x1200 dpi maximum resolution Rolls up to 300ft/90m long Ink supplies of 225 & 400cc for CMY, 400cc for K Embedded processor and 256 MB memory expandable up to 512 MB. 40 GB hard disk Support for HP-GL/2, HP RTL, TIFF, JPEG, CALS G4 Optional accessories HP Jetdirect 40d Gigabit Print server HP Designjet Roll Feed Spindle 42"/1067 mm High Speed USB 2.0 card 256 MB memory upgrade HP Jetdirect 620n LAN card HP Designjet 4000ps Printer All the features of the 4000 model, plus: Embedded RIP for Adobe PostScript Level 3 and Adobe PDF 1.5 Optional service and support HP Installation Service (1 unit) HP Network Installation Service (1 unit) HP Next Business Day Onsite Hardware Support, 3 years HP 4 hour response 9x5 Onsite Hardware Support, 3 years HP 4 hour response 13x5 Onsite Hardware Support - onsite in 4 hours, 3 years HP Next Business Day Onsite Hardware Support, 1 year post warranty HP 4 hour response 9x5 Same-Day Onsite Hardware Support, 1 year post warranty HP 4 hour response 13x5 Onsite Hardware Support, 1 year post warranty

"Thanks to the HP Designjet 4000 Printers high speed, professional image quality and reliability, we have gained valuable time and capacity, allowing us to advance numerous projects at the same time, ensuring their successful completion.
Jordi Carbonell CAD Designer, Tusquets, Daz Asociados
HP Double Swath Technology
Pairs of staggered printheads in the carriage double the print swath of the HP Designjet 4000 Printer series resulting in twice the performance of earlier Designjet models. The print swaths overlap each other with 24 nozzles. The nozzles printing in the same scan line (top and bottom printheads) are used together to eliminate swath-to-swath banding. With 1048 nozzles per color, this printer fires an impr essive 36,000 drops per second per nozzle. The printer has been designed to make automatic print mode adjustments if necessary, this ensures consistent image quality print after print. In order to maintain media advance accuracy, at the increased printing speeds, improvements have been made to keep the media tension constant, regardless of the friction conditions. Related technologies to HP Double Swath Technology, such as the new vacuum system with dual control and high-precision media advance, ensure fast print speeds without compromising on image quality and line accuracy.

HP Embedded Web server

The HP Embedded Web server enables remote printer management using an ordinary web browser. Increase your productivity and cost efficiency: preview jobs before printing re-print stored jobs at the touch of a button remotely re-set your print job priorities at any time submit multiple files for printing in one go view and save accounting information on printheads, ink and media usage.
HP Professional Color technologies
Get the right colors on the first print. No more trial and error. Get superior color consistency: print-to-screen color matching, print-to-printcolor consistency and accur ate application color palette reproduction. Get excellent grays: impr oved gray neutrality and more grayscale levels. The HP Designjet 4000 Printer series includes the latest HP Professional Color technologies: Enhanced sRGB printing and AdobeRGB. Closed Loop Color (CLC) TIFF and JPEG with embedded ICC profiles Enhanced graphic features: Pantone calibration*, offset emulation, HP CMYK plus and Black Point compensation.

* Only available on the HP Designjet 4000ps Printer

Technical specifications

Print speed Resolution, maximum Line accuracy Print margins Top Bottom Side Memory Media Handling Types Thickness (by paper path) Weight (by paper path) Size Printing Technology Technology resolution Print cartridge colors Ink types Ink drop Connectivity Interfaces Standard Interfaces Optional Drivers (included) 25 sec D/A1-size (1, 93 sqm/hour (2, 1000 sqft/hour (2, up to 100 D/A1-size prints per hour Up to 2400 x 1200 optimized dpi (4 0.1 percent (5 0.45in/11.5mm (Normal); 2.1in/55mm (Extended) 0.2in/5mm (Roll); 0.98in/25mm (Sheet Normal); 2.1in/55mm (Sheet Extended) 0.2in/5mm (Normal); 0.6in/15mm (Extended) 256 MB (upgradeable to 512 MB), 40 GB hard disk Manual single-sheet feed, manual roll feed, automatic cutter Paper (plain, inkjet, coated, heavyweight coated, super heavyweight coated, semi-gloss, glossy, translucent bond, natural tracing, photo, vellum), film, canvas All paths: 0.0018 up to 0.0175 in/0.046 up to 0.450 mm All paths: 0.11 up to 0.77 lb/50 up to 350 g/m2 Sheets and rolls in sizes B, C, D, E and up to 42 in wide/A3, A2, A1, A0 and up to 1067 mm wide HP Thermal Inkjet HP Color Layering technology, PhotoREt III Black, cyan, magenta, yellow Black Pigmented, CMY dye-based 5.5 pl color, 15 pl black Fast Ethernet (10/100 Mbps) (6, FireWire (IEEE-1394a compliant), 1 EIO slot HP Jetdirect 620n LAN card (7, HP Jetdirect 40d Gigabit Print Server for the HP Designjet 4000 Printer series (6, HP Designjet 4000 Printer series High speed USB 2.0 card HP-GL/2, HP-RTL Windows drivers (NT 4.0 Workstation, NT 4.0 Server, ME, 98, 2000, XP, 2003), ADI driver for AutoCAD R14, support for AutoCAD 200x, Support for Citrix Metaframe environments. PS Windows drivers (8 (NT 4.0 Workstation, NT 4.0 Server, ME, 98, 2000, XP, 2003), PS Mac drivers (8 (OS 9.1, 9.2, 10.1, 10.2, 10.3) HP-GL/2, HP-RTL, TIFF, JPEG, CALS-G4 Adobe PostScript Level 3, Adobe PDF 1.5, HP-GL/2, HP-RTL, TIFF, JPEG, CALS-Gx 31.5 x 53.2 in (1930 x 800 x 1350 mm) 83.9 x 28 x 47.8 in (2130 x 710 x 1215 mm) 253 lb (115 kg) 387.8 lb (175.9 kg) HP Designjet 4000 Printer, Stand & Bin, Setup Poster, User's Documentation CD, software setup for Windows & Mac CD, Quick Reference Guide and Holder, Media sample, Maintenance Kit, Power Cord, 3-inch Spindle Adaptor, Printheads (8), Printhead Cleaners (8), Ink Cartridges (4), Customer Service Guide HP Designjet 4000ps Printer, Stand & Bin, Setup Poster, Users Documentation CD, software setup for Windows & Mac CD, Quick Reference Guide and holder, Media sample, Maintenance Kit, Power Cord, 3-inch Spindle Adaptor, Printheads (8), Printhead Cleaners (8), Ink Cartridges (4), Customer Service Guide, Taiwan PostScript Fonts (for Taiwan localization only).

(6 TCP/IP support only (7 TCP/IP, Appletalk, DLC/LLC and IPX/SPX protocols (8 Only supported through the HP Designjet 4000ps Printer (3
Print languages (standard) HP Designjet 4000 HP Designjet 4000ps Dimensions (w x d x h) Maximum Shipping Weight Printer Shipping What's in the box HP Designjet 4000 Printer HP Designjet 4000ps Printer
(1 Mechanical printing time. Printed in Fast mode on HP Bright White Inkjet Paper (Bond). Speed indicated is maximum printer speed. (2 Printed in Fast mode on HP Bright White Inkjet Paper (Bond). Speed indicated is maximum printer speed. (3 Multi-copy printing. Printed in Fast mode on HP Bright White Inkjet Paper (Bond). Speed indicated is maximum printer speed. (4 From 1200 x 1200 input dpi (5 0.1% of the specified vector length or 0.1 mm (whichever greater) at 23C (73F), 50-60% relative humidity, on A0 printing material in Best or Normal mode with HP Matte Film.

Ordering information

Enviromental ranges Operating temperature Recommended operating temperature Storage temperature Operating humidity Recomended humidity Acoustic Sound pressure, active Sound pressure, standby Sound power, active Sound power, standby Power consumption Maximum Standby Power requirements Power certification Safety certification Electromagnetic compatibility Energy Star compilant Warranty Accessories 41 to 104 F/ 5 to 40 C 59 to 86 F/ 15 to 30 C -4 to 131 F/ -20 to 55 C 20 to 80% RH 25 to 75% RH 53 dB(A) 39 dB(A) 7.0 B(A) 5.7 B(A) 500 watts 105 watts Input voltage 100 to 127/220 to 240 VAC (+/- 10%) auto range, 6/3 amp maximum, 50/60 Hz (+/- 3 Hz) Compliant with IEC 60950, including EU LVD and EN60950, CSA certified for US and Canada, Mexico NYCE, Argentina IRAM, Singapore PSB, Russia VNIIS, Poland EL TEST Compliant with Class A requirements including EU (EMC Directive), USA (FCC rules), Canada (DoC), Australia (ACA), New Zealand (MoC0, Japan (VCCI), Korea (MIC), Taiwan (BSMI) Yes One-year next-business-day on-site HP Designjet Roll Feed Spindle 42 inch (Q5675A), HP Jetdirect 40d Gigabit Print Server for the Designjet 4000 Printer series (Q5679A), HP Designjet 4000 Printer series High Speed USB 2.0 card (Q5680A), HP Designjet 4000 Printer series 256 MB Memory Upgrade (Q5673A), HP Jetdirect 620n LAN card (J7934A) H7604A/E HP Installation Service (1 unit) H4518A/E HP Network Installation Service (1 unit) H5655A/E HP Next Business Day Onsite Hardware Support, 3 years H2815A/E HP 4 hour response 9x5 Onsite Hardware Support, 3 years H2816A/E HP 4 hour response 13x5 Onsite Hardware Support - onsite in 4 hours, 3 years H4608PA/PE HP Next Business Day Onsite Hardware Support, 1 year post warranty H4934PA/PE HP 4 hour response 9x5 Same-Day Onsite Hardware Support, 1 year post warranty H5730PA/PE HP 4 hour response 13x5 Onsite Hardware Support, 1 year post warranty

Product number Q1273A HP Designjet 4000 Printer Q1274A HP Designjet 4000ps Printer Accessories Q5675A HP Designjet Roll Feed Spindle 42 inch Q5680A HP Designjet 4000 Printer series High Speed USB 2.0 card Q5673A HP Designjet 4000 Printer series 256 MB Memory Upgrade Network and software Q5679A HP Jetdirect 40d Gigabit Print Server for the Designjet 4000 Printer series J7934A HP Jetdirect 620n LAN card Ink supplies C5054A HP 90 Black Printhead and Cleaner C5055A HP 90 Cyan Printhead and Cleaner C5056A HP 90 Magenta Printhead and Cleaner C5057A HP 90 Yellow Printhead and Cleaner C5060A HP 90 Cyan Ink Cartridge, 225ml C5062A HP 90 Magenta Ink Cartridge, 225ml C5064A HP 90 Yellow Ink Cartridge, 225ml C5058A HP 90 Black Ink Cartridge, 400ml C5061A HP 90 Cyan Ink Cartridge, 400ml C5063A HP 90 Magenta Ink Cartridge, 400ml C5065A HP 90 Yellow Ink Cartridge, 400ml C5082A HP 90 Black Ink Cartridges, 400ml, 3-Ink Multipack C5083A HP 90 Cyan Ink Cartridges, 400ml, 3-Ink Multipack C5084A HP 90 Magenta Ink Cartridges, 400ml, 3-Ink Multipack C5085A HP 90 Yellow Ink Cartridges, 400ml, 3-Ink Multipack C5078A HP 90 Black Printhead/Cleaner & Ink Cartridge, 400ml, Value Pack C5079A HP 90 Cyan Printhead/Cleaner & Ink Cartridge, 400ml, Value Pack C5080A HP 90 Magenta PH/Cleaner & Ink Cartridge, 400ml, Value Pack C5081A HP 90 Yellow Printhead/Cleaner & Ink Cartridge, 400ml, Value Pack Media Q1397A HP Universal Inkjet Bond Paper (150 ft x 36 in)(45.7 m x 914 mm) C1861A HP Bright White Inkjet Bond Paper (150 ft x 36 in)(45.7 m x 914 mm)(NA and LAR only) C6036A HP Bright White Inkjet Bond Paper (150 ft x 36 in)(45.7 m x 914 mm)(AP and EMEA only) C6020B HP Coated Paper (150 ft x 36 in)(45.7 m x 914 mm) C6030C HP Heavyweight Coated Paper (100 ft x 36 in)(30.5 m x 914 mm) C3868A HP Natural Tracing Paper (150 ft x 36 in)(45.7 m x 914 mm) C3859A HP Translucent Bond (150 ft x 36 in)(45.7 m x 914 mm) C3861A HP Vellum (150 ft x 36 in)(45.7 m x 914 mm) C3875A HP Clear Film (75 ft x 36 in)(22.9 m x 914 mm)(NA, LAR, EMEA, AP only) 51642B HP Matte Film (125 ft x 36 in)(38.1 m x 914 mm) Q1427A HP Universal High-Gloss Photo Paper (100 ft x 36 in)(30.5 m x 914 mm) Q1938A HP Productivity Photo Gloss (100 ft x 36 in)(30.5 m x 610 mm)(NA, EMEA, AP only) Q1943A HP Productivity Photo Semi-Gloss (100 ft x 36 in)(30.5 m x 1067 mm)(NA, EMEA, AP only) C7946A HP Photo Paper RC Matte (100 ft x 36 in) (30.5 m x 914 mm)(NA, EMEA, AP (excluding JP) only C7952A HP Proofing Paper RC Satin (75 ft x 36 in) (22.9 m x 914 mm) (NA, EMEA, AP (excluding JP) only) Q1421A HP Universal Semi-gloss Photo Paper (100 ft x 36 in) (30.5 m x 914 m)

Service and support Care packs
Energy Star Energy Star logo are US registered marks of the United States Environmental Protection Agency. Microsoft and Windows are U.S. registered trademarks of Microsoft Corporation. Adobe and AdobePostScript 3 are trademarks of Adobe Systems Incorporated. AutoCAD is a U.S. trademark of Autodesk, Inc. 2004 Hewlett-Packard Development Company, L.P The information contained herein is subject to change without notice. The only warranties for HP products and services. are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.
A complete list of supplies for the HP Designjet 4000 Printer series is available at www.hp.com/go/supplies
For more information visit our website at www.hp.com/go/designjet4000

HP Designjet Accounting guide
Introduction..... 2 Why group jobs by project or client?.... 3 Efficient monitoring and account generation methods... 4 Advanced accounting software.... 5 Simplifying accounting procedures.... 6 Ink usage calculation per print.... 6 Ink usage calculation per print type.... 6 Cost results based on print categories.... 7 Estimating number of ink cartridges required.... 7 Scanner usage calculation.... 7 Setting up a printer to send you e-mail messages... 9 Setting up a scanner to track accounting by account... 12 Using the accounting features with Microsoft Excel... 13 Excel template requirements... 13 Downloading the Excel template.... 13 Saving an accounting file to your hard disk.... 13 Importing an accounting file into Excel... 14 Optional: Generating cost results in Excel.... 16 Generating usage reports in Excel.... 18 Reading usage reports and cost results in Excel... 19 Summary tab..... 19 Users Summary tab.... 19 Accounts Summary tab.... 20 Costs tab..... 20 Other spreadsheets.... 21 Changing units.... 21 Changing prices.... 21 Changing print category definitions.... 21 Appendix A Supported HP Designjet products.... 22 Appendix B Setting the Excel macro security level to Medium or Low... 23

Introduction

The supported1 HP Designjet products include accounting features that enable you to know the extent to which your printers, scanners and MFPs are being used by each of your companys departments or for each of your companys projects or clients. The printers send you the information automatically via e-mail. A free Microsoft Excel template then generates accounting spreadsheets for you, so you can easily invoice or cross-charge departments, projects, or clients at periodic intervals for the correct amount of printer usage. The scanner and MFP usage information is stored on the scanner hard drive as a CSV file and can be accessed through a url (http://your_ip_address/accounting/Total.csv). The csv file can be imported into any spreadsheet software such as Microsoft Excel. Note: For scanner and MFP copies (scan + print), printer usage information will be included both in the csv file on your hard drive and in your printer. The printer accounting information provides more detailed information on ink usage.
Figure 1. HP Designjet accounting workflow
Printer 1 Automatic e-mail message Printer 2 Automatic e-mail message MFP Scanner CSV file Usage report attached Usage report attached Usage report attached
System administrator Printer 1 account summary

Excel template

Printer 2 account summary Scanner/MFP account info
Printer:Automatic e-mail message
Figure 2. Advanced accounting workflow third-party software

Printer 1

System administrator third-party software

Printer 2

Printer Scanner/MFP accounting information
See Appxendix A for a list of supported products Partners mentioned are examples only
Why group jobs by project or client?
Whenever employees perform a scan, print or copy job related to a given project, they can enter that projects account ID, resulting in grouping of costs by project in the usage reports you generate. In this way, costs can be accurately attributed to the different projects. Alternatively, account IDs can be associated with different clients of your company so that costs can be accurately included in invoices sent to the clients.
Efficient monitoring and account generation methods
The accounting features of the supported HP Designjet products enable you to monitor usage and to view accounts quickly and easily. For printers, once you receive an automatically generated e-mail message, you can simply import the attached accounting file into the purposely designed Excel template. This template, that you can download for free from the HP Designjet website, generates accounting spreadsheets that are easy to understand. (Figure 2 shows just one of these spreadsheets.) The procedures to set up the printers to send you e-mail messages, and to import and view accounting files, are described in this guide. The procedures to setup the scanners to store account information are also described in this guide.
Figure 2. Sample printer usage summary in Excel
Print categories are explained in this guide
Media types (with the same names as used on the printer)
Figure 3. Sample scanner usage summary
Account marketing marketing marketing marketing engineering StartDate 27/09/2007 27/09/2007 27/09/2007 27/09/2007 27/09/2007 27/09/2007 StartTim e 2:52:01 2:52:53 2:55:15 4:33:05 5:52:39 5:53:45 StopDate 27/09/27/09/27/09/27/09/27/09/27/09/StopTim e 2:52:13 2:53:03 2:55:26 4:34:24 5:52:48 5:53:54 Scan ft2 1,42 1,36 1,36 0,00 2,78 2,70 Print ft2 2,83 2,72 5,43 22,79 0,00 0,00 Paper ft2 2,90 2,83 5,60 12,48 0,00 0,00 Printer HP DJ T1100ps HP DJ T1100ps HP DJ T1100ps HP DJ T1100ps HP DJ T1100ps HP DJ T1100ps Media Profile 1000 1000

Where: Account: Account selected on the scanner front panel for the job. If the account field is empty ( -), no account has been specified.* StartDate, StartTime, StopDate, StopTime is time and date when the job started and finished. Scan ft2: Square feet scanned for this job. If the field is 0 then the job is a print from file without scanning. Print f2: Total size of the job sent to the printer, and taking into account the no. copies and scaling factor. E.g. if you are scanning 1 ft2 and you scale 300% you will get 3ft sent to the printer. If you are sending several copies to the printer this number will be increased accordingly. If the field is 0, the job is a scan to file without printing. If Scan f2 and Print f2 are both bigger than 0 it means that this job is a copy job. Paper f2: Amount of paper used by the printer. It takes into account the roll size loaded on the printer. Printer: Name of the printer used for the job. Media profile: Name of the media profile used on the scanner for Designjet 4500, 800, 500, 105x and 5x00 series. For Z series and T series its the media id. *Please note that the number separator is always either a dot (.) or a comma (,), depending on your region. Make sure that your spreadsheet program interprets it correctly. The default value is ,.
Advanced accounting software
If you manage many HP Designjet products, you might prefer to use more advanced accounting software available from HP software development partners (for example, Sepialine or Technesis) instead of importing usage information into the Excel template. These software packages generate a complete overview of the usage level of all printers, scanners and MFPs. To find out more about HP partner solutions and accessories, visit www.hp.com/go/designjet/solutions
Simplifying accounting procedures
Ink usage calculation per print
The supported HP Designjet printers produce various types of output, from line drawings and maps, to renderings and photographs. Cost per print varies not just by the amount of media used but by media type and ink coverage too. For this reason, the accounting files that the printers send you provide real information for each print, considering ink volume, media type, and media area used, rather than assuming a standard average level of ink usage for all prints.
Ink usage calculation per print type
The accounting files also categorize prints into four groups according to the amount of ink used per unit area of paper. Typically, plans and line drawings consume less ink than maps and posters do. Categorization enables you to simplify your accounting procedures. You could, for example, charge one set price for the ink used on low-coverage line drawings, another price for that used on highcoverage line drawings, a third price for maps and renderings, and a fourth for photographs, instead of a different price for every single print produced. The four categories are labeled A, B, C, and D, and ink coverage increases in steps as you go from one category to the next. For example, for HP Designjet 4000 and 4500 printer series: Category A prints are those that use less than 0.5 milliliters of ink per square meter (less than 0.046 milliliters per square foot). Low-coverage color line drawings typically fall into this category. Category B prints have ink coverage between 0.5 and 2.0 ml/m2 (between 0.046 and 0.185 ml/ft2). These typically include high-coverage line drawings. Category C prints have ink coverage between 2 and 5 ml/m2 (between 0.185 and 0.464 ml/ft2). These typically include maps and low-coverage renderings. Category D prints have ink coverage between 5 and 10 ml/m2 (between 0.464 and 0.929 ml/ft2). These typically include photographs.

Figure 3. Examples of the four print categories for HP Designjet 4000 and 4500 printer series A. Low-coverage lines: less than 0.5 ml/m (less than 0.046 ml/ft) B. High-coverage lines: 0.5 to 2 ml/m (0.046 to 0.185 ml/ft)) C. Maps and low-coverage renderings: 2 to 5 ml/m (0.185 to 0.464 ml/ft) D. Photographs and fullcoverage posters: 5 to 10 ml/m (0.464 to 0.929 ml/ft)
Cost results based on print categories
Two sets of cost results are generated by the Excel template, one based on the exact amount of ink used in producing each print, the other based on a fixed quantity of ink per print category. You can choose to use one set of results or the other. Note that the fixed quantity of ink chosen to represent each category is in fact the maximum level for that category: ml/m2 Category B Category C 3 5

HP HP HP HP

Designjet 4000/4500 series Designjet Z2100/Z3100 series Designjet Z6100 series Designjet T1100 series

Category A 0.1 0.5

Category D 20 15
Category A 0.046 0.093 0.093 0.046
Category 0.185 0.372 0.279 0.279
ml/ft2 B Category C 0.464 0.836 0.743 0.465
Category D 0.929 1.858 1.858 1.394
So, for example in HP Designjet 4000 and 4500 series, the cost of any print that uses less than 0.5 ml/m2 (less than 0.046 ml/ft2) of ink will be calculated as if the print has used exactly 0.5 ml/m2 (0.046 ml/ft2) of ink.
Estimating number of ink cartridges required
Categorization of prints into the four groups also simplifies estimation of the number of ink cartridges the printers will need. For example in HP Designjet 4000 and 4500 series, with one set of four 400ml cartridges (1600 ml in total), you can print at least: 3,200 m2 (34,400 ft) of low-coverage line drawings or 800 m2 (8,600 ft) of high-coverage line drawings or 320 m2 (3,400 ft) of maps and renderings or 160 m2 (1,700 ft) of photographs
Scanner usage calculation
The accounting features on your supported HP Designjet scanner or MFP keep track of the amount of scans, copies and prints you perform. If you require detailed accounting information on printing from your MFP, such as ink usage, printing costs etc.) we recommend that you use the printer-s accounting features. Refer to the sections above for details. In the CSV file created by your HP Designjet Scanner or MFP, for each account created, you can determine the usage time of your scanner and the type of job performed on your product.
Scanner start time and stop time
Account marketing StartDate 27/09/2007 StartTim e 2:52:01 StopDate 27/09/StopTim e 2:52:13

Square feet scanned

Scan ft2 1,42

Print ft2 2,83

Paper ft2 2,90

Printer HP DJ T1100ps

Media Profile 1000
If the type of job is a print from file then the Scan ft2 field is 0 and means that the job did not require scanning. If the type of job is a scan to file job then the Print f2 field is 0 and means that the job did not require the MFP printer. If the type of job is a copy job, then both Scan ft2 and the Print f2 fields will be greater than 0.
Setting up a printer to send you e-mail messages
We will explain this process using HP Designjet 4500 as an example. A similar process is required for other printers. Before setting up the printer to send you e-mail messages, you need to decide on an e-mail account to which your messages will be sent. We recommend that you create a dedicated e-mail account for accounting purposes. To set up the printer, do the following:
Obtain the IP address of the outgoing mail server (SMTP) and the e-mail address of the printer. Ensure that the outgoing mail server is configured to enable relaying of e-mail messages that the printer will send. Open your Web browser and connect to the printers Embedded Web Server. Click on the Settings tab. From the CONFIGURATION menu in the left-hand column, select Date & Time.

3. 4. 5.

Ensure that the printer's date and time have been set correctly. From the ALERTS menu, select E-mail server.
For SMTP server, ensure that the IP address of the outgoing mail server (SMTP) has been set correctly. For Printer e-mail address, ensure that the printers e-mail address has been set correctly.
10. From the CONFIGURATION menu, select Device setup.
11. In the Accounting section, if you select Require account ID, then every time a user sends a print
job to the printer, he or she must provide an account ID (for example, an ID corresponding to his or her department or to a specific project or client). With this option selected, if a user does not provide an account ID, the printer will hold the unidentified job in the queue without printing it until an account ID is provided. With this option unselected, the printer will print all jobs whether or not they have an account ID.
12. Select Send accounting files to: and enter the e-mail address to which you want the accounting
information sent (for example, an address that you have created specifically to receive automatically generated messages from printers).
13. Enter the frequency at which you want the information sent, choosing a specific number of days

or prints.

Note: Entering a lower number of days or prints means you get a better insight into how the printer is being used, but this involves more work on your part as you have to import accounting files more often. A weekly update may provide a good balance between insight and work level.
How users can provide account IDs When sending a job to be printed, users can enter an account ID on the printer driver interface or on the Embedded Web Server interface. Account IDs are useful if you want to know the extent to which different departments are using the printers or if you want to incorporate printing costs into the invoices sent to clients. Accounting tab of printer driver on Microsoft Windows:

Accounting tab of printer driver on Apple Macintosh:
Job settings tab of the job submittal page in the Embedded Web Server
Any account ID will be accepted by the printer. However, if a user leaves this field blank when the Require account ID option has been selected in the Device settings of the Embedded Web Server, the printer will hold the unidentified job in the queue without printing it until an account ID is provided. (See step 11 of the procedure Setting up a printer to send you email messages, earlier in this guide.)
Setting up a scanner to track accounting by account
You have to configure your scanner on the scanner front panel to track the accounting data by account. You have to do the following:
Go to the Setup tab and then click on the Account button.
Then click on the icon and in the accounting dialog box add accounts. For instance in the example below engineering.
From now on, every time you use the scanner to make a copy, a scan or a print, the system will request the account to be used.
Accounting with the Microsoft Excel template
The following figure shows the basic steps involved in using the printer accounting features with the Excel template. More detailed instructions are provided in the sections below. The templates do not apply to scanner accounting. All the scanner accounting information is stored on the hard drive as a CSV file and can be accessed through a url (http://your_ip_address/accounting/Total.csv). The csv file can be imported into any spreadsheet software, such as Microsoft Excel.
Figure 5. Printer accounting workflow
The printer sends you an e-mail message.
You save the accounting file attachment to your hard disk.
You view the accounting information using the Excel template.
Excel template requirements
The Excel template, enabling you to view accounting information from the supported HP Designjet printers, to work correctly requires the following: Microsoft Windows 2000 or XP Microsoft Office XP or a later version The macro security level in Microsoft Excel set to Medium or Low (If you do not know how to set the macro security level, see Appendix B Setting the Excel macro security level to Medium or Low, at the end of this guide.)
Note: The Excel template is not compatible with Mac operating systems.
Downloading the Excel template
Download the Excel template for free from www.hp.com/go/designjet/accounting
Saving an accounting file to your hard disk
The printer sends you an accounting file in XML format, zipped and attached to an e-mail message.
If this is the first time you have received an e-mail message from this printer, do the following: a. Create a new folder on your hard disk and give it a name identifying the printer (for example, DJ4500_building2). b. Make a copy of the Excel template that you downloaded from the HP website and save it to the new folder, giving it a name E.g. DJ4500_building2.xls.

Unzip the accounting file and save it to the printers folder, renaming it. It could indicate the printer and the date of the e-mail message (DJ4500_building2_061031.xml). Note: It is important to give the accounting file a meaningful name because all files are sent using the same name: accounting.xml.
Importing an accounting file into Excel
Caution Obey the following rules when you open the Excel template; otherwise you risk corrupting its report generation capabilities. Do Do Do Do not not not not move cells delete or add rows delete or add columns change the order of the sheets
To import the accounting file into the Excel template, do the following:
Open the Excel template located in the printers folder. If a security warning message appears giving you the option to disable or enable macros, choose Enable Macros.
The Excel template opens, displaying the START HERE section (that is, the Entry Tab).
If you want to add the new accounting information to other information that you previously imported from the same printer, do not press the Clear All Data button. If, on the other hand, this is the first time you are importing accounting information for this printer, press this button to ensure you start with an empty template.
Press only if you want to clear all previous data from the template
On the Entry Tab, select whether you want measurements to appear in square meters or square feet. Click Import Accounting File. The following dialog box appears:
To import information from the accounting file that you saved to your hard disk, select Import one single file: and click Browse to navigate to and select the file. Note: You can also choose a folder from which to import multiple accounting files (each for a different period), but only if all files are from the same printer. Alternatively, you can import data directly from the printer by providing its IP address and the dates (start and finish).
Click Import. The Excel template imports the accounting file information, and the following message box is displayed:

Click OK.

Optional: Generating cost results in Excel
Once you have imported the accounting file, the Excel template can generate usage reports. If you want it also to generate cost results, do the following first:
At the bottom of the Excel sheet, click on the Costs tab. The top portion of the Costs sheet looks like this:
In the Currency box, select dollars or euro, or enter another currency. In the Ink Costs table, fill in the cost per milliliter of each of the ink colors. The order of colors depends on the printer: HP Designjet 4000/4500 printers: Y, M, K, C HP Designjet Z2100 printers: M, Y, lm, lc, pK, lg, mK, C HP Designjet Z3100 printers: E, G, B, GN, M, Y, lm, lc, pk, lg, mK, R HP Designjet Z6100 printers: M, lm, pK, mK, Y, lc, lg, C HP Designjet T1100 printers: G, pk, mk, Y, M, C

You should edit color labels in the Ink Costs table (e.g. 1-M, 2-Y) to have the correct order in each printer.
Note: If you want to take into account the approximate cost of printheads spread over time, add an extra 20 percent to ink costs.
In the Media Costs box, fill in the cost per unit area of each media type used by the customer. In Categories Info table, fill in the yellow cells with the correct category values depending on the printer model (see print categories on page 5 of this document). At the bottom of the spreadsheet, click the Entry Tab and continue with the next procedure, Generating usage reports in Excel.
Generating usage reports in Excel
Having imported the accounting file, and optionally filled in the cost information, do the following to generate usage reports in Excel:
On the Entry Tab, click Generate Reports. The following dialog box is displayed:
Fill in the dates between which you want a report generated for the printer or leave the two fields empty to generate a report using all the information imported from the XML file(s). Click OK. The Excel template uses the imported information to generate accounting reports, and the following message box is displayed:
Click OK. At the bottom of the spreadsheet, click on the various tabs to see the different accounting reports that have been automatically generated.
Reading usage reports and cost results in Excel

Summary tab

Total usage since the printer was first installed Total media area used to produce prints in each of the four categories
Printer usage during the selected time period only Area of each media type used to produce prints in each of the four categories

Users Summary tab

This sheet shows printer usage per individual user

Accounts Summary tab

This sheet shows printer usage per account ID (for example, per project or department)

Costs tab

These will have been generated only if you filled in the cost information before you clicked Generate Reports on the Entry Tab. Calculated by assuming a categorys upper limit of ink is reached by all prints in that category (see description below). Real cost based on ink volume, media type, and media area used by customer

Cost when a fixed cost is assumed for ink in each category (see description below).
To simplify accounting procedures, you may decide to set a fixed price for ink in each of the four categories, A to D. As well as providing the real cost of ink used in producing the prints, the Excel template also generates totals based on a fixed cost of ink per category. It does this by assuming that the categorys upper limit of ink is reached by all prints in the category.
Example For HP Designjet 4500 printers, Category A includes all prints that use less than 0.5 ml/m (less than 0.046 ml/ft) of ink. In the result set based on categories, all prints in this category are assumed to have used exactly 0.5 ml/m (0.046 ml/ft) of ink. With this assumption, the cost of ink for any print in category A is fixed: approximately $0.20/m ($0.02/ft).
As well as ink costs, there are media costs (combined with ink in the tables above) and printhead costs (which add about 20 percent to the ink costs).
Other spreadsheets The three Details spreadsheets (one each for users, accounts, and categories) list the individual jobs sent to the printer, grouping them by username, account ID, and print category respectively. The Media spreadsheet is a temporary sheet used to record the media names used in all jobs, so in the reports you will only see the names of media that has been used. You can ignore this sheet. Please do not delete it or make any changes as it can cause errors when retrieving the media names. The All Data spreadsheet contains a list of all print jobs imported from the XML file(s). This spreadsheet includes the following information for each print job: Job name Account ID, if any User name Date and time of submittal Date and time of printing Duration of printing Type of image Number of pages Number of copies Paper type Paper size Amount of each color of ink used Various other job attributes

Changing units

If you change the units on the Entry Tab (from m2 to ft2 or vice versa), the figures are not immediately recalculated. You must regenerate the reports before the change of units takes effect.

Changing prices

Similarly, if you change the cost figures at the top of the Costs spreadsheet, the costs are not immediately recalculated. Again, you must regenerate the reports before the change takes effect.
Changing print category definitions
Although it is not recommended, it is possible for you to override the printers four default print categories by creating your own categories (with different ink usage ranges) on the All Data sheet of the Excel template. To do so you need good knowledge of how to set up Excel macros.
Appendix A Supported HP Designjet products

These accounting features are supported on the following HP Designjet products: HP Designjet 40002/4500 series HP Designjet Z2100/Z3100 series HP Designjet Z6100 series HP Designjet T1100 series HP Designjet 4500mfp3 HP Designjet 4500 scanner3 HP Designjet 820mfp3 HP Designjet T1100mfp3
HP Designjet 4000 printer is supported from firmware version GW_8.1.1.1 and above. Firmware release RC13 XXX.X or higher is required
Appendix B Setting the Excel macro security level to Medium or Low
Open any Microsoft Excel file or create a new one. From the Excel menu bar, select Tools > Options:
In the Options dialog box, click the Security tab:
On the Security tab, click Macro security:
In the Security dialog box, click the Security level tab:
Choose Medium or Low security level, and click OK:
On the Security tab of the Options dialog box, click OK:
Close Microsoft Excel. The settings take effect the next time you open Microsoft Excel.
For more information on HP Designjet products

www.hp.com/go/designjet

To download the Excel template
www.hp.com/go/designjet/accounting
2006 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. Apple is a trademark of Apple Computer, Inc., registered in the U.S. and other countries. Microsoft and Windows are U.S. registered trademarks of Microsoft Corporation. XXXX-XXXXEN, 01/2006