If you’re managing a busy office, controlling print costs and understanding who’s printing what isn’t just helpful—it’s essential. Whether you’re tracking usage by department, team, or individual user, Kyocera copiers make it easy to assign and monitor print activity using departmental tracking codes (also known as account codes or user codes).
At STAT Business Systems, we often configure this feature during setup. But if you’re managing your own system or adding new users, we’ve created this step-by-step guide just for you.
What Are Departmental Tracking Codes?
Departmental tracking codes are unique IDs assigned to users or departments that must be entered before printing, copying, or scanning. This ensures every job is logged and traceable—making it simple to audit usage, allocate costs, and reduce unnecessary printing.
Why Use Tracking Codes?
- Monitor print volumes by department
- Prevent unauthorized copier use
- Identify and reduce print waste
- Improve internal budgeting
- Enforce usage limits or quotas (optional)
Step-by-Step: How to Set Up Kyocera Departmental Tracking Codes
Note: You’ll need administrator access to the Kyocera Command Center RX. If you don’t have it, our tech support team can help you log in remotely.
Step 1: Find Your Copier’s IP Address
From the copier screen, go to System Menu > Machine Information > IPv4 Address
Enter this IP into your web browser to access the device’s settings page.
Step 2: Log Into the Command Center RX
Default username: Admin
Default password: Admin (unless changed during setup)
Once logged in, go to Management Settings > User/Account
Step 3: Enable Job Accounting
Click on Function Settings > Job Accounting
Turn Job Accounting “On” and choose “Track by Account ID”
Click Submit to save your changes
Step 4: Create Account IDs
Under User Login/Account ID, add a new record for each department or user
Use simple, clear names like “Sales”, “HR”, or “AdminTeam”
Assign a unique code for each and set optional print quotas if needed
Step 5: Configure User Computers (Optional, But Recommended)
Open the Kyocera driver on each user’s PC
Go to Device Settings > Job Accounting
Enable Job Accounting and enter their assigned code
Select “Use specific account ID” so it remembers the code for future print jobs
If you manage print settings through a server, apply these settings network-wide.
Extra Tips for Office Managers
- Use consistent naming formats like “Finance2024” or “Sales_NY” for clarity across reports
- Regularly download usage logs to see who’s printing and how much
- Train your team on how to enter their codes at the copier to prevent job rejections
- Disable guest access or default copy settings if you want to prevent general use without a code
Need Help With Setup or Monitoring?
Many of our clients use departmental tracking codes to reduce costs and increase accountability—and we’re happy to help you do the same. Whether you’re adding the feature for the first time or need help managing it across multiple machines, STAT Business Systems has the tools and experience to make it simple.
Want help configuring your devices? Contact our team or give us a call for remote or on-site assistance.
You don’t need to guess who’s printing what anymore. With Kyocera’s tracking tools and STAT Business Systems in your corner, your print environment just got a whole lot smarter.