FAQs on Document Output Devices

When choosing a MFD or a Printer for your workplace, there are several factors that require careful consideration.

In the first instance, please contact your local IT Support by logging an IT Help Desk Request.

For expert advice and guidance in choosing the machine that is right for your area's requirements, please contact our Account Manager at FujiFilm Innovations Australia Pty Ltd:

Ishaan Mehta (ishaan.mehta.zs@fujifilm.com) or 0481 965 344

As per the Procurement Handbook, there is no requirement to obtain quotes from other suppliers when a preferred supplier arrangement is in place. Therefore, when purchasing MFDs or Printers, it is not necessary to obtain quotes from other suppliers, use FujiFilm Innovations Australia Pty Ltd for all MFDs and Printer devices.

All service, preventative machine maintenance, spare parts, labour, toner and other consumables such as drums. Please note staples and paper are not included as part of the service arrangement and these must be purchased through COS.

Detailed information regarding the Follow-You function is available by clicking here.

In the first instance, please contact your local IT Support by logging an IT Help Desk Request.

A suitable Document Output Device for the workplace needs to be selected. Please click here for guidelines to help with choosing a device.

Once you have selected the device best suited to your needs, please obtain a FujiFilm Innovations Australia Pty Ltd quote from here.

It is important that you seek written financial approval for this purchase in accordance with the Vice Chancellor's Authorisations. Please note, PD Fund Cost Centres can be used for the initial purchase of the Document Output Device but not used for the ongoing 5 year commitment for click charges.

One this has been obtained, please raise a Purchase Order in FinanceOne containing the following information:

The machine Model number and the selected accessories
Exact delivery address for the machine

When sending your Purchase Order to the supplier, please use the email template (click here) to ensure that you include all of the relevant details to allow the order to be processed in a speedy and efficient manner.

FujiFilm Innovations Australia Pty Ltd will endeavour to deliver your new device within two weeks of placing your order. However, during busy times of the year this can vary so please check with the Account Manager before placing your order.

Prior to disposal, there are some important steps that need to be undertaken for. Please ensure that you are not breaking an existing contract that is in place with the machine, as this will incur a fee for terminating early. It is important that the old machine has a final meter reading taken to finalise any outstanding payments that may need to be made. Please contact the Procurement Team for further details.

If the acquisition cost of the machine was $10,000 or more, please complete a FS67 Asset Disposal Form upon removal to ensure the University's Asset Register is updated.

FujiFilm Innovations Australia Pty Ltd will happily remove any old machines upon delivery of the new one, providing that you request this beforehand. Please note, there is no charge for this service.

All MFDs and Printers within the University are placed on a service and maintenance contract which includes all of the services listed in the answer to question 4 above. This is included within the University invoice through a click charge agreement through the University's quarterly invoice. We use the machines billing meter to determine the volumes that machine has done.

If you are unsure about the charges you can contact either the University's Procurement Team or our Account Manager (contact details are available here).

Whilst a PD Fund Cost Centre can be used initially to purchase the device outright, this cost centre can not be used for the ongoing copy charges. This is because the service and maintenance contract is a 5 year commitment, going beyond the life of a PD Fund. All cost centres provided for ongoing device copy charges must be operational (i.e non-PD Fund).

All of your toner cartridges for MFDs and Printers are included in your service agreement. They can be ordered through our preferred suppliers:

For Fujifilm (previously known as Fuji Xerox) please contact the help desk on 1800 112 626 or click online at https://www.fujixerox.com.au/myaccount/ to register. You will require your machine's serial number and your account number, if you are unsure of your account number please contact Andrew Dutch.

For Kyocera, please contact their local office on 08 8311 4300. You will require your serial number.

Ink cartridges and toners for non-Fuji-Xerox or Kyocera machines must be purchased through COS, who are the University's preferred supplier for Office Supplies.

You can call FujiFilm Innovations Australia Pty Ltd (1800 112 626) or Kyocera (08 8311 4300) to order a toner cartridge recycling box for your cartridges, please ensure that you quote your machine's serial number. Once this is full, call the same number again and our suppliers will collect the box and replace it with a new one.

For non-FujiFilm Innovations Australia Pty Ltd or Kyocera ink cartridges and toners, please obtain your recycling boxes from COS.

COS is the University's preferred supplier for office supplies and this includes all of the paper that University uses.

For all cost centre requests for either FujiFilm Innovations Australia Pty Ltd or Kyocera, please contact Strategic Procurement who will be more than happy to assist you.

Please contact the Account Manager at FujiFilm Innovations Australia Pty Ltd to discuss options available (contact details are available here).

The University has a priority service arrangement with FujiFilm Innovations Australia Pty Ltd and Kyocera, as such you have access to our priority helpdesk number 1800 112 626 (FujiFilm Innovations Australia Pty Ltd ) and 13 59 62 (Kyocera). You will need to quote your machine's serial number when calling this number so that our suppliers can assist you more easily, this will be located on a sticker on the machine.

Please purchase all transparency paper from COS, who is the University's preferred supplier for Office Supplies.

Please make a note of the error message and call either FujiFilm Innovations Australia Pty Ltd (1800 112 626) or Kyocera (13 59 62). They will be able to assist and resolve any issues you are experiencing.

The University pays the FujiFilm Innovations Australia Pty Ltd invoices quarterly for print charges and the Kyocera invoices monthly for print charges.

MFD and Printer usage readings are regularly monitored by Strategic Procurement when the supplier's consolidated invoices are received. This is completed on a monthly basis for Kyocera Printers and a quarterly basis for FujiFilm Innovations Australia Pty Ltd devices. We analyse the data to ensure that the charges correctly correspond with the meter readings.

The data files are saved here: FujiFilm Innovations Australia Pty Ltd Data Files and here: Kyocera Data Files.

MFDs and Printers have a minimum useful life of 5 years and are on a support and maintenance agreement. After this period, the machine will be taken off the support and maintenance agreement meaning that all consumables and service calls are no longer included (such as faults and break-downs). This makes the running costs of the printer devices considerably higher so you are encouraged to replace your printer device every 5 years.

Yes, our preferred supplier will be able to collect this machine for you. Please contact Ishaan Mehta at FujiFilm Innovations Australia Pty Ltd with the machine's serial number, exact location and a contact name/phone number for collection. A representative will then be in touch with a collection date.

To ensure that the University does not continue to get charged for the old devices after they have been decommissioned or replaced, please provide a final meter reading (by email) to the supplier before the device is switched off. We strongly encourage you to take a photograph of the screen displaying the meter reading as further back up should there be any future disputes.

If you are replacing an old device with a FujiFilm Innovations Australia Pty Ltd device, it will be removed and decommissioned by them when the new device is delivered at no cost. If you are decommissioning the device and not replacing, you will be required to arrange the removal. This can be done either by contacting the manufacturer of the old device who may collect or, you can contact Ishaan Mehta at FujiFilm Innovations Australia Pty Ltd to request a quote and arrange removal. In either case, please obtain a final meter reading prior to the old device being removed and decommissioned.

The models shown on the Preferred Supplier pages are the most common used in a workplace environment. The Preferred Suppliers can offer smaller printers than those on offer. Quotations for these non-standard size printers can be requested via Strategic Procurement.

Staff are discouraged to buy cheaper devices from stationery stores as whilst the initial purchase price may be cheaper the whole life costs are much are not as favourable to the University:

• Printers bought at stationery shops will require expensive toner cartridges. Preferred Suppliers provide the toner cartridges free of charge therefore we only pay for what we use ('Click' Charge per page);
• The cost per copy using preferred supplier printers (depending on the model) is between $0.006 and $0.008 per page. This is far cheaper than the equivalent of $0.20 to $0.30 per page with other cheaper printers;
• All service, preventative machine maintenance, spare parts, labour, toner and other consumables such as drums etc are included with the preferred supplier printers;
• Preferred Suppliers provide the University with one consolidated invoice. The 'Click' Charges are then automatically debited from your cost centre - this reduces the administrative burden for your area and the University as a whole;
• Buying additional consumables will also incur additional costs associated with University credit card transactions - acquittals in Promaster, the staff involved in this process etc;
• The University's IT department only support printers provided from our Preferred Suppliers);
• 5 years warranty is provided by the preferred suppliers, whereas any printers bought at stationery shops will usually only have 12 months.

A worked example of these costs is shown below:

If you have any further questions, please email Strategic Procurement.

There are several finishing options that can be added to an MFD at any stage, at an extra cost. These include stapling, hole punching, faxing, booklet finishers, Scan to USB and eAssist (automated supply tracking, reordering capability, meter reading and service call logs - for more information regarding eAssist, please click here).

Please clearly state on your purchase order which finishing options you wish to be added and Fuji-Xerox will ensure that these are included.

Yes, FujiFilm Innovations Australia Pty Ltdhas a strong focus on sustainability, including EcoToners, Waste and EcoManufacturing.

EA-Eco Toner

FujiFilm Innovations Australia Pty Ltd has developed a more energy efficient 'EA-Eco toner', which fuses paper at a lower temperature therefore resulting in a significant reduction in power. New products employing EA-Eco toner are achieving power savings of 15 - 30 per cent.

Waste

Design for the environment - every piece of FujiFilm Innovations Australia Pty Ltd equipment are designed with the environment in mind. Their environmental initiatives start from the design stage of product development, where they incorporate technologies that: 

• Eliminate the need to use hazardous material such as lead-based solder;
• Enable low energy consumption during use of the machine;
• Utilise innovative and energy efficient toner and ink technologies;
• Minimise the use of new resources; and
• Will later facilitate the remanufacture or recycling of used machines and parts.

EcoManufacturing - the rationale for taking products back at end-of-life is not just related to responsible 'waste' management; remanufacturing and reusing parts allows Fuji-Xerox to reduce new resource input and to cut the carbon footprint of new product manufacture.

To learn more about FujiFilm Innovations Australia Pty Ltd's environmental initiatives, please visit https://www.fujifilm.com.au/en/Sustainability

For most FujiFilm Innovations Australia Pty Ltd devices press the 'Machine Status' button on the MFD this will take you to a new screen. Select the 'Billing Meter/Report' tab and the select the 'Billing Meter' icon. These screens may vary slightly between models.

If you require further assistance, please contact the FujiFilm Innovations Australia Pty Ltd Helpdesk on 1800 112 626.

All of the MFDs come with a 'secure print' feature which allows you to print confidential documents securely. This works by allowing you to assign a password / PIN (Personal Identification Number) to the document when you send it to the printer. The document will not print till you walk up to the printer and release the document to print using the password / PIN you assigned thus preventing others from viewing the document as it prints before you arrive. To use the Secure Print function, simply:

• Select 'Secure Print' from the 'Job Type' drop-down menu and assign a User ID and Password.
• When you go to the printer, Select the 'Secure Print' Icon on the screen
• Select your User ID,
• Select the 'Job List' icon and type in your password, you will then be able to print your document(s).

If you experience any difficulties, please call the FujiFilm Innovations Australia Pty Ltd helpline on 1800 112 626.

No.

Only FujiFilm Innovations Australia Pty Ltd are able to relocate or move a MFD, under no circumstances should UniSA or any other parties be doing so, particularly for exam purposes.

Please note that any damage incurred as a result of moving an MFD by anyone other than Fuji-Xerox is the responsibility of the University and will have to be paid for.

Please contact Ishaan Mehta at FujiFilm Innovations Australia Pty Ltd to arrange a time for the machine to be moved, a purchase order will be required.

Yes, FujiFilm Innovations Australia Pty Ltd are able to wipe the hard drive for you.

A technician can come out and wipe the hard drive for you for a cost of $300 ex GST. If you would like to have the hard drive returned to your area this will cost an additional $200 ex GST.

Please note that FujiFilm Innovations Australia Pty Ltd always wipe the hard drive at the factory after collection, but some University staff prefer to make special arrangements to have it wiped onsite for peace of mind, particularly if there are sensitive/confidential documents on there.

Please contact Ishaan Mehta at FujiFilm Innovations Australia Pty Ltd to arrange for a technician to come out and wipe the hard drive.

For more information regarding this topic, please contact Strategic Procurement on 08 8302 2273.

Yes. All consumables for Document Output Devices require a purchase order.

This reason for this is due to the University's high volume of orders placed with FujiFilm Innovations Australia Pty Ltd, and a purchase order can assist with determining who has ordered what when the invoice is received.

It is also to assist the Accountants who manage the forecasting for budgets, as well as arranging accruals for what local areas are owing. For example, if an order is placed over the phone with a supplier, there is no financial commitment recorded anywhere which means that the Accountants are unable to plan for the future and therefore impacts the local areas budgets.

With the above in mind, we have had to request that the FujiFilm Innovations Australia Pty Ltd only accept purchase orders for all purchases with a $dollar value, i.e. only when purchasing Staples, equipment or requesting an MFD to be moved. If you order toners; they are included within the contract at $0 cost and therefore no purchase order is required.

Please do not hesitate to contact the Strategic Procurement Team if you require any further clarification.

Please contact StrategicProcurement@unisa.edu.au for the copy of the agreement.

Should you have a Kyocera Printer Device that is still under a support and maintenance agreement and require assistance such as ordering new toner and cartridges, reporting a fault, etc. please click here.

All new purchases must be arranged with FujiFilm Innovations Australia Pty Ltd.  Please click here for details.