INCOTEX 500F, Quick Start Manual

Page 1: ...INCOTEX GROUP ELECTRONIC SIGNATURE DEVICE ESD INCOTEX 500F QUICK START GUIDE 2011 ...

Page 2: ...2 QUICK START GUIDE INCOTEX 500F ...

Page 3: ...e used in the design production or manufacture of products for INCOTEX GROUP This is an Unpublished Work which contains Confidential and secret Information which is protected under the copyright laws The existence of the copyright notice is not to be construed as an admission or presumption that publication has occurred Unauthorized copying is strictly prohibited INCOTEX GROUP ...

Page 4: ...nting information for a specific invoice 15 SECTION 3 USING A SERVICE PROGRAM 16 3 1 Set Date and Time 16 3 2 Header programming 16 3 3 Set tax rates 16 3 4 Daily Z Report 16 3 5 Set connectivity parameters 17 3 6 Set SN 17 3 7 Fiscal Start 17 3 8 Paper Feed 17 3 9 Exit 17 SECTION 4 INSTALLING A PRINTER 17 SECTION 5 INSTALLING THE ESD 25 5 1 Contents of E S I application 25 5 2 Installing the prog...

Page 5: ...5 QUICK START GUIDE INCOTEX 500F 6 3 3 Connection settings 52 6 3 4 Using batch files 53 6 4 Verification button 54 6 5 Signing invoices from multiple PCs with one ESD 57 ...

Page 6: ...ocument is recognized as a valid financial one In this case the ESD gives the document an electronic signature and then returns it to the printer If the document does not match any of the trained templates it is not recognized as a valid financial document and is returned to the printer without an electronic signature When training the templates the user sets specific parameters of the financial d...

Page 7: ...a to the administration server Built in verification functionality Built in real time clock Please read this manual carefully before operating your ESD in order to gain a full understanding of its function and performance Please keep this manual for future reference It will help you if you encounter any operational problems SECTION 2 OPRETION START 2 1 ESD initialization First switch on and off th...

Page 8: ...the left followed by the contents of the field If the display positions are not enough only the content is displayed New content can be entered using the digit keys In case of an error press key as many times as necessary each pressing clears one digit from the right to the left If the key is pressed and held down all the entered digits will be cleared Data entering in a character field When a cha...

Page 9: ...es a few minutes At the end Frt rdY is displayed the active card SN and the activation date is printed Fiscalization of the ESD is not possible if there is no activated memory card in the ESD After fiscalization all receipts and reports printed by the ESD are automatically stored in an electronic journal The electronic journal is stored in the memory card with every daily Z report 2 2 4 Fiscalizat...

Page 10: ...ft neither it nor the following header lines will be printed except the last one containing the TAX OFFICE ADDRESS When all the necessary data is entered in the header press The newly entered data is printed and with a corresponding message additional confirmation is required to be executed by pressing When confirmed the new data is recorded in the fiscal memory if the EFD is fiscalized and a mess...

Page 11: ...ence is finished t 3 4 Printer error test No Description Display Exit 4 The EFD tests the paper end sensor and the printing head sensor no Error 5 Printer test No Description Display Exit 5 The EFD prints a printout with characters and codes every 3 seconds t 5 6 FLASH test No Description Display Exit 6 It is an overall FLASH test If no error is detected FLASH OK is printed t 6 7 Barcode scanner t...

Page 12: ...detailed and short reports and FM reports by dates detailed and short reports Note Pressing the key cancels currently printed FM report A corresponding message for a canceled report is printed FM reports by record numbers This kind of report is specified for detailed report 2 or a short one 12 The prompting message n_bGn is displayed Enter the number of a selected initial record up to 4 digits and...

Page 13: ...FM report from record 1 to record 2 12 1 2 Requested initial and final record numbers Date ddmmyy and time hh mm of fiscalization fiscal start VAT rates date ddmmyy and time hh mm of recording in the FM Summary data referring to the selected FM records ...

Page 14: ...ber Date and time of daily Z report Turnover calculated VAT and net amounts in tax groups Serial number of memory card in which the electronic journal was recorded Events registered during the corresponding daily period Next record in the selected range Summary data referring to the selected FM records ...

Page 15: ... Press to enter the field The number 01 1 st character and its code are displayed for instance 01 214 0 Key can be pressed to clear previous contents of the text line Up to 32 characters can be entered using their 3 digit codes shown in the table above To confirm text line press The message rdY is displayed for a while By using keys or different text lines can be reached in ascending or descending...

Page 16: ...ing connected For setting the date and time the program will ask you first to enter the service password 3 2 Header programming Pressing this button gives you opportunity to program the header lines of the invoice It allows up to 8 header lines to be filled 3 3 Set tax rates The ESD has three VAT groups set by default A B and E A group is set with VAT rate 18 B group is set with VAT rate 0 and E g...

Page 17: ... button a window appears where the Serial number of the ESD can be entered 3 7 Fiscal Start Pressing this button will start the fiscalization of the ESD 3 8 Paper Feed 3 9 Exit Pressing this button will exit the main window saving all the changes made by the operator SECTION 4 INSTALLING A PRINTER To use the ESD first a Generic Text Only printer should be installed on the PC To do these follow the...

Page 18: ...18 QUICK START GUIDE INCOTEX 500F In Control Panel find and select Printers and Faxes ...

Page 19: ...19 QUICK START GUIDE INCOTEX 500F From the Printer Tasks menu in the upper left corner in Printers and Faxes select Add a printer The Add Printer Wizard appears Click Next to add a new printer ...

Page 20: ...to this computer and then click Next The wizard will ask you to select a port for the communication between your PC and the new printer For this communication you should use a TCP IP port In the Wizard window choose Create new port and then for the Type of port select Standard TCP IP Port Click Next to continue ...

Page 21: ...e sure that the ESD is connected to the PC Click Next to continue Enter the printer name and a port name for the device In Printer Name or IP Address you can either set the IP address of your PC or name the printer localhost which automatically gets the needed IP address For the port name any desirable name can be chosen ...

Page 22: ...INCOTEX 500F The Wizard will ask you for the device type Choose Standard Generic Network Card and click Next The Wizard now shows the characteristics you have set for the new port To complete the installation select Finish ...

Page 23: ...he manufacturer and model of our printer Select Generic for manufacturer and Generic Text Only for the printer Click Next Then the Wizard asks whether to use the existing driver with the new printer or to replace it Select Replace the existing driver and click Next ...

Page 24: ...ART GUIDE INCOTEX 500F Then give a name of the printer you installed and set it to be the default printer Click Next The Wizard asks whether to print a test page on the new printer or not Select No and click Next ...

Page 25: ...ation select Finish Now you can continue with the ESD installation SECTION 5 INSTALLING THE ESD 5 1 Contents of the ESI Application Client Server USB Driver 5 2 Installing the program driver Connect the ESD to the PC using the USB cable provided and switch the ESD on The welcome window of the Installation Wizard appears Click Next to continue ...

Page 26: ...ed with the installation or click Back to review or change settings Copy the redist rar file from the CD provided to your PC Extract the redist rar file in a directory on your PC open this directory and start the file install bat The following window appears ...

Page 27: ...My Computer and select Properties The System Properties window appears Select Hardware and press Device Manager If the driver installation is successful a device called Incotex should have appeared with two objects in it idrvUSB and ESDEVICE If the device Incotex or any of the objects is missing make sure the ESD is connected to the PC and switched on Then run the install bat file again ...

Page 28: ...dow of the Installation Wizard appears Click Next to continue Then you will be asked to select a location where Incotex to be installed By default it will be installed in C Incotex ESIx86 Client To confirm the installation in this directory click Next If prefer another directory use the Browse button Click Next to proceed with the Installation ...

Page 29: ...purpose is in the Start Then the program automatically starts the installation of the virtual printer Incotex First select a language for the installation from the falling menu and then follow the steps in the installation wizard as follows The welcome window of the Installation Wizard appears Click Next to continue ...

Page 30: ...confirm the installation in this directory click Next If prefer another directory use the Browse button Click Next to proceed with the Installation Select where the program s shortcuts to be placed By default the folder for this purpose is in the Start Menu named as Incotex To confirm click Next It can be changed if necessary Click Next to proceed with the Installation ...

Page 31: ...rinter to be default printer and click Next Now the Setup is ready to start the installation of Incotex on your computer Click Install to proceed with the installation click Back to review or change settings or click Cancel to terminate the installation ...

Page 32: ...on the computer will restart 5 4 Installing a Server If the ESD will be used in a network the setup_server bat has to be run on the host server This is not necessary if only one PC will be used Caution If the setup_server bat has already been run but isn t going to be used this is not your server PC or you will use only one PC it has to be uninstalled To do this follow the steps below ...

Page 33: ...f the Installation Wizard appears Click Next to continue Then you will be asked to select a location where Incotex to be installed By default it will be installed in C Incotex ESIx86 Client To confirm the installation in this directory click Next If prefer another directory use the Browse button Click Next to proceed with the Installation ...

Page 34: ...e Start Menu named as Incotex To confirm click Next It can be changed if necessary Click Next to proceed with the Installation Now the Setup is ready to start the installation of Incotex on your computer Click Install to proceed with the installation click Back to review or change settings or click Cancel to cancel the installation ...

Page 35: ...35 QUICK START GUIDE INCOTEX 500F When the Setup has completed the installation of Incotex click Finish This window contains user and license keys ...

Page 36: ...ary between 0 255 This application tests the communication between the devices local and remote Ticking the box Using Net Service the following window appears and the IP has to be entered If there is a connection it remains on the window if the IP doesn t comply with the server there isn t connection Command a certain command applies by using a number Each number has its specific meaning For examp...

Page 37: ... the IP address here This window shows that two remote devices have been connected Letter R is for remote devices letter L is for local By clicking on Send Request button the fields below are being filled with response by the default device ...

Page 38: ...op and an icon ESI appears on the system tray If the ESD is properly connected and switched on and the driver and application are properly installed the icon ESI should be colored green If there is a problem it will be red Application state 6 1 E S I Activation Right click on the icon will lead to the following menu 1 ESD list right click on it opens a window with a list of all available devices 2...

Page 39: ...new password will be in force after closing the window After installing the E S I this window appears only once 1 Target printer This field identifies the printer that will print the invoice 2 Button to select the printer don t select Incotex virtual printer as target printer 3 Output directory Directory for temporary files of the virtual printer 4 Button to select the folder for saving temporary ...

Page 40: ...e from the ESD Although correct address entered communicating with the server is not allowed at this time 10 Pressing this button tests the connection 11 This field shows the path to the archive directory of ESI with structure described below in this document the default is C Incotex ESIx64 Client Archive 12 Button to select the folder to archive the documents 13 Enter the password the default pas...

Page 41: ...gned by the first device from the list The arrangement of the devices depends on the order of their attachment to the computer 6 3 Properties 6 3 1 Printer properties This window shows the settings of virtual printer All fields in this dialog are described above except Enable Redirection 1 Enable Redirection The devise uses a virtual printer Ticking this box allows the virtual printer to forward r...

Page 42: ...training the system Confirmation is the last step before signing the document and storing the information in the fiscal memory of ESD device 3 Enable or Disable PDF storage Storing documents in PDF format is performed automatically by the system see Description of archive directory above 4 Path to archive Folder see Description of archive directory above Training mode It is important to know that ...

Page 43: ...ted in the ESD device To make the learning mode easy to understand by the user we would like to introduce you a simple invoice From the Settings window select one of the templates to be trained The following window appears Load the invoice in the template There are two ways of doing it First is to open the template click on File or the icon File A window will be opened to choose the required invoi...

Page 44: ... and others are not Optional means if there are same keys in the different invoices but written in different ways tick optional so the system will be able to recognize them for example VAT 18 18 V A T or 18 VAT During signing the invoices the system will search one of set options If none of the set options do not match the ones in the invoice this means that we did not set the keys correctly and h...

Page 45: ...e Configuration menu The program displays the text which has to be detected for a valid recognition of the INVOICE parameter in the KEY field When this KEY word has a value connected to it use the control button to select both the texts and then press Then select its type from the falling menu in the TYPE field The name of the key and its position in the document are recorded in the second lattice...

Page 46: ...ts the field where the goods value is with VAT rate 18 AMOUNT VB points the field where the goods value is with VAT rate 0 and AMOUNT V3 points the field where the goods value is with VAT exempt The program automatically calculates the taxes over each amount The program gives opportunity to select whether to set as key fields the NET AMOUNTS the GROSS AMOUNTS or the VAT for the different VAT group...

Page 47: ... set keys will be shown click OK and the signed document will be saved in required directory You can train the four templates for four different types of invoices All the trained templates will be active and each time a valid invoice is sent to the printer it will be recognized from the ESD and given an electronic signature Types of keys The system detects specific number of types of keys Identifi...

Page 48: ...general taxes in the invoice run up in tax group A 18 VAT B set with VAT rate 0 VAT 3 reserved Calculated EXEMPT from Grand Total from Grand Total to be calculated the amount attached with tax group EXEMPT Example If we have an invoice with sales summary Grand Total group A in this invoice is 700 units and Grand Total group B is 200 The total amount is 1000 units In this case EXEMPT can be calcula...

Page 49: ...ate the system must be connected with at least one ESD device to enable the program to be informed of available rates If for any reason require disabling some of the templates this is achieved by deleting all of its keys by clicking on button one by one When you select the value of the date and time in the template make sure that the format they are in is the same as the date and time format of yo...

Page 50: ...EX 500F The format of the data is dd M yyyy and the format of the time is HH mm ss They should be the same as the ones set in your PC s settings To check them go to Start menu Settings Control panel Regional and Language Options ...

Page 51: ...ional options and press the Customize button Then check the Time and Date formats After you finish the training close the ESI Configuration window and click SAVE Signed document has to be printed again on Incotex printer A window with the set keys will be shown click OK and the ...

Page 52: ...play of the ESD a message SEnd appears and the antenna sign on the display starts blinking which means the Z report is being sent to TRA When the Z report has been sent the antenna sign stops blinking 3 Check box for favorite ESD only device marked as favorite is used for signing documents If none of the available devices is marked documents are signed by the first device from the list The arrange...

Page 53: ...the task status if it is stopped as shown clicking it will change status into start and respective it is started clicking on button will change status into stopped Click on new task and the following window will appear Input folder is the folder the files will be extracted from To select the input file click on browse button 1 2 3 ...

Page 54: ... way to verify a signed invoice is using a verification dialogue which is the Verification button in the start menu The verification works as follows For each signed invoice four files are created and saved in the Archive folder situated in C Incotex ESIx86 Client This Archive folder contains four more folders each of them containing different information 1 2 3 4 ...

Page 55: ...he day and in folder D are saved all the signed invoices in PDF format All this information is saved on the PC where the driver of the ESD is installed The owner of the device should make a back up of the information in the Output folder The verification of the invoices is made over the information in these three folders A B and C The verification procedure is in the driver of the ESD For correct ...

Page 56: ...56 QUICK START GUIDE INCOTEX 500F This is a view of Archive folder and its content ...

Page 57: ...he network and install the ESD driver and esi exe the way described above install and configure Generic Text only printers on all the other computers in the network which will send invoices to the ESD and set these printers as default Then right click on each of them and select Properties In the Properties window choose Ports and click Configure port button The Configure Standard TCP IP port Monit...