[Acocoops] Example of Auto Re-order

Tue Oct 21 09:25:10 EDT 2025

Hi Caroline and Bill,

Here is the response from Ricoh regarding toner replenishment:

"In the best-case scenario, waiting until the replace toner message appears on the device before replacing it is recommended. The Automatic Toner Replenishment is triggered after an empty toner is removed and the new one is installed.

Replacing the toner before might or might not trigger the ATR properly, as the system may not register the replacement event accurately. It’s basically a 50/50 chance that it will reorder automatically.”

If you remove it before it is completely empty, you can check the MyRicoh application under Order Management >Service and Supply Order Tracking >Contract Covered Supplies to see if it has been reordered automatically. This will show up within a minute or so after replacement. If it does not, you will have to place a Web Order to replenish your supplies.

[Screenshot 2025-10-21 at 9.10.01 AM.jpg]

Let me know if that helps clarify things.

Thank you,
John

John Jaray

Manager, Business Development

Print + Retail Solutions

University of Waterloo

519-589-4652

wstore.ca<http://wstore.ca/> | wprint.ca<http://wprint.ca/>

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From: Caroline Giudice <acocoop2 at uwaterloo.ca>
Date: Monday, October 20, 2025 at 4:03 PM
To: Bill Baer <bill.baer at uwaterloo.ca>, John Jaray <john.jaray at uwaterloo.ca>
Cc: acocoops at artsservices.uwaterloo.ca <acocoops at artsservices.uwaterloo.ca>
Subject: Re: Example of Auto Re-order

Hi John and Bill,

Another issue is that the message on the printers indicates that toner can be replaced before it is 100% empty (see picture). This may cause issues as I would assume a lot of people would replace it before it is 100% empty as the message indicates is possible.

Thanks,
Caroline Giudice

From: Acocoops <acocoops-bounces at artsservices.uwaterloo.ca> on behalf of Bill Baer <bill.baer at uwaterloo.ca>
Date: Monday, October 20, 2025 at 3:54 PM
To: John Jaray <john.jaray at uwaterloo.ca>
Cc: acocoops at artsservices.uwaterloo.ca <acocoops at artsservices.uwaterloo.ca>
Subject: Re: [Acocoops] Example of Auto Re-order

Okay, we'll update our email updates.

Seems reasonable since you extras already on site.

However, do all admin staff that have these printers know they should only replace when empty (0%)?

William R Baer, BASc (Systems Design)

Director IT - Arts Computing Office (ACO)

Bill.Baer @ uwaterloo.ca

Cell: 905-320-0483

Bill.Baer @ gmail.com

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our _ Indigenous Initiatives Office_<https://uwaterloo.ca/human-rights-equity-inclusion/indigenousinitiatives>.

________________________________
From: John Jaray <john.jaray at uwaterloo.ca>
Sent: Monday, October 20, 2025 1:29 PM
To: Bill Baer <bill.baer at uwaterloo.ca>
Cc: acocoops at artsservices.uwaterloo.ca <acocoops at artsservices.uwaterloo.ca>
Subject: Re: Example of Auto Re-order

Hi Bill,

Automatic reordering toner will be affected if you replace a cartridge before it's empty; an order will not be triggered because the machine will not request a replacement. The automatic reorder system is designed to initiate an order only when the machine detects that a toner level is 100% empty and requests a replacement bottle.

  *
How the system works: The auto-reorder system, such as Ricoh's @Remote, monitors toner levels and is programmed to order new toner only after a cartridge is completely depleted and the machine prompts for a replacement.
  *
Manual replacement impact: If you replace a toner cartridge before the machine is "officially" empty, the system will not know a replacement is needed, and thus no automatic order will be placed.

So, the auto re-order will be impacted if replaced before empty.

The following link details the process for replacing toner cartridges - https://support.ricoh.com/bb_v1oi/pub_e/oi_view/0001091/0001091343/view/booklist/int/287411332.htm

I have stripped out the unnecessary information and attached it in PDF format for users should they wish to post it near the machine. Alternatively, or in addition to this, automatic email notifications can be set up on the individual devices for multitude of options to be delivered to designated email(s).

Hope this helps.

Thanks,
John

John Jaray

Manager, Business Development

Print + Retail Solutions

University of Waterloo

519-589-4652

wstore.ca<http://wstore.ca/> | wprint.ca<http://wprint.ca/>

Follow us on Instagram<https://bit.ly/3lSEy1o> | Follow us on Facebook<https://bit.ly/3iF70li>

[signature_1662893590]

Do you know someone who would benefit from hiring co-op students? Waterloo’s co-op program has you covered. Refer them today!<https://uwaterloo.ca/hire/how-to-hire>

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our Office of Indigenous Relations.<https://uwaterloo.ca/indigenous/>

From: Bill Baer <bill.baer at uwaterloo.ca>
Date: Monday, October 20, 2025 at 12:27 PM
To: John Jaray <john.jaray at uwaterloo.ca>
Cc: acocoops at artsservices.uwaterloo.ca <acocoops at artsservices.uwaterloo.ca>
Subject: Re: Example of Auto Re-order

Hello John,

Does Ricoh have a preferred "time" to change "Low toner".

We are thinking of setting a defined time to replace toner cartrigdes and thinking the following:

  1.
Notified via email when toner at 10% - plan to change soon
  2.
Notified via email when toner at 5% - change ASAP

Does this seem reasonable and agreeable with Ricoh?

We don't want to change when it is empty, but just before to ensure printers are always in service and given ACO staff may be doing the changes (most clients won't be comfortable with this task).

Thanks in advance, Bill

William R Baer, BASc (Systems Design)

Director IT - Arts Computing Office (ACO)

Bill.Baer @ uwaterloo.ca

Cell: 905-320-0483

Bill.Baer @ gmail.com

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our _ Indigenous Initiatives Office_<https://uwaterloo.ca/human-rights-equity-inclusion/indigenousinitiatives>.

________________________________
From: John Jaray <john.jaray at uwaterloo.ca>
Sent: Monday, October 20, 2025 9:47 AM
To: Bill Baer <bill.baer at uwaterloo.ca>
Subject: Example of Auto Re-order

Hi Bill,

Here is an example of an auto-replenishment order, disregard the contact details, the important piece for Central Stores is the department and room number.
This order would have been generated when an empty was removed.

You should see it in your department’s MyRicoh account under Service and Supply Order Tracking.

[Screenshot 2025-10-20 at 9.40.12 AM.png]

John Jaray

Manager, Business Development

Print + Retail Solutions

University of Waterloo

519-589-4652

wstore.ca<http://wstore.ca/> | wprint.ca<http://wprint.ca/>

Follow us on Instagram<https://bit.ly/3lSEy1o> | Follow us on Facebook<https://bit.ly/3iF70li>

[signature_1662893590]

Do you know someone who would benefit from hiring co-op students? Waterloo’s co-op program has you covered. Refer them today!<https://uwaterloo.ca/hire/how-to-hire>

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our Office of Indigenous Relations.<https://uwaterloo.ca/indigenous/>

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