Copitrak Systems are the leading supplier of disbursement re-charge systems with offices in London, Europe and the Far East. Recently La Manche Consultants Limited were appointed as distributors for the Channel Islands and Isle of Man.

Below follows a description of the main functionality and benefits of acquiring the Copitrak System.

Overview of the Copitrak System

 Copitrak Systems provide a full cost recovery and expense management system, which includes the capture of photocopies, faxes, telephone calls, mobile telephone calls and desktop printed pages. We also have software to allow users to edit transactions, notably telephone transactions that do not have a valid client number, directly from their workstation.

  Our equipment works on a client/server basis to our central administrative software.

  Oour management system, ERS for Windows, is a full 32bit, multi-tasking, ODBC compliant system. ERS is installed on a PC with Windows NT 4.0 (Workstation or Server) and is responsible for all the activity within the Copitrak environment such as the import of new User/client matter codes, exporting of transactions to both hard copy and third party billing systems.

 The system has a scheduler that allows for the complete automation of all options within the system.

 Although ERS for Windows requires a dedicated PC, ERS for Windows is a client/server product allowing for the simultaneous installation of administrative versions on the administrators PCs in the office. It is also possible to install just the report generator on different PCs within the office, i.e. in the accounts department, offering direct access to transaction data from multiple workstations.

 Our copier and fax terminals are linked to ERS for Windows via a 2 pair cabling network (compatible with Cat.5 or above cabling with RJ45 connectors) and also work on a client / server basis. When a user enters their code on a terminal, this code is validated against the database held within ERS. If the code is correct, the user has several options for entering a client matter number:

 1. Enter the number directly. This number is then validated against the central list held within the ERS database.

 2. Recall - The system remembers the last 16 numbers used, by user, on any terminal on the system. A user can therefore look up their recall list and choose a client matter from this list.

 3. Search - If the user cannot remember a client matter number, it is possible to search through the client matter list BY NAME. Once the correct client matter has been found, the number is automatically inserted.

  4. Speed dial - Each user is able to create their own list of up to 20 frequently used client matter numbers. Once the user has entered their user ID, they are able to type their speed dial code and the terminal will automatically assign the correct client matter number. The user maintains speed dial lists at the terminals. As with RECALL, once a speed dial has been created, it is available to that user on ALL terminals within that environment.

 All terminals look to ERS for Windows when performing validation or searches. This centralised database allows for fast updating and immediate access to the latest information from ALL terminals. Access to this database is password protected.

 All transactions collected are costed by ERS for Windows and transferred database. ERS for Windows is able to cost transactions from different photocopiers at different rates and can apply different rates to different clients.

 Work printed from a workstation can be captured by a product called Lasertrak Pro. Lasertrak Pro is a client/server software module compatible with all versions of Microsoft Windows and is installed on each workstation. When a user sends a print command, Lasertrak intervenes and requests a User code, followed by client matter number.

 Once this information has been entered and validated against the central lists held in ERS for Windows, the print job will continue and Lasertrak will count the number of pages printed.

Lasertrak includes all the standard features also found on the terminals, such as SEARCH, RECALL and SPEED DIAL.

 Lasertrak is configured from ERS from Windows. It is possible to create groups of users within the system. Different groups can be set-up to track different printers and applications. Lasertrak can be set-up to automate data entry by retrieving user and/or client matter information from various outside sources.

 Copitrak has a telephone call tracking system called PhoneTRAK. The Copitrak server is linked to the telephone system, each time a call is made the telephone systems sends a record of the call to ERS. Once this call is received it is costed using rate tables held within the system. These transactions are then integrated into the main ERS for Windows transaction database.

 It is possible, however, that telephone calls are made where a valid client number has not been entered. Users are able to correct these EXCEPTION calls from their workstations with a product called Net Edit. Net Edit is a client/server product compatible with all versions of Microsoft Windows.

 Net Edit can be set to remind users at a configurable time that they have exceptions or a User can activate Net Edit themselves. Once activated, Net Edit will display their calls where client matter have not been entered or invalid client matter No’s were used. Users can re-assign these calls by either typing the client matter number directly or by using the SEARCH features.

 Once the correct client matter number has been entered, Net Edit writes this back to the central database in ERS for Windows and removes the record from the Users exception list.

 Net Edit also incorporates a Phone book utility. Each time a telephone record is edited, the system stores the phone number and the client matter Number assigned to it. The next time it sees the same phone number it prompts the user to use the same details.

 Again, Net Edit looks to ERS for Windows for validation, transaction storage and configuration.

 Net Edit can also be configured for disbursement entry removing the need for an extra terminal at the reception desk. The receptionist is able to choose using pick lists configured within ERS, the type of disbursement, imputing a unit price or an overall price.

 Net Edit includes all the standard features found on the terminals, such as SEARCH, RECALL and SPEED DIAL.

 ServiceTRAK Plus is the latest release in the Copitrak product range. This module allows up to 5 clients to run simultaneously within the office and gives up-to-the-minute information of all terminals on the network. In addition it has the following features:

  ·        Online, real time view, of all control terminals on the Copitrak network. It informs the administrator, reprographics managers or the office manager of the status of all terminals.

  ·        Online, real time error notification, if a communication error is detected with a terminal.

  ·        Polling error notification, if a data transfer error occurs between the Copitrak server and a terminal.

  ·        Idle time exceeded, if a terminal shows no activity over a pre-defined period of time.

  ·        Service mode feature, to allow terminal users to notify administrators if an error is detected on the machine         being controlled by the terminal (copy or fax).

  ·        Auto pop up, the ServiceTRAK client, minimised, will maximise if an error is detected.

  ·        Email notification to predefined administrators, if a communications error is detected

  ·        Email notification to Copitrak Systems, if a communications error is detected.

  ·        Email notification of a fax confirmation, to a user when their fax has been successfully transmitted

 ServiceTRAK increases the “efficiency” of the Copitrak System.

  ServiceTRAK is a standard feature of ERS for Windows.

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Last modified: 01/05/03