Copitrak System Software

Enterprise Wide Cost Recovery and Expense Management

As the core component to the Copitrak suite of products, Copitrak System Software (CSS) uses industry standards such as SQL and Crystal Reports to offer complete and open functionality in the work environment. The web based interface allows administrators to view and manipulate their data from any location.

Maximum Cost Recovery

The highest realization of revenues from billable expenses is a hallmark of all Copitrak products. CSS is the central server controlling all Copitrak data capture and management modules. Compatible with existing Copitrak systems, CSS is the cornerstone of your Copitrak system. From user and account validation and distribution, transaction collection and costing, to reporting and exporting, CSS takes the experience of three generations of Copitrak server products and adds the flexibility of modern industry standard open systems to offer a true state-of-the-art solution to meet the needs of the most challenging of today's office environments.

Integration and Networking

SQL Database
Transactions written to database in real-time
Web based Interface via Internet Explorer for Reporting and System Management
Real-time SQL connection to Account table in financial software for immediate updating to the entire Copitrak system.
Automated integration with Accounting/Billing software package.
LDAP connectivity and import of User authentication information
Automatic Processing and costing of all transactions into a single SQL database.
Automated 3rd Party invoice transaction data import modules.
ServiceTrak for Real-Time terminal activity monitoring.
Communication with all Copitrak products via TCP/IP over the existing network configuration
CSS supports multiple offices over a LAN/WAN network environment using TCP/IP
Complete centralized management: all functionality configured from the server
Multi-currency support
Multi-language via full Unicode character support
Web interface removes need for any local software installation at the desktop
Unlimited number of users, account codes and transaction storage

ServiceTrak

Monitors the entire Copitrak system and notifies Copitrak support and site managers immediately if a concern occurs within the system. This means that any issues will be caught immediately. Allows system managers to see, at a glance, transaction usage by transaction type, site or machine

General File Importer (GFI)

The general file importer module allows you to electronically import disbursement data from 3rd party service providers such as shipping charges, online legal research systems, credit card charges, etc. This eliminates the need for manual entry and reduces errors in recording data.

Transactions enter the Copitrak system through the GFI
The system then checks each transaction for user and account information
Transactions with valid account and time keeper information flow directly into the accounting system
Transactions with invalid account or timekeeper (user) information are presented to the staff for immediate correction through the Copitrak Editor
The following cost imports are available: LexisNexis, Westlaw, Federal Express, UPS, DHL, City Messengers Services, Calling Cards, Mobile Phone Services, Right Fax, Diners Club, American Express, Travel Charges, Car Services & others.

Copitrak Billing Connector

The Copitrak Billing Connector leverages the power of SQL to manage links with the firms existing accounting and network systems to allow for the fully automated import and update of client and user information.

The CSS management system can also automatically import user authentication information by linking with the firm's existing network Active Directory Structure.

Through an SQL link or file transfer the CSS system can automatically transfer billing transactions to all accounting systems including: Elite, Aderant (CMS), Juris, Tabs III, ProLaw, PCLaw, for the Legal industry and Deltek for the A&E Industry.

This process also provides automated reporting and email functions for the financial systems personnel for batch load verification purposes. The billing system connector is configured and executed on a scheduled recurring basis as required by the firm.

System features:

Automatic transfer of billing data to Elite/CMS/Deltek and other accounting packages
Real-time notification of data transfer to accounting personnel via email
Report thresholds call attention to issues with uploaded data
Trend reports show trends in various types of costs
Immediate feedback via email of success of billing transfer with group number
Email alert if an issue occurs with the upload
Re-posting mechanism to resubmit batches
Automatically reroute problem transactions for correcting before posting
Handle advanced transaction types (voucher type transactions)
Transaction confirmation through web interface
Copitrak billing summary report is automatically emailed to accounting personnel and confirms the quantities and amounts by transaction type and office that were transferred to billing.
Report also shows the average daily upload over the previous 30/60/120 day period and automatically highlights uploads that are above or below the average by a given percent (which is user definable)
Grand summary page with totals from all locations and print/copy analysis is generated

Reporting

Built on the Powerful Crystal Reports Engine, the CSS reporting engine can produce both text based and graphical reports available via a web reporting Interface. Reports can be automated and generated to Adobe Acrobat PDF format, printed or e-mailed to a recipient.

Copy/Print Center reports can be tied in directly with Monthly Services provided by Facilities Management for easy distribution with bills issued to clients.