Accounting

SharpAccountant

SharpAccountant is a versatile tool designed to help you track and allocate the cost of operating your Sharp Digital IMAGERs™. Now you can easily monitor and track your IMAGER's copy, print, and scan activity - and compile valuable data that can affect your company's bottom line.

With SharpAccountant, you can analyze printer usage by account code, device and function (copy, print, or scan). By tracking device usage, you can be sure that all MFP's are being used to their maximum efficiency.

SharpAccountant allows you to develop cost profiles for each device. By assigning accurate cost profiles for your devices, you can get an overview of your bottom line. Allocate costs for each "click", and track them by account code, device, and function. SharpAccountant allows you to view data numerically. Data can also export as CSV or tab delimited formats for easy importing into popular spreadsheet applications.

Equitrac Office

Equitrac Office offers a complete solution to track costs and manage hardcopy expenses associated with printing and copying. The advanced architecture allows you to configure, monitor and manage document accounting across several remote sites using a single server. Equitrac Office leverages the advanced PageCounter, which restricts users from any walk-up activity until a valid billing code is entered. Once the codes are validated, users may proceed with their transactions, which are then tracked with the appropriate billing information. The performance achieved by the PageCounter, along with the high-performance ODBC-compliant database (Microsoft JET or SQL Server), allow the accounting Server to manage a large number of printers on each server.

iBillback - Network Print Control

Print Cost Capture Solution for Professional Services Firms

Key Points

• Provides efficient capture of all desktop print activity with minimal involvement from staff and fee-earners
• Highly configurable application can be customized to meet any firm’s specific requirements
• Robust and easy to deploy desktop application

Why Print Cost Capture is Important to Professional Services Firms

Print cost capture has become a crucial discipline for professional services firms to implement due to the changes in office technology and changing practices in the workplace. The introduction of LAN connectable copiers (digital copiers) and higher throughput laser printers has meant that staffs increasingly print multiple sets of documents from their desktop rather than make a laser original and walk to the copier.

In addition, the increased use of email to exchange documents as attachments has had the result that, whereas documents would traditionally have been sent by courier and then photocopied, they are now received by email and printed by the recipient.

As a consequence, much of the growth in hardcopy production is in print rather than copy volume. It is commonly the case with professional services firms that the print volume now exceeds the copy volume. As a result, unless firms are capturing prints, in excess of half their hardcopy production may be going out the door at no charge.

This problem is compounded by the fact that the consumable cost of printing is usually higher than copying. Although it is efficient to print from the desktop rather than stand in front of the photocopier, it is an entirely false economy in the absence of print capture and charging.

It is therefore critical for well managed firms to implement print cost capture solutions to ensure that they are adequately managing their reproduction costs and have the opportunity to recover those costs where appropriate.

Insightful organizations recognize the similarity between desktop generated prints and copies made at a photocopier and therefore present them to their clients as "Document Production" or "Hardcopy Production" rather than "Copies" and "Prints". The former expressions have a higher perceived value and more accurately reflect the true nature of the source of costs to the firm.

iBillback Network Print Control Highlights

Basics:

• Developed as a core module of iBillback and tightly integrated for account code validation, processing, reporting and posting to your accounting system.
• Fully compliant MSI wrapped application compatible with Win 95, 98, NT, 2000, XP, WTS as well as Citrix.
• Captures prints destined for any network or local printer and all networked digital copiers.
• Captures full details on print jobs including document name, application printed from, location, number of pages and sets printed, date, time, network login of user, printer, paper size, duplex and color printing.
• Captures full details with a large range of applications that utilize Non-MS Windows print drivers including AutoCAD, Microstation and WordPerfect.

Advanced Functionality:

NPC can be activated to pop-up on the desktop based upon a wide variety of criteria. Departments and/or individuals are assigned active or passive status. Passive mode allows NPC to capture prints without popping up on the desktop and can automatically assign them to the cost centre applicable to the individual or department. This is particularly useful functionality for IT, administration and finance groups. For individuals in departments that generally charge for their print activity, NPC pops up on the desktop, depending upon a variety of configurable conditions

The activation criteria include the following:

• The application from which printing is occurring. If desired, NPC can be configured for passive mode operation for specified applications for which an organization does not want to charge printing. Most firms are interested in charging for prints from MS Office applications and specifically, Word, Excel and Outlook.
• Whether or not the page count exceeds a threshold. Administrators determine the applicable page or set thresholds desired for different applications, departments or printers.
• Whether or not an account code has been acquired automatically from a document management system (DMS). NPC be integrated with the DMS and can thereby retrieve the account code associated with a document automatically. If desired, administrators may opt for passive mode operation if a valid account code is available from the DMS.

Account Code Assignment to Print Jobs:

One of the reasons that iBillback NPC is so effective in maximizing the prints assigned to a chargeable account code is that the user interface is specially designed to assist the user to quickly identify the appropriate code.

This can be made by one of the following means:

• Depending upon configuration, either the direct entry of an account code into a single field or the entry into separate fields of a client code and a project or matter number.
• Use of the Account Recall pull-down list which shows the last "x" account codes used by that individual.
• Use of the search function. The user can search by client name, project or matter description and project or matter number. The search can be performed on the basis of entries in both client and project/matter fields and also allows keyword search functionality.
• Use of the Override Option - this is used when an account code has not yet been created within your accounting system and hence is not available within the iBillback validation tables.
• Drag and drop of account code details from other applications is fully supported.
• Retrieval from a document management system or other applications.
• A description field is also provided for optional or mandatory entry of descriptive information about the print job.

NPC User Interface Fields

The user interface allows for a variety of data entry fields that suit different work environments. Options include the following:

• Account code or cost centre code.
• Fee-earners initials. This is an optional validated field used to nominate the individual for whom the print job is being performed.
• Type of work. This is an optional field that can be used to nominate the nature of the project for invoice narration and/or charge rate purposes.
• Radio buttons. These buttons can be enabled and used for a variety purposes including establishing the charge rate. For example, the buttons can be assigned labels such as "Final", "Working Draft", "Internal Draft" for cost calculation purposes.
• Description. This field is optional or mandatory, depending upon configuration, and can be linked to the account code type. For example, firms may wish for a description of print jobs assigned to a non-chargeable code.
• In order to optimize the user interface for firms, all prompt or field name text can be customized to suit firm’s terminology.
• Displays the number of pages printed and billable ratio for the user.
• User profiles allow selection of the text display language appropriate for the individual or office.

Document Management System Integration

One of the keys to a successful introduction of print cost capture discipline in a professional services firm is taking all opportunities to minimize the time it takes to assign a valid account code to a print job. Chief amongst the opportunities to gain these efficiencies is the capability of NPC to be integrated with a variety of document management solutions (DMS).
NPC has been integrated with a wide variety of DMS solutions including Hummingbird’s DocsOpen, PowerDocs and DM5, Imanage, Media Manager, WorldDox, Groupwise & Masterplan.

The integration can be achieved via the following means:

• Retrieving the account code from document meta-data stored in any ODMA compliant DMS.
• Extracting the account code from registry settings.
• Extracting the account code from the document profile.
• Extracting the account code from the document name.

Integration of NPC with iBillback makes Administration Easy

Network Print Control benefits from deep integration with the iBillback solution in terms of the following functionality:

• Availability of new account codes in real-time as they are created within your accounting system. This minimizes the need for staff to use admin or non-charge codes due simply to the unavailability of an otherwise valid account code. With the traditional batch account code download process, one or more days can pass before a new account code is available within the disbursement solution. With iBillback, this problem is resolved entirely.
• iBillback allows charge rates to be configured for clients based on any field captured and stored in the database including office, client, project or matter code, user, department, type of work, printer and application. Importantly, these rates can be maintained in different currencies for offices spread out over multiple countries.
• iBillback’s print cost capture solution take advantage of the capabilities of the iBillback Management Application to process transactions, handle exceptions and upload transactions directly to your accounting system. The latter capability eliminates the need to copy files around and to perform manual import procedures for disbursement uploads.
• Reports on print activity can be easily generated using the iBillback report generator. iBillback utilizes Crystal Reports Professional as the underlying report builder.
• User data including network login, name and department are sourced by iBillback automatically from pre-existing user information stored in Active Directories, Novell NDS or various HR packages ensuring that there is no requirement to maintain an entirely redundant user database.

iBillback - Copier and Fax Control Terminals

Copier and Fax Control Technology for Professional Services Firms

Key Points

• Sophisticated software architecture makes full use of graphic user interface, large color LCD and new Touch Screen technology to provide unprecedented ease of use to professionals and staff.
• Multi-user application software allows easy simultaneous use of all copiers and fax machines attached to the Terminal.
• Caters for the control of up to 2 copiers and up to 2 fax machines (or fax lines) from a single Terminal.
• LAN connectivity, utilizing TCP/IP for communication, means the Terminals are easy to deploy and manage.

Copier and Fax cost capture made easy with Touch Screen Technology

Featuring a large color LCD with new Touch Screen capabilities for navigation, option selection and on-screen numeric keypad entries, as well as a full size QWERTY keyboard, professional services organizations will quickly discover the iBillback Terminals are an elegant and efficient way to capture chargeable photocopy and facsimile activity.

The slim line, ergonomic Terminal can be bench or wall mounted for elegant and practical installation. The innovative 30° screen tilt adjustment mechanism allows the terminal to be mounted at the optimal viewing angle, regardless of installation height and lighting.

The iBillback Terminal has been designed to be intuitive in operation so that it immediately meets with staff acceptance and encourages compliance with the firm’s cost recovery targets. It is as simple to use as an ATM and, with its Touch Screen capabilities, infinitely more user friendly than keyboard entry devices.

The graphical user interface of the iBillback Terminal is browser-like in appearance and functionality thereby ensuring a consistent look and feel across the entire iBillback product range. Combined with an on-screen usage tutorial and context sensitive help, the Terminal’s user interface makes the staff induction process a straight forward and simple exercise.

The iBillback Copy and Fax Control Terminal is available in different configurations based upon the specific client requirements. As such, a single Terminal can be configured to control up to 2 copiers PLUS up to 2 fax machines (or fax lines). As such, the device readily accommodates the new dual-line fax machines coming onto the market and caters for both G3 and Super G3 fax transmission speeds.

These configurations allow firms that co-locate copiers and fax machines in bays around the office to use a single iBillback Terminal to control a variety of equipment combinations. This saves implementation costs, saves space and, with the Terminal’s sophisticated multi-user functionality, allows operators to easily make simultaneous use of all of the attached equipment.
iBillback Copier and Fax Control Terminal Highlights

Basics Features and Capabilities:

• Captures copies generated on standalone and networked digital copiers.
• Captures fax transmissions on up to two single fax machines or one dual-line fax machine or MFP. Terminal application software allows for easy handling of memory, speed-dial and broadcast group usage and caters for both G3 and Super G3 fax transmission speeds.
• Unlimited account code database size.
• Unlimited user code database size.
• Terminal supports user interface display in user selectable language.
• Account recall function displays last "x" recently used billable account codes. The number of codes displayed is a configuration setting.
• The iBillback Terminal application software supports multiple users and is therefore readily able to support simultaneous use of attached copiers and fax machines in an intuitive user friendly manner.
• Robust and secure offline functionality.
• Allows the entry of unlimited types of sundry disbursements and supports multi-currency.
• The iBillback Terminal has been developed as a core component of iBillback and is therefore tightly integrated for account code validation, processing, reporting and posting to your accounting system.

Account Code Assignment for Copy and Fax Jobs:

One of the reasons that iBillback is so effective in maximizing the transactions assigned to chargeable account codes is that the user interface is specially designed to make it very easy for the user to rapidly find the account code that they require.

The advanced account recall and the frequent accounts functionality are the key drivers of efficiency in usage of the iBillback Terminals. Due to the sophisticated software architecture, the account recall functions of the various cost recovery system modules is linked such that if a staff member has just assigned an account code to a telephone call via the iBillback Exception Editor, that account code will be at the top of the recent accounts list shown on the Terminals.

The "frequent accounts" functionality allows staff to use iBillback to maintain the list of current account codes for the professionals they support. As a consequence, it is only rarely that a professional would not find the account they required displayed on the screen immediately upon logging onto the iBillback Terminal.

Further usage efficiencies are achieved by the following means:

• The on-screen display of a user configurable number of recent chargeable account codes and "frequent accounts" for one-touch selection.
• Use of the search function. Sophisticated options allow simple or complex searches to be easily performed.
• Use of the Override Option - this is used when an account code has not yet been created within your accounting system and hence is not available within the iBillback validation tables. The transaction then is processed as an exception and the user is notified by email and can assign an account code from within iBillback browser software.

From experience with many professional services firms, the on-screen display of "frequent accounts" and recently used accounts will provide the desired billing information for the vast majority of Terminal transactions with a single touch.

Integration with iBillback makes Administration Easy

The iBillback Copier and Fax Control Terminals benefit from deep integration with the iBillback solution in terms of the following functionality:

• Availability of new account codes in real-time as they are created within your accounting system. This minimises the need for staff to use admin or non-charge codes due simply to the unavailability of an otherwise valid account code. With the traditional batch account code download process, one or more days can pass before a new account code is available within the disbursement solution. With iBillback, this problem is resolved entirely.
• The Terminals validate account codes against the iBillback account code database or, optionally, against the local (terminal) account code database.
• iBillback allows charge rates to be configured for clients based on any field captured and stored in the database including office, client, project or matter code, user, department, type of work and copier (different rates for convenience copiers and print room machines, if desired). Importantly, these rates can be maintained in different currencies for offices spread out over multiple countries.
• iBillback’s Terminals take advantage of the capabilities of the iBillback Management Application to process transactions, handle exceptions and upload transactions directly to your accounting system. The latter capability eliminates the need to copy files around and to perform manual import procedures for disbursement uploads.
• Reports on copy and fax activity can be easily generated using the iBillback report generator. iBillback utilizes Crystal Reports Professional as the underlying report builder.
• User data including network login, name and department are sourced by iBillback automatically from pre-existing personnel information held in Active Directories, Novell NDS and various HR packages. As such, there is no need to maintain an entirely redundant user database.

Deployment and Technical Functionality:

The iBillback Terminal is a LAN and WAN connectable device that uses standard TCP/IP communication protocols.

The terminals support failover to multiple validation servers in case the main iBillback server is down for any reason.

The architecture of the iBillback Terminals allows for software updates and enhancements to be downloaded remotely via the LAN or WAN. This simplifies the rollout of new functionality to the terminals and ensures that firms always have access to the latest terminal capabilities.

We are now seeing that the scan to email process of document distribution is not enough. Many organizations have implemented a document management and retention systems since 9/11. Not only to protect their documents in case of a disaster, but also for regulatory compliance. And the digital copier once again is being pressed into service to fulfill a gap in that workflow process.

Document management systems are in simple terms an electronic filing cabinet that is accessed via desktop or web browser applications. The challenge we face is how to get our volumes of paper scanned into these electronic file cabinets, and that is where the digital copier comes in.

Since, the digital copier already is a scanner with features like speeds up to 90 pages per minute, dual sided single pass scanning, feeder capacities of up to 150 pages, and scan page sizes up to 11 x17 inches, all we need to add is the connection to the document management system.

We at netCompass specialize in developing applications for organization to capture, process and distribute scanned documents from the digital copier:

Embedded Applications – Open Systems Architecture (OSA)

These applications run on the digital copier and give you the ability to scan and index your documents to your document management system, automated workflow, email server or database. These applications are a very cost effective way to start scanning and indexing documents from your MFP.
For example, the new SHARP Digital Imagers have the ability to create “one touch” keys on their LCD panels that allow you to choose the “cabinet” that the document is to be sent to, as well as “tag” it with the appropriate filing information. Through the use of Open Systems Architecture (OSA) applications, your ability to customize the user interface and simplify the scanning process is never been easier.

Kiosk Scanning Stations – ImageRouter Professional

These systems are becoming more and more popular in organizations where document management and retention systems have been deployed. A document can be scanned on the MFP, previewed on the kiosk, bates numbered, track for cost recovery purposes, and then routed to your document management system, burned to a cd or saved to a network folder.

An example of this type of scanning solution is the ImageRouter Professional. This is a network appliance that when connected with a digital copier, allows you to view scanned images and perform various image processing and distribution tasks like clean-up, reorder pages, burn the scanned document to cd-rom or route to a variety of document management systems or electronic workflow processes.

As you begin, or if you are already in the process of evaluating technology for document management systems or electronic workflow design, remember that when it comes to scanning and routing documents your digital MFP can be one of the most important assets.

We are committed to providing organizations with the most efficient applications for capturing, processing and distributing scanned documents.
Contact your AIS sales executive for more information and a demo.