Basic_Trust_Accounting

Tiger Track Trust Accounting &
Commissary Module

TIGER CORRECTIONAL SERVICES 2017

VERSION 1.8.9

Trust Accounting

Contents

Opening Tiger Track ...................................................................................................................................... 3

How to Lookup an Individual Inmate............................................................................................................ 4

How to Open a New Inmate Account ........................................................................................................... 6

How to Reopen an Inmate Account.............................................................................................................. 7

How to Close an Inmate's Account ............................................................................................................... 9

How to Add Money to an Inmate's Account............................................................................................... 11

How to Bill an Individual Inmate................................................................................................................. 14

How to Bill Multiple Inmates ...................................................................................................................... 16

How to Load a Debit Release Card.............................................................................................................. 18

How to Write Checks from an Inmate's Account, Without Closing............................................................ 20

How to Write Checks from an Inmate's Account, while Closing................................................................. 23

How to Write Checks to Pay Tiger Correctional Services............................................................................ 27

How to Write a Check from a Sub-Account (EX: Medical & Dental)........................................................... 29

How to Void Checks .................................................................................................................................... 31

How to Reverse a Voided Check ................................................................................................................. 34

How to Use the Check Register................................................................................................................... 35

How to Reconcile the Commissary Bank Statement................................................................................... 37

How to Operate the Batch Entry................................................................................................................. 39

How to Consolidate a Cash Drawer at the KIOSK ....................................................................................... 42

How to Record a Deposit ............................................................................................................................ 43

How to Record a Manual Deposit ............................................................................................................... 45

How to do a Journal Entry........................................................................................................................... 46

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Trust Accounting

How to Correct a Journal Entry................................................................................................................... 48
How to Use the Accounting Reports........................................................................................................... 48
How to Print an Accounting Report ............................................................................................................ 51
How to View and Print an Inmate’s Commissary Order(s) ......................................................................... 52
How to Restrict Commissary Orders........................................................................................................... 53
How to Manually Add, Edit or Delete an Individual’s Order....................................................................... 54
How to Pull the Weekly/Daily Commissary Order ...................................................................................... 56
How to Credit an Inmate’s Account............................................................................................................ 60
How to Document and Send the Shortage Sheet ....................................................................................... 63
How to Operate Location Management ..................................................................................................... 64
How to Operate Order Management ......................................................................................................... 66
How to Sort a Specific Facility Order by Name or Location ........................................................................ 69
How to View/Print/Save Multiple Facility Order Reports........................................................................... 70
How to View and Print the Facility’s Commissary Product List .................................................................. 73

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Trust Accounting

Opening Tiger Track

To open the Tiger Track Application/Software, double click the application icon on the desk top.
The log in box will open. Type in your username and password. If multiple “Log in to:” choose
the appropriate selection (Ex: Live, Training, Male, or Female) press enter on the keyboard or
click the “arrow” button and the Tiger Track "Home Screen" will be displayed.

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Trust Accounting

How to Lookup an Individual Inmate

Click on "Trust Accounting" then click on "Inmate Accounting". Double click on "Inmate Lookup". A
search box will be displayed.

In the Search box, type in either the inmate's last or first name, last name comma first name, or
their ID #. Then press enter on the keyboard or click the "Magnifying Glass". This brings displays
a list box of available matches to the inmate's account.

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If the correct inmate is found highlight the record and click "Select". This will open the inmates account.

The screen that is displayed is the inmates account. From here a number of tasks can be performed such
as edit information, reset a pin, change photos, add money, bill, opening & closing the account, writing
checks, cash withdrawals, pay/write off debt, and opening a trust account.

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Trust Accounting

How to Open a New Inmate Account

To make an inmate an account first go into Tiger Track. On the Home Screen under
"Inmate Accounting" and click "Open Account". The Open Inmate Account box will be
displayed.

Type in the "Id Number" (inmate's number). Type
in the last name, first name, and middle name.
Choose the gender, type in the birth date,
location, and finally click "Save".
***Note if the inmate is already in the Tiger Track
Booking Module simply typing in the "Id Number"
from the booking record and clicking the tab key
on the keyboard should display the inmates other
information.

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Trust Accounting

How to Reopen an Inmate Account

There are two options to re-opening an inmate's account. We will cover both ways and explain
the pros and cons of each one.
1. At the Home Screen of Tiger Track choose "Trust Accounting". Under "Inmate Accounting",
double click "Open Account". The open account dialog box will be displayed.

Type in the inmate's ID Number, and press tab key on the
keyboard (or click the next box). Update the inmate's
information if needed. Then, press "Save". (The account is
now open.)

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Trust Accounting

How to Reopen an Inmate Account

2. At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting,
double click Inmate Lookup. The Search dialog box will be displayed.

Type in the inmate's ID number, or last name
followed by comma then first name and press
enter on the keyboard or select the "Magnifying
Glass". The inmate's account will be displayed.
On the right side of the screen select Open Account. The screen under Notes now shows
******Opened Account*******. On the right side of the screen are multiple options for other
actions that can be performed if needed. These actions will be covered later in more detail.

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Trust Accounting

How to Close an Inmate's Account

There are two options to closing an inmate's account. (A third option is explained in the “How
to in the Batch Entry portion. It allows the ability to close multiple accounts at once.)
1. At the Home Screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click "Close Account". The search dialog box will be displayed.

Type in the inmate's ID number or last name followed by
comma then first name. Press enter on the keyboard or
select the "Magnifying Glass". The Close Inmate Account
dialog box is displayed.

Choose one of the Release Options and press "Ok"

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2. At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting,
double click Inmate Lookup. The search dialog box will be displayed.

Type in the inmate's ID number or last name followed by
comma then first name. Press Enter. The inmate's account
will be displayed.

On the right side of the screen there are multiple
options. Click Close Account. The Close Inmate
Account dialog box will be .

Under Release Options choose Leave Funds. Then,
press Ok.

****NOTE: How to write a check when closing an inmate's account is described in the how to
write checks section.

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Trust Accounting

How to Add Money to an Inmate's Account

There are two options to adding funds to an inmate's account. Option 1 is the quicker process.
Although, it is a good practice to verify all “Adds” in the cash drawer afterwards. Doing so will
help catch any errors made.
***Note: To add money to an inmate's account the account must be open.
1. At the Home screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click Add Money. The search dialog box will be displayed.

Type in the inmate's ID number or last name followed by
comma then first name.

The Inmate Add dialog box will be displayed. Choose the Add
Type. Type in the source of the money. Next, put the amount of
money to be added into the Amount box. In the Notes box, type
any extra information. Then, click "Save".

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Option two is a longer process, but gives an immediate verification. This option allows a view of
the account before and after each “Add” to verify no mistakes were made.
2. At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting,
double click Inmate Lookup. The Search dialog box will be displayed.

Type in the inmate's ID Number or last name followed by
comma then first name. The account will be displayed.
On the right side of the screen, click Add Money. The Inmate Add dialog box will be displayed.

Choose the Add Type (Ex: If it is a
check, choose check. If it is cash,
choose cash). Type in the source of
the money (EX: If a check is from
MDOC, in the source box type
MDOC).

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Next, put the amount of money to be added into the Amount box. In the Notes box, type any
extra information (EX: Booking $ from 03/17/17) and click “Save”.

***NOTE: A common practice when adding Checks or Money Orders, is to enter who it is from
in the source block, leave reference number blank, type in the amount to add in the add block
and leave a note in the note block. (EX: MAIL 5/28). It is a good practice to make copies of all
checks and money orders to file with the daily paperwork.

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How to Bill an Individual Inmate

There are 2 options to billing one inmate at a time. Option one is the quicker process for billing
an individual Inmate. Although, to verify no mistakes were made, check the inmate's account
should be verified.
1. At the Home Screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click “Bill”. The Search dialog box will be displayed. Type in the inmate's ID number or last
name followed by comma then first name. The Inmate Billing dialog box will be displayed.

Under Bill To, select the bill's type. In the
Amount Box, type in the amount of the bill.
The Payment Amount will automatically
change. In the Notes box, type any extra
information. Then, click "Save".

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How to Bill an Inmate continued…

Option two is the longer process, but allows a view of the account before and after each “Bill”.
When the “Bill” is complete it can be immediately viewed to verify no mistakes were made.

2. At the Home Screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click “Inmate Lookup” and the Search dialog box will be displayed.

Type in the inmate's ID number or last name followed by
comma then first name and click on the "Magnifying Glass".
The inmate's account will be displayed.

On the right side of the screen, click "Bill". The Inmate
Billing dialog box will be displayed.

Under Bill To, select the bill's type (If it is a medical bill,
select Medical).

In the Amount Box, type in the amount of the bill. The
Payment Amount will automatically change. In the Notes
box, type any extra information (EX: Nurse Visit from
04/17/17) and click “Save”.

***Note: The Payment Amount is how much money is paid 15
towards the bill at the completion on the transaction.

Trust Accounting

How to Bill Multiple Inmates

The Batch Entry is a fast and easy process for billing multiple inmates.
At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting, double
click “Batch Entry” and the dialog box will be displayed.
On the top left side of the screen there are two tabs Basic and Group. Click “Basic” (Basic is
usually the pre-selected tab). Uncheck the box beside “Search Open and Closed Accounts” to
bill inmates currently housed at the facility. Otherwise all current and released inmates will be
billed. Under the Name/Id box, type the inmate's ID number or last name followed by comma
then first name click “search”.

***NOTE: The Batch Entry is used when a lot of the same bills need to be applied such as Nurse
Visits, Doctor Visits, and Dental Visits. To bill items under the Batch Entry, it is suggested that all
of the bills be under same reason and date/time frame.

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Make sure the correct name is highlighted in blue (select the correct name to highlight it blue).
Then click “add”. The inmate's name will then go inside the box on the right. Proceed by adding
the next inmate into the Name/Id box. When all of the inmates are in the box on the right
proceed to Step 3.
***Note: Always skip Step 2. In Step 3, choose Bill. Then, click “Go”. The Billing dialog box will
be displayed.
Under Bill To, select the bill's type. In the Amount Box type in the amount of the bill. In the
Notes box, type any extra information. Then, click “Save”.

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How to Load a Debit Release Card

At the Home Screen of Tiger Track choose Trust Accounting. Select Inmate Lookup and the search dialog
box will be displayed.

Type in the inmate's ID number or last name followed by comma then first name and press
enter on the keyboard or click the “Magnifying Glass”. The Detainee Account window will be
displayed.

On the right side of the screen select Close
Account and the Close Inmate dialog box
will be displayed.

Under Release Options click the bubble next to “Debit
Release” and type in a note of why the funds are being
released if desired.

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***Note: there are two options at the bottom of the Close Inmate Account dialog box. If the
inmate has any outstanding bill balances checking the Pay Bills option will deducted the bills
from the Spending Balance. The remaining balance will be transferred onto the card. The Leave
Account Open option can be used if the remaining balance is being released to the inmate but
the inmate will not be released from jail.
Click “OK” and the Debit Card Release dialog box will be displayed.

Fill in the Card #, the amount and PIN will be prefilled, and enter any notes desired. At the
bottom of the dialog box the address can be updated if needed, select the number of receipt
copies desired and click “Save”. A dialog box will display instructing you to swipe the card
through the card processor and the remaining balance will be added to the card.
***Note: You must have card processing equipment to do a debit release. If no equipment is found
attached to the Commissary computer an error message will display “NO CARD PROCESSOR FOUND”.
***Best Practice: It is always beneficial to make notes in “Note” fields. This will help later if there are
questions about why and to whom money was released.

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How to Write Checks from an Inmate's Account, Without Closing

There are 2 options to writing a check from an inmate's account, without closing it.
**Option 1 is the quicker process. Although, it is a good practice to verify the checks with the
information shown on the inmate's account.

1. At the Home Screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click “Write Inmate Check”. The Search dialog box will be displayed.
Type in the inmate's ID number or last name followed by
comma then first name. The Write Check dialog box
will be displayed.
In the Payable To box, type in who the check is to. In
the Check # box, type in the check number (verify it
with the check). In the Amount box, type in the
amount of the check.
In the Memo box, type in the notes. In the Additional
Notes box, type in additional notes. Press Save.

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How to Write Checks from an Inmate’s Account, Without Closing continued…

**Option 2 this option allows the account to be viewed before and after each check is written
to verify no mistakes were made on the check.

2. At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting,
double click “Inmate Lookup”. The Search dialog box will be displayed.

Type in the inmate's ID number or last name followed by comma then first name. The inmate's account
will be displayed.

On the right side of the
screen, click “Write Check”
the dialog box will be
displayed.

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In the Payable To box, type in to
whom the check is written.

In the Check # box, type in the check
number (verify it with the check).

In the Amount box, type in the
amount of the check. In the Memo
box, type in the notes (EX: refund
12345 or the reason of the check).

In the Additional Notes box,
document any additional notes
desired and click “Save”.

****NOTE: The Write Check box will have an option at the bottom of the screen to print
receipts with the check (Receipt Copies). Choose how many copies to print (If no receipt is
desired, choose 0). If receipts are to be printed, the receipt will print before the check. Make
sure to place the check paper behind the number of receipts have chosen to print.

View the check entry is correct and then click “close” in the upper left corner of the screen.

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How to Write Checks from an Inmate's Account, while Closing

There are two options to writing a check from an inmate's account, while closing it.
**Option 1 is the quicker process however; it is a good practice to verify the checks with the
information shown on the inmate's account.

1. At the Home Screen of Tiger Track choose Trust Accounting. Under Inmate Accounting,
double click “Close Account”. The Search dialog box will be displayed.
Type in the inmate's ID number or last name
followed by comma then first name. The Close
Inmate Account dialog box will be displayed.
Choose Write Check
and the Write Check
box will be displayed.

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In the Payable To box, type in who the
check is to. In the Check # box, type in
the check number (verify it with the
check). In the Amount box, type in the
amount of the check. In the Memo box,
type in the notes. In the Additional
Notes box, type in additional notes.
Press Save.

View the check entry is correct and then click “close” in the upper left corner of the screen.

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How to Write Checks from an Inmate's Account while Closing continued…

**Option 2 is the longer process, but gives an immediate verification. This option allows the
account to be viewed before and after each check is written.
When the check is complete, immediately viewing the information verifies no mistakes were
made on the check.

2. At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting,
double click “Inmate Lookup”. The Search dialog box will be displayed.
Type in the inmate's ID number or last name
followed by comma then first name. The
inmate's account will be displayed.
On the right side of the screen, click
“Close Account”. The Close Inmate
Account dialog box will be displayed.

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Under Release Options choose Check, click “Ok” and the Write Check dialog box will be displayed.
In the Payable To box, type in who the
check is to. In the Check # box, type in the
check number (verify it with the check). In
the Amount box, type in the amount of
the check. In the Memo box, type in the
notes (EX: refund 12345 or the reason of
the check). In the Additional Notes box,
type in additional notes, click "Save".

Verify the log entry is correct and now shows closed. Then exit the screen by clicking the red
"X" in the upper left corner of the screen or the "Exit Screen" button in the upper right corner
of the screen.
***NOTE: The Write Check box will have an option at the bottom of the screen to print receipts
with the check. Choose how many copies to be printed (If no receipts desired, choose 0).
Receipts will print before the check. Make sure to place the check paper behind the number of
receipts to be printed.

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How to Write Checks to Pay Tiger Correctional Services

At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting, double
click “Write Check”. The Write Check dialog box will be displayed.
***Note: When paying Tiger for the commissary, the commissary and the taxes must be paid on
separate checks.

In the Payable To box type Tiger Correctional
Services. In the Check # box type in the check
number (verify with the check). In the Memo box
type in the invoice numbers being paid (EX: 12345,
12346, 12347 & 12348). If paying taxes, in the
Memo box write taxes and then the invoices (EX:
Taxes 12345, 12346, 12347 & 12348). After filling in
the check information, click the green “Plus” symbol.
The Add Line Item dialog box will be displayed.
***Note: Invoice numbers for Commissary and
Taxes should always match.

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Select a choice from the item
drop down menu. The program
will load the Equity Balance
(available balance in that sub-
account). Once the Equity Balance
loads in the Amount field type in the amount due. (EX: $1,234.56) and click “Save”.

The Line Item Type and Amount will show up in the Line Items box. The Total will automatically
fill in to match the Line Items Amount. Verify that the Total is the correct amount. Make sure
the check is in the printer. At the bottom of the screen, click “Save”. The check will print.
Please mail all payment checks for Tiger Correctional Services to:
Tiger Correctional Services
Attn: Christie Prestidge
515 W. Washington Ave.
Jonesboro, AR, 72401

***Best Practice: It is wise to make a copy of each check for your records. Also, the Write
Check box will have an option at the bottom of the screen to print receipts with the check
(Receipt Copies). Choose how many copies to print (If no receipt desired, choose 0).

***Note: If printing receipts, the receipt will print before the check so make sure that the check 28
is the second screen or behind the number of receipts set to print.

Trust Accounting

How to Write a Check from a Sub-Account (EX: Medical & Dental)

At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting, double
click “Write Check” and the Write Check dialog box will be displayed.

In the Payable To box, type who the check is to. In
the Check # box, type in the check number (verify
with the check). In the Memo box, type in the
reason for the check (EX: Inmate Dental Fees April
2017). After filling in the check information click
the green “Plus” symbol.
The Add Line Item dialog box will be displayed.

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Select a choice from the item drop
down menu. The program will load
the Equity Balance (available
balance in that sub-account). Once
the Equity Balance loads in the
Amount field type in the amount due. (EX: $123.56) and click “Save”.
The Line Item Type and Amount will show up
in the Line Items box. The Total will
automatically fill in to match the Line Item
Amount. Verify that the Total is correct, add
any notes desired in the Notes field, and
make sure the check is in the printer. At the
bottom of the screen, click “Save” and the
check print verification message will display.

When ready to print Click "OK" and the
check will print.

***Best Practice: It is wise to make a copy of each check for your records. Also, the Write
Check box will have an option at the bottom of the screen to print receipts with the check
(Receipt Copies). Choose how many copies to print (If no receipt desired, choose 0).

***Note: If printing receipts they will print before the check so make sure that the check is the
second screen or behind the number of receipts set to print.

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How to Void Checks

There are two options to void a check from an inmate's account and one option to voiding a
check from a sub-account (Ex: Dental).
***Note: Only void checks that are in hand or checks that have had a stop payment made.
Otherwise; never void a check that is not in hand.
***Option 1 can be used to void checks written from both an inmate's account and a
subaccount. This route can void any check in the system.

1. At the Home Screen of Tiger Track, choose Trust Accounting. Under Facility Accounting,
double click “Check Register” and the Check Register dialog box will be displayed.
Under Filter Options select the
By Check # box. Type in the
check number(s) to be deleted
(Both boxes must have a
different number). Click "Filter"
and select the “check number”.
The line will now be highlighted
in blue. Click “Void/Unvoid” and
a verification box will be
displayed.

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Choose an option and type an explanation of why this check is being voided (Ex. error or printed
paperwork on check) and click “Ok”.

***Note: there are two other ways to find a check (By Date and Show Checks). By Date: then select the
correct From/To dates click "Filter" and follow the instructions above. Show Checks: Place a check mark
next to Show Checks then click "Filter" and follow the instructions above.
**Option 2 is only for voiding checks directly from the Inmate's Account. The check # and the
inmate's correct account must be known.
How to Void Checks continued…

At the Home Screen of Tiger Track, choose Trust Accounting. Under Inmate Accounting, double click
“Inmate Lookup”. The Search dialog box will be displayed.

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Type in the inmate's ID number or last name
followed by comma then first name. The
inmate's account will be displayed.

On the history part of the screen, look or scroll down to find the transaction for the check (Under Entry
Type it will say BankCheck). Once the transaction for the check is found, select it with a single click (it
will highlight blue).

On the right side of the screen,
click “Void”. The Void Check
dialog box will be displayed.

Type an explanation as to why the check is being
voided (EX: error, wrong information, wrong
amount, printer error, etc.) and click “Ok”.

Select “Yes” or “No” for a receipt. The transaction on the History
screen will be displayed in red and the money will return to the
inmate's account.

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How to Reverse a Voided Check

***Option 1 can be used to reverse a void check written from both an inmate's account and a
subaccount. This route can reverse a void for any check in the system.
1. At the Home screen of Tiger Track choose Trust Accounting. Under Facility Accounting,
double click “Check Register” and the Check Register screen will be displayed.

Under Filter Options select
the By Check # box. Type in
the check number(s) to be
deleted (Both boxes must
have a different number).
Click "Filter" and select the
“check number” line which
will be red and have a capital
"V" in the line to signify that
the check is voided.
The “Void/Unvoid” dialog box will be displayed.
Click "Yes" or click "No".

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How to Use the Check Register

At the Home screen of Tiger Track choose Trust Accounting. Under Facility Accounting double
click “Check Register”. The Check Register screen will be displayed.

To see checks: There are three ways to view checks in the Check Register.
Midway down the left side of the screen there is a “Filter Options” area.

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Under Filter Options check only the:
1. By Date box: Select the correct From/To dates and select the Show Checks box. Click
“Filter”. On the right side of the screen find the check number and select it by clicking
once; the line will be highlighted in blue.
2. Show Checks box: Select the Show Checks check box and click “Filter”. On the right side
of the screen find and select the check number. The line will be highlighted in blue.
3. By Check # box: Type in the check number(s) (Both boxes must have a different
number) and click “Filter”. On the right side of the screen find the check number, select
the line, and it will be highlighted in blue.

To see deposits: At the Home screen of Tiger Track, choose Trust Accounting. Under Facility
Accounting, double click to display the “Check Register”. Under Filter Options, check only the By
Date box (At this point make sure nothing else is checked). Then, select the correct From/To
dates. Check the “Show Deposits” box and Click “Filter”. On the right side of the screen select
the correct information/line and it will be highlighted in blue.
To see adjustments: At the Home Screen of Tiger Track, choose Trust Accounting. Under Facility
Accounting, double click “Check Register”. The check register screen will be displayed. Under
Filter Options check only the “By Date” box (nothing else should be checked). Select the correct
From/To dates, check the “Show Adjustments” box and click “Filter”. On the right side of the
screen find the adjustment information select the line and will be highlighted in blue.
To view the Bank Reconciliation:
For information on bank reconciliation please see How to Reconcile a Commissary Bank
Statement.
***Note: Tiger Track will requires each month to be reconciled before moving to the next
month.

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How to Reconcile the Commissary Bank Statement

At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting double
click “Check Register”. The Check Register Screen will be displayed.

At the top left of the check register screen under the Bank Account Information click
“Reconcile” and the Reconciliation Screen will be displayed.

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***Note: every month has to be balanced before Tiger Track will allow moving to the next month’s
statement.
In the Existing Reconciliation box click once on the month to be balanced and click “Next” on the top left
of the screen and the Checks/Deposits screen will display allowing the user to check off which checks
and deposits show on the bank statement.
***Note: after completing each screen click “Next” and “Finish” at the top of the screen in order to save
any checks/deposits checked and adjustments made.
If unable to reconcile call the Tiger Tech Support at (877) 844-3726 extension 1. The Tech
Representative will be able to help identify the issue and get that month’s work to reconcile.
***Best Practice: It is strongly recommended to reconcile each month. Deposits made should
be done as soon as the consolidation sheet is pulled. This will help to make sure that deposit
makes it to the bank and will be listed on the correct months coinciding bank statement.

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How to Operate the Batch Entry

At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting double
click “Batch Entry” and the screen will be displayed.

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Viewing Multiple Accounts:

At the top left of the screen find Step 1 – Inmates.
There are two tabs and the Basic tab should be selected; if not select it. Unselect the box for
Search Open and Closed Accounts (If needing to look up both open and closed accounts keep it
selected).

In the Name/Id box type in the inmate's ID number or last name followed by comma then first
name. Press enter or click “Search”. In the Results box one or more inmate's names will be
displayed (The Results box is underneath the Name/Id box.). Select the correct inmate's name
and click “Add”.

The inmate's name will be displayed on the right side of the screen; continue adding all inmates
to be viewed. Once the inmates are added skip Step 2 – Select, Under Step 3- Action check View
List, and click “Go”. The document will display in the document viewer screen.

Billing Multiple Inmates at Once: see “How to Bill Multiple Inmates”.

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Closing Multiple Accounts at Once:

At the top left of the screen Step 1 – Inmates;
the Basic tab should be selected; If not select
it and unselect the box for Search Open and
Closed Accounts.

In the Name/Id box type in the inmate's ID
number or last name followed by comma then
first name and press enter on the keyboard or
click “Search”. In the Results box one or more
inmate's names will be displayed (The Results
box is underneath the Name/Id box.). Select
the correct inmate's name and click “Add”.
Continue adding all of the inmate’s accounts,
when complete skip Step 2 – Select, and
Under Step 3 – Action check Release, and click “Go”. Fill in the information, uncheck Print Check
if giving a debit release card, adjust number of receipt copies to print, and click “Save”. If it
prompts to write a check click “cancel” and it will close the account(s).

Writing Notes on Multiple Inmate's Accounts:
At the top left of the screen there is an area for
Step 1 – Inmates. The Basic tab should be
selected. If not select it and unselect the box
for Search Open and Closed Accounts

In the Name/Id box type in the inmate's ID
number or last name followed by comma then
first name and press enter or click “Search”. In
the Results box, one or more inmate's names
will be displayed (The Results box is
underneath the Name/Id box.). Select the correct inmate's name, press enter on the keyboard
or click ‘Add” and continue adding all of the inmates to view. Once finished adding the inmates
on the middle left side of the screen skip Step 2 – Select. Under Step 3 – Action, check Inmate
Notes, in the box below the Inmate Notes type in the note to be added to the inmates account
(EX: Indigent), and click “Go”. A box prompt is displayed “Inmate Notes Saved!” Click “OK”

Group: At the top left of the screen, there is an area for Step 1 – Inmates. There are two tabs.
Choose the tab labeled Group. The area will change. Under the Select Group choose which
document to view (EX: Indigent). Click “Add”. On the top right side of the screen, the inmate's
name will appear. To view the report, on the middle left side of the screen skip Step 2 – Select.
Under Step 3- Action, check View List. Click “Go”. It will pull up a view document Screen.

***NOTE: A List of inmates can be viewed, billed, and notes made on multiple accounts at
once. Follow the steps as if closing multiple accounts.

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Trust Accounting

How to Consolidate a Cash Drawer at the KIOSK

At the kiosk press the top right of the
screen 2 times, press the top left of the
screen 1 time, and press the center top
of the screen 1 time.

A Key Pad will be displayed to key in the
four digit code (EX: 1234) and click “OK”.

On the next screen select the green “Collect Cash” link and a consolidation page will display and
the receipt will print. Make sure the total amount on the receipt matches the total on the
Consolidation screen.

Use the key to unlock the kiosk and take
out the money holder. Separate the
money and verify the amount. The
amount counted should be the same as
the amount on the receipt.
If the amount is correct put the empty
money holder back in to the kiosk and
use the key to lock the kiosk.

***Best Practice: It is a recommended
to verify the consolidation with another
person and have that person to sign or initial the receipt. It is also recommended to make the
deposit of cash the same day or the next business day so that the deposit will show up on the
current month’s bank reconciliation.
***Note: If the cash is less than what the receipt says, check the machine again. If there is no
more money in the kiosk retrace the steps and verify that no money fell out.

If unable to reconcile call the Tiger Tech Support at (877) 844-3726 extension 1. Tell the Tech
Representative the issue and if the cash is more or less than what the receipt shows.

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Trust Accounting

How to Record a Deposit

***Note: Do not combine deposits they should be kept separate for filing purposes. There are
three common cash drawers used by facilities; the Cash, Kiosk, and Booking cash drawers.
To start the deposit(s) process check to see if the cash drawers have been consolidated. If they
have not be consolidated complete the consolidation process verifying that the amounts are
correct in each consolidation.
Once the consolidations match use the Tiger Track system to make the deposits.
At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting double
click “Record Deposit”. The Make Deposit window will be displayed. On the left side of the
screen the Cash Drawer Consolidations should already be selected; if not select it. Change the
From drop down menu to Undeposited Funds.

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Trust Accounting

1. Cash Drawer: Check the box for the Cash
Drawer and verify that the amount of money is
correct. On the bottom left of the Make Deposit
window there is a Notes box. Type in a note for
the deposit (EX: Deposit 05/01/2017). After
making the note click “Save” and a receipt will
print completing the deposit. Double check the
receipt to verify it is correct, initial it, and file it
with the paperwork.

2. Kiosk Drawer: Check the box for the Kiosk Drawer and verify the amount of money is correct.
On the bottom left of the Make Deposit window there is a Notes box. Type in a note for the
deposit (EX: Lobby Kiosk Deposit 05/01/2017). After making the note click “Save” and a receipt
will print completing the deposit. Double check the receipt to verify it is correct, initial it, and
file it with the paperwork.

3. Booking Kiosk Drawer: Check the box for Booking Kiosk Drawer and verify the amount of
money is correct. On the bottom left of the Make Deposit window there is a Notes box. Type in
a note for the deposit (EX: Booking Kiosk Deposit 05/01/2017). After making the note click
“Save” and a receipt will print completing the deposit. Double check the receipt to verify it is
correct, initial it, and file it with the paperwork.

***Best Practice: If a mistake is made on the deposit, call the Tiger Tech Support at (877) 844-
3726 extension 1 for assistance.

***NOTE: Making a note helps to distinguish deposits from one another while doing the bank
reconciliation (If someone else does the bank reconciliation this helps to cover the user’s steps
with the money. By having a note with Booking Kiosk and the date it is easy to determine who
did the reconciliation).

***Best Practice: When doing a deposit for a consolidation there is an option for adjustments.
However, it is recommended that one of the Tiger Technicians handle the adjustments.

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Trust Accounting

How to Record a Manual Deposit

At the Home Screen of Tiger Track choose Trust Accounting. Under Facility Accounting double
click “Record Deposit”. The Make Deposit window will be displayed.

The Cash Drawer Consolidations should already be
selected. Change the selection to Manual Deposit,
choose the correct date for the deposit, and click
the green “plus” symbol. The Add Line Item window
will be displayed.

***NOTE: Manual Deposits are NOT to be used for
money that goes into the Cash Drawers.

***NOTE: Print more or less receipts by changing
the number of receipt copies. This is found under
the Notes section of the Make Deposit dialog box.

In the Item box choose the sub-account
the money is to be deposited into. (EX:
General Fund/Contraband). The program
will automatically load the Customer
Ledger Account. Once the Customer
Ledger Account loads type the amount into Amount field and Click “Save”.

Verify that the amount and sub-account are correct.

45

Trust Accounting

How to do a Journal Entry

Journal Entries allow movement of move money from account to account such as: inmate
account to inmate account, sub-account to sub-account, inmate account to sub-account, and
vice versa.
At the Home Page of Tiger Track choose Trust Accounting. Under Facility Accounting, double
click Journal Entry. The Journal Entry dialog box will be displayed.
1. Inmate Account to Inmate Account: At the top left of the Journal Entry Bar, select Inmate to

Inmate Transfer. On the left side of the bar in the
From (Debit) area, click the magnifying glass to
search for the inmate's account. This account will
be where money is deducted.
Next, on the right side of the bar in the To (Credit)
area, click the magnifying glass to search for the
inmate's account. This account will be where the
money is transferred/added. On the bottom left of
the screen type in the amount of money that
needs to be transferred and select the date. In the
Notes box type in the reason for the transfer. (EX:
Tonya added money to the wrong inmate account.
This is the correction.) Click “Save”.

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Trust Accounting

2. Inmate Account to Sub-account: At the top left of the Journal Entry screen, select <Manual
Entry>. On the left side of the dialog box in the From (Debit) area, select Inmate Account. Click

the “magnifying glass” to search for the inmate's account.
This account will be where money is deducted.

Next, on the right side of the screen in the To (Credit) area
select Facility Account. On the drop down menu select the
sub-account in which to transfer money. On the bottom
left of the screen type in the amount of money to be
transferred and select the date. In the Notes Box type in
the reason for the transfer. (EX: The inmate broke a
microwave. This is the payment for the microwave.) Click
“Save”.

3. Sub-account to Inmate Account: At the top left of the Journal Entry Bar, select <Manual
Entry>. On the left side of the bar in the From (Debit) area, select Facility Account. On the pull
down menu select the sub-account from which to transfer the money. This account will be
where money is deducted.

In the To (Credit) area select Inmate Account. Click the
“magnifying glass” to search for the inmate's account. This
account will be where the money is transferred. On the
bottom left of the screen, type in the amount of money to
be transferred and select the date. In the Notes Box type in
the reason for the transfer and click “Save”.

4. Sub-account to Sub-account: At the top left of the Journal Entry dialog box select <Manual
Entry>. On the left side of the screen in the From (Debit) area select Facility Account. On the
pull down menu select the sub-account from which to transfer the money. This account will be
where money is deducted.

Next, on the right side of the dialog box in the To (Credit)
area select Facility Account. On the drop down menu
select the sub-account where to transfer the money. On
the bottom left of the screen type in the amount of money
that needs to be transferred and select the date. In the
Notes Box type in the reason for the transfer (EX: Moving
money from General Fund into the Property Damage Fund:
due to change of billing) and click “Save”.

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Trust Accounting

How to Correct a Journal Entry

If a mistake is made on a journal entry it can be corrected. To correct it reverse the previous
entry that was incorrect. (EX: If $25 was supposed to be from one account to another and
transferred $26 by mistake.) Reversing the “to and from” accounts will put $26 back into the
account. This will correct the mistake.

How to Use the Accounting Reports

At the Home Page of Tiger Track, choose Trust Accounting. Under Facility Accounting, double click
“Accounting Reports” The Accounting Reports screen will be displayed.

***Note: There are multiple reports and options in the Accounting Reports. Below will describe the
different options.


At the Home Page of Tiger Track, choose Trust Accounting. Under Facility Accounting, double click
Accounting Reports. The Accounting Reports page will be displayed.

***Note: There are multiple reports and options in the Accounting Reports. Below will describe the
different options.

The left side of the screen is a selection of reports and the right side is the filters to set parameters 48
(EX: Date) for the report.

 Item Transaction History: this report can be filtered by date and Accounting Item. This
report shows a detail transaction history for the account chosen and the time period selected.

 Auditing Balance Sheet: These report parameters can be set for a specific date, module
accounting, and cash accounts. This will show bank balances, facility account balances and
detainee balances. This report can be used to quickly check to see if all accounting items are
in balance. This is a great month end report to run. (This is directly from the Trust
Accounting Manual)

 Kiosk/Web Payment Fees: 2 wording options (#1 is directly from the Trust Accounting
Manual)

1. This report shows the fees for kiosk and web payments that are due to Tiger
Commissary for a specific date range. This report also lists a transaction detail showing
each fee charged.

2. This report is meant to run on a monthly basis. The report generates the fee amount due
to Tiger at the end of the month. Also, it shows a list of transactions detailing each fee
charged.

 Facility Account A/R: This report shows all bills and receipts for a specific date range in the
sub-account that was chosen.

 Inmate Bills: This report shows all bills entered in the category chosen by the user within a
specific date range. It includes the Entry Date, Bill Category, Inmate Name, Transaction ID,
and the Amount. It displays the Grand Total at the top and bottom of the report.

 Work Release Deposit Summary: This report shows a summary of the deposits to the work
release sub-account and the total amount for the chosen date range.

Trust Accounting

 Facility Account Collections: This report shows an itemized list of bills collected from the
chosen sub-account in the range of dates selected. The report shows the transaction numbers,
the entry dates and times, the names of detainees, the bill notes, and the amount charged to
each inmate.

 Work Release Detail: This report shows the total amount received from each work release
vendor. (This is directly from the Trust Accounting Manual)

 Work Release Summary: This report shows a summary of the amounts received from each
work release vendor. (This is directly from the Trust Accounting Manual)

 Facility Account Trial Balance: This report provides a broad overview of every facility
account within a chosen date range. It displays the amount from Start to End date and also
provides more details such as the amount of the checks written out of each account, the
amount of any bills collected or voided, the amount of any journal entries, the total amount of
deposits, and the amount of facility collections. It provides a total at the end of the row.

 Debit Release Settlement: This report shows each debit release settlement with the date it
was settled and the total amount of the settlement. It then goes on to give details of the
separate debit releases that were done within the date range chosen. It displays the inmate
name with an amount to easily view all debit cards that were given to inmates upon release.

 Work Release Withholdings: If the facility uses the Work Release Paycheck feature, this
report displays all withholdings entered during the date range chosen.

 Facility Account Distributions: This report will show all disbursements made within a
chosen Accounting Item and date range. Typically, this will display all checks written out of
a facility account within a date range and include who the checks were written to and the
total amounts at the bottom. It is used to easily find any check writing errors in cases were
checks were written out of the wrong facility account.

 Inmate Balances (Cash and Billing): The report shows cash balances and bill balances of
detainees for a specific date. The user can filter this report by open or closed accounts and
can choose to sort this report by ID number, name or location. (This is directly from the Trust
Accounting Manual)

 Inmate Trial Balance: This report shows a summary of all activity in the detainee trust
checking account for a specified date. This report shows a beginning balance, additions,
checks written, adjustments, voids and an ending detainee balance.

 Inmate Balances (Beginning and Ending): This report shows the beginning and ending
account balances for a specific date of all detainees. This report can be filtered by open or
closed accounts and the user can choose to sort by ID number, name or location.

 Inmate Account History: This report makes an individual transaction history page for each
inmate’s accounts according to the date range selected. (EX: dates from 5/1/17 to 5/2/17, will
display a transaction history for each inmate in the facility for those dates.)

 Inmate Adds: This report shows all of the money added into an inmate’s account (inmate
adds) for the selected date range. This report also shows the receipt numbers, the total
amount of money deposited, who the money is from, and more.

***Best Practice: The Inmate Add report should be run for each cash drawer consolidation and 49
deposit recorded for the date range of that deposit. Inmate Adds at the facility (not web deposits or
credit card deposits) should equal the cash drawer consolidations. This is a great report to print for
daily balancing of cash drawers and provides an audit trail.