Basic_Trust_Accounting

Trust Accounting

 Inmate Adds (No Drawer Groups): Same as the Inmate Adds report, but not sorted into the
different cash drawers that are set up. Shows inmate adds in receipt order.

 Inmate Balances (Export as CSV): this is a report for Pay My Jailer
 Bank Account Trial Balance: This report shows a summary of all transactions for a specific

date and the bank account chosen. This report shows the starting balance with all additions,
subtractions and adjustments and an ending balance. A great report to spot check balancing in
the middle of the month. (This is directly from the Trust Accounting Manual)
 Check Register: This report shows all checks written and all deposits made, the date,
payable to, Tiger user and amount for a specific date. Checks and deposits each show a grand
total. (This is directly from the Trust Accounting Manual)
 Bank Reconciliation: This is the Bank Reconciliation report and allows users to view and
print previous bank reconciliations for the bank account chosen. (This is directly from the
Trust Accounting Manual)
 Check Register Detail: This report is much like the Check Register report but shows the
check number, date/time of check, who the check is payable to and the amount of the check.
The second portion of the report shows deposits with details. This entire report is filtered for
a specific time period. (This is directly from the Trust Accounting Manual)
 Recaptured Checks: This report shows all recaptured checks for the bank account chosen,
the date of the check, who it was payable to and the amount. (This is directly from the Trust
Accounting Manual)
 Voided Checks: This report shows the check number, date of check, void date and the
detainee or facility account the check was written on and the amount. (This is directly from
the Trust Accounting Manual)
 Ledger Balance Sheet: This report shows all assets balanced against all receivables for a
specific date for the entire facility. (This is directly from the Trust Accounting Manual)
 Ledger Transaction History: This report shows all activity for a specific date range on the
selected Ledger account. For example, commissary taxes income ledger account shows each
entry in the program, the bill the entry generated from, the detainee the bill was to, the
amount for each transaction and a running balance for the Ledger account. (This is directly
from the Trust Accounting Manual)
 Journal Entry History: This report shows every journal entry in the selected sub-account
selected between the date ranges chosen.
 Ledger Trail Balance: This report shows all Ledger Accounts, the starting balance, all
debits and credits and the ending balance for a specific date range. (This is directly from the
Trust Accounting Manual)
 Accounting Entry History: This report shows all bills and payments for every bank account
for a specific date range. This report can be quite lengthy for a longer date range period.

***NOTE: If the user is looking for a specific transaction the shorter the date range selected in the
report the easier it is to find the transaction.

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How to Print an Accounting Report

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

On the left side of the page choose the report to run and the right side of the page choose the
parameters. (EX: Change the date under From to 04/01/2017. Change the “To”; to 04/30/2017.
Under the Accounting Item drop down menu select the sub-account from which to view a
transaction history from such as Medical.)
Two options to print the report is available.
**Option 1 at the top left of the page click the “Print” button and the document will print.
**Option 2 at the top left of the page click the “View” button. The document viewing page will
be displayed. On the top of the screen click “Print”. The Print dialog box will be displayed, click
“Print” and the document will print.
****NOTE: At the top of the screen the options to view are Save/Export, Modify, and Print.

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How to View and Print an Inmate’s Commissary Order(s)

At the Home Page of Tiger Track, choose Commissary. Under Commissary, click Inmate Lookup.
The Search bar will be displayed.
Type in the inmate's ID number or last name followed by comma then first name and press the
enter key on the keyboard. The inmate's account will be displayed.
The Inmate Orders area is top middle of the screen. The dates and information below are from
all of the inmate's past orders. Select the date of the order to view/print. That order's line will
highlight blue.

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1. To View the Items Ordered: double click the date (or click the plus symbol to the left of the
date). The items in the order will be displayed. To minimize the order after viewing it, double
click the date (or click the minus symbol to the left of the date).
2. To View the Order as a Document (Print Preview): After clicking the correct date at the top
right of the Inmate Orders area click “View”. The Inmate Order Receipt page will display as a
document.
****NOTE: From here several options are available including: print, print preview, change the
page setup, and save/export the document as a word, excel, or pdf.
3. To Print a Single Receipt: There are 2 options to printing the inmate's order(s).

• After clicking the correct date the line will highlight blue. In the top right corner click
“print” and the receipt will print.
• After clicking the correct date the line will highlight blue. In the top right corner click
“view”, click “print”, and the receipt will print.

How to Restrict Commissary Orders

At the Home Page of Tiger Track, choose Commissary and double click “Inmate Lookup”. The
Search bar 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.

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Click “Add” in the Restrictions area of the screen and the dialog box will be displayed. Under
the Applied Date enter the date and in the Remove after Days box enter how many days the
inmate will be restricted. In the Description box check the box for the appropriate restriction(s)
(EX: Commissary, Hygiene Only, etc.) and click “Save”. The restriction will now show in the
Restrictions area.

***NOTE: From here several options are available including: delete or edit the restriction by
highlighting the restriction and clicking edit or delete.

How to Manually Add, Edit or Delete an Individual’s Order

Before Sending the Facility Order to the Warehouse

At the Home Page of Tiger Track, choose Commissary and double click Open Current Order. The Facility
Order dialog box will be displayed.

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***Note: Adding, editing or deleting an individual inmates order is generally due to; a restriction by the
jail, diabetic diet, or a zero balance.

Select the inmate’s name for the order and click “Edit” on the top right side of the screen.
1. Adding an Item: in the Item # box put the number of the item (EX: Put 6010 for
Coffee). In the Qty (Quantity) box put the number of item(s) the inmate wants to receive and
press the Enter key on the keyboard. The item will now appear in the Items area. Finally, at the
bottom of the Inmate Order bar, click Save. This will save the changes to the inmate’s individual
order.

2. Removing an Item: to remove an item, locate the Items area. In that area, locate and
select the item to delete. On the top right of the Items area, click the “Red Minus” (delete)
button. A dialog box will be displayed to confirm the deletion. Click “Yes” and the item will now
show a strike through the line. Finally, at the bottom of the Inmate Order bar, click Save. This
will save the changes to the inmate’s individual order.
***Best Practice: Verify that the order edited is correct or no longer listed if applicable.
***NOTE: Once a Facility Order is finalized, an individual’s order cannot be removed.

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How to Pull the Weekly/Daily Commissary Order

At the Home Page of Tiger Track, choose Commissary. Under Commissary double click Open Current
Order. The Facility Order dialog box will be displayed. There are two ways to submit commissary orders.
***Option 1 is for orders made by inmates via phone or kiosk.
Top middle of the screen click “Phone” (__ # of Orders) and the page will automatically import the
orders. Once it is finished importing The Phone Order Selection dialog box will be displayed.

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Click “Save Orders” and the orders will load and any necessary changes to the order can be made.
On the top of the Facility Order area click “Finalize” and the Finalize order dialog message will be
displayed.

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Click “Yes” to bill the inmates. Once billing is complete a message is displayed asking if the order is to be
sent to the warehouse.

Click “Yes” to submit the order for processing.
***NOTE: To verify that the order was sent to the warehouse go to the Order Management screen. If
the order line is black the order sent to the warehouse. If it is another color go back into the order and
see what issue needs to be resolved or contact Tiger support if assistance is needed at 877-844-3726.
***Option 2 is for manually entering the orders in one by one.

Click “Add” at the top of the screen to open a new order and the Quick Search dialog box will be
displayed.

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Type in the inmate’s last name, first name or ID, click the “Magnifying Glass” and the Inmate Order
dialog box will be displayed.
Enter the Item # for the commissary product to be ordered and press the enter key on the keyboard. If
an item is entered incorrectly select the line item that is wrong and click the “Red Minus” button on the
screen.

Continue entering all items until the order for the inmate is complete and click “Save. Once all of the
orders are added into the system, it is time to send the order. On the top of the Facility Order area, click
Finalize. A box will be displayed. Click “Yes”, to bill the inmates. As soon as it has finished billing the
inmates, another box will be displayed. Click Yes. This will send the order to the warehouse.

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How to Credit an Inmate’s Account

At the Home Page of Tiger Track choose Commissary and double click Order Management. The Order
Management page will be displayed.

Double click the “order #” and the Facility Order screen will be displayed.

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Locate the name of the inmate to be credited and double click the inmates name to expand and display
all items ordered. Check the box next to the incorrect item(s) in the list. Complete this process for each
inmate that requires an item to be credited. Once all selections are made click “Credit” in the upper
right corner of the screen and a message box will be displayed.

Click “Yes” and the Add/Edit Inmate Order Line Item dialog box will be displayed.

Enter the number/quantity of items to be credited and click save.
Click “Yes” to view the Credit Order.

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Only the items being credited will show on the credit order screen.

***Note: Credits should only be made to an inmate’s account once the shortage form has been sent to
the distribution center and verified with Tiger staff that the adjustment has been made. When Tiger
makes the adjustment at the distribution center it credits the jail’s account. It is up to the jail to credit
the inmate’s account.
There are four reasons to send a shortage form to the distribution center.

1. An item in an inmate’s order was missing.
2. An item was damaged (example item was open or broke).
3. An item was wrong (example a brush was sent instead of a comb).
4. An item(s) need crediting (example accidentally keyed in the wrong quantity of an item or

facility asks for credit because inmate was released before order arrived).
***Best Practice Verify that the credit was completed. Go to Order Management if the line is black the
order was completed and sent to the warehouse. If the line is any other color call tech support at 877-
844-3726 for assistance in figuring out why the order did not complete.

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How to Document and Send the Shortage Sheet

(This is the form given to the facility by the Distribution Center/Warehouse. If a copy of the
form is needed please contact the distribution center manager and request a copy.)

Gather all receipts for items missing, damaged, wrong, or credited.

Fill out the Order Shortage form with the Facility Name, Order and Warehouse Order Number
(located on the receipt). The Order Date will be the date of the original order, enter the Item
Description, circle the Reason Code, and enter the QTY. Each missing item will fill one line
(example: If an inmate has two shortages, it will fill two lines).

Once the Order Shortage Form is completed, send it to the Distribution Center via fax or email.

The shortages will be sent back to with the next order.

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How to Operate Location Management

At the Home Page of Tiger Track, choose Commissary and double click Location Management. The
Location Management screen will be displayed.

Find and double click the correct inmate name. The Move Inmate dialog box will be displayed.

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In the Location 1 box type in the inmate’s location. If the inmate has more than one location put the
other locations in Location 2 and Location 3 and click “Save”.

***Note: Sorting the Location Management screen by inmate ID Number, Name, or Location can make
locating an inmate quicker.
Click the title to sort by and the screen will reorder into that format.

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How to Operate Order Management

At the Home Page of Tiger Track, choose Commissary. Double click “Order Management”. The Order
Management page will be displayed. There are 2 tabs at the top left of the screen; Batches and Reports.

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1. Order Batches: this tab displays the facilities orders.

(a) To Show all of the past orders, click “Show All” (located at the top right of the page).
(b) To Start a new order, click “Add” (located at the top right of the page). A box will
appear. It will prompt to start a new order; click “Yes”. The Facility Order page will be
displayed, so the new order can be edited.
(c) To edit an order, select the order # to be edited/opened. The order # and the line will
turn blue. Click “Edit” (located at the top right of the page). The Facility Order page will
be displayed. The order can now be edited.
(d) To Sort the orders by date, name, Facility Cost Amount, etc., click the title to sort by.
The page will reload to sort accordingly.

(e) To open an order, double click the “order #”. The Facility Order page will be
displayed.

(f) To print, click “print” (located at the top right of the page). Choose a report and view
it before printing read the “How to View/Print Multiple Styles of Reports on a Specific
Facility Order” section.

Titles across the top of the Order Management screen are:

(a) Order #: is the number of the order.
(b) Date/Time: is the date and time the order was processed.
(c) Order Type: is the type of order that was done. (EX: Facility Order or Credit Order)
(d) Count: is the number of individual inmate orders or credits
(e) Warehouse Inmate Total: ***
(f) Warehouse Invoice Total: ***
(g) Warehouse Tax Total: ***
(h) Facility Inmate Total: is the amount that the inmate has paid before taxes.
(i) Facility Cost Total: is the wholesale amount, the facilities cost.
(j) Facility Tax Total: is the amount of taxes collected.

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(k) Facility Profit: can be determined by this equation (Facility Cost Total – Facility
Inmate Total = Facility Profit)

***NOTE: The Order’s Status is indicated by color (black, green, or blue). A black text indicates
that the order has been sent. Green text indicates that the order is currently active and blue
text indicates that the order is final, but the order has not been sent to the warehouse.

It is important to understand that blue orders will not be filled until they are sent to the Tiger
distribution center even though the inmate has been billed for the product. Make sure to send
any finalized order or credit, unless the distribution center instructs differently (EX: On wrong
items, the item may need to be sent back before receiving a credit). The distribution center will
send the credit invoice when the item is credited or received. Contact Tiger Tech Support if the
order will not send.

2. Reports: The reports tab gives access to multiple reports including:

(a) Order Sales Summary: detailed report that shows a summary of sales (as a whole
and individual items), taxes, and credits.

(b) Facility Order History: ***

(c) Inmates By Privilege Level: ***

(d) Inmate Stub History:

(e) Order Summary By Date: this is an invoice styled report that shows a summary of
the sales, taxes, and credits. (Double check this description)

i. How to view a report; click the “Reports” tab and select the report to view. Change the
From/To dates to the desired range and click “View” and the report will be displayed.

ii. How to print a report without viewing it; click the “Reports” tab and select the report
to view. Change the From/To dates to the desired range and click “Print”.

iii. How to print a report after viewing. Click the “Reports” tab and select the report to
be viewed. Change the From/To dates to the desired range and click “View”. The report
will be displayed. Click the printer icon; the print dialog box will be displayed and click
“Print”.

iv. How to save/export a report to the computer. Click the “Reports” tab and select the
report to view. Change the From/To dates to the desired date range and click “View”.
The report will be displayed. At the top of the screen click “Export” (looks like a floppy
disc). Choose the format of the document (EX: PDF) desired to Export/Save as. The Save

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As dialog box will be displayed, choose the destination, (EX: Documents-Libraries-
Reports) and click “Save”. The file is now saved to the computer.

How to Sort a Specific Facility Order by Name or Location

At the Home Page of Tiger Track, choose Commissary. Double click Order Management. The
Order Management page will be displayed. Double click the order # to open. The Facility Order
page will be displayed.
On the right side of the page, there are two areas. One is titled Facility Order and the other
is titled Reports. In the Facility Order area, under the Select bar, choose <All>.
To Sort by Location: In the Sort By bar, choose Location. The page will automatically reload
and sort by location. Click on the page. Now, scroll and view the order in a format sorted by
location.
To Sort by Name: In the Sort By bar, choose Name. The page will automatically reload and sort
by name. Click on the page. Now scroll and view the order in a format sorted by name.
***NOTE: If trying to scroll through the document with the mouse without clicking the page
first, it will change the Sort By selection and reload the page. If using the scroll bar on the page,
clicking the scroll bar automatically chooses the document. Therefore, it will automatically scroll
the document and not the Sort By selection.

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How to View/Print/Save Multiple Facility Order Reports

At the Home Page of Tiger Track choose Commissary and double click Order Management. The
Order Management page will be displayed.

Double click the order # to open and the Facility Order page will be displayed. 70

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On the right side of the screen, there are 2 boxed areas. One is titled Facility Order and
the other is titled Reports. To open reports, we will use the Reports Area of the screen.
Below is a description of each report, how to select, view, print, and save the report.

a. Inmate Order Summary (By Location): this report shows the inmates’ location and
totals for a specific order in a format sorted by location. In the Reports area click the
bubble beside the Inmate Order Summary, in the drop-down menu select Location,
then click view or print.

b. Inmate Order Summary (By Inmate): this report shows the inmates’ location and
totals for a specific order in a format sorted by name. In the Reports area click the
bubble beside the Inmate Order Summary, in the drop-down menu select Inmate,
then click view or print.

c. Inmate Receipts: this report shows a detailed copy of each inmate’s individual order in
the form of a receipt. A signature line allows this form to document the inmate
received the order. In the Reports area click the bubble beside Inmate Receipts and
click “view” or “print”.

d. Order Summary: this report shows the facility’s view of the order with profit, cost and
taxes broken out. In the Reports area click the bubble beside Order Summary and
click “view” or “print”.

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e. Product Pull List: this report shows a list of the facility sold items that must be pulled.
Click the bubble next to Product Pull List, in the drop down box choose one of the
three selections Normal, Bulk, or Special, and then click “view” or “print”..
i. Normal: Items such as: Bibles, Envelopes, brushes, etc.
ii. Bulk: Bundled packages such as Snack Grabbers
iii. Special: Items marked as Special such as Sodas and Cigarettes

f. Product Sales Summary: this report shows the quantity of a specific item sold and
who purchased it. (EX: Viewing the sales for Item #4015 Stamped Envelopes, the
report will show who and how many were purchased.) In the Reports area, click the
bubble beside Product Sales Summary. Under this title there is a blank box type in the
product’s Item # (EX: 6010 for Coffee).

How to View or Print the Selected Report: In the Reports area select the bubble beside the
report to be viewed or printed and click the “View” or “Print” button. The report will be
displayed
How to Print the Selected Report after Viewing It: In the Reports area select the report and
click “View”. The report will be displayed; locate the printer icon and click “Print”.
How to Save the Selected Report to the Computer: In the Reports area select the report to
viewed and click “View”. Once the report comes up locate the tool bar. Click the save/export
button (floppy disc icon). Choose the document format to save as (EX: To save it in an Excel
format, choose Excel). In the File Name box type in a name for the document, choose the
location for the file (EX: Desktop, Documents, Downloads) and click “Save”. The document will
save to the computer.

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How to View and Print the Facility’s Commissary Product List

At the Home Page of Tiger Track, choose Commissary. Double click Product Management. The
Product Management page will be displayed.
The items can be viewed from here. The products can be sorted via product code, name,
clothing, and price. Do this by clicking the title (EX: click Name or Product Code) and the list will
resort.

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Printing can be accomplished by clicking “Print” at the top right of the screen. The Text page
will be displayed and click “Print” and the products page will print.

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