Benefits and Features

KeepAccount™ Online is a secure cloud-based system. There is no program or database to install.

Quick Start

An Inmate Trust Fund Account manager will be given an internet address, password and instructions for setting up and customizing KeepAccount™ Online to work for your institution.

Multiple Accounts (Standard & Premium)

Some levels offer more than 1 account per inmate. IMCS offers 1,3 or 5 accounts for each inmate. The different accounts can be used for holding child support payments, savings accounts or use the Escrow Funds feature and hold money order or check deposits until they have cleared the bank.

Audit Trails

All transactions are logged with date, time, type of transaction and user. Changes to inmate information, inventory and customized features are also logged. Reports are available to view the changes.

Help

Help is only a click away. Every screen has a help (?) button. You don’t need to cancel your work to find an answer to your question. No rummaging in drawers for manuals.

Customized to fit YOUR needs

An administrator of the KeepAccount™ Online program can setup the system to make it unique to your institution. These are some of the features you can adjust to fit your specific needs:

Choose which computers will be workstations for the KeepAccount™ Online system
Assign user names, passwords and specific features for users of the system. You are able to limit a user to selling commissary only, entering transactions only, bookings only, releases only, reports only or a combination of the features.
Codes can be setup to match terms you are already using for tracking types of transactions, housing locations, security levels and classifications.
Lock in the transaction date to always use the present date. Set length of inactivity time before the user needs to relog into the system.

Track individual transactions and set custom limits

Set limits for hygiene or indigent packages to be issued.
Prevent balances from going below zero.
Method of collecting taxes on commissary is set. Methods include “tax included” in the sale price or “calculated tax” based on a percentage and whether the item is taxable.
And other customizable options.

Transactions that work for you

Transactions are tagged with category codes. Reports can be run showing how much was either deposited or withdrawn from accounts for each code. Batch entry screens are available for multiple transactions for the same category code such as haircuts or visits to the nurse.

Individual accounts can be “frozen” and not allow any withdrawals. This can be used if you want to prevent money from being spent in commissary or sent home when there could be pending withdrawals for something like child support. The freeze will allow deposits to be made to the account.

If there are multiple accounts, the 2^nd account can be used as an escrow account. The money will transfer when the time set by admin has passed. This gives the institution time to make sure a money order or check clears the bank before the inmate can spend it.

Checks

Checks can be printed from the system for individual transactions or a group of transactions for example the barber. There is “check maintenance”, accessible by Administration level only, to view the check register. If corrections for check numbers (printer jams) they can be made in Check Maintenance. Checkbook deposits can also be adjusted in this feature and checks to vendors can be printed. Check Maintenance also has reconciliation to reconcile the institution balance to the bank balance.

Debt tracking

Sometimes inmates do not have sufficient funds in their account to cover a charged fee and the balance goes below zero. With the KeepAccount™ Online Debt Tracking feature the institution has the ability to track both the debt and the recovery of the debt. For example: An inmate wants to see the nurse but does not have sufficient funds in their account to cover the fee. By using a category designated as a debt category, the insufficient amount will be recorded by KeepAccount™ Online. When a deposit is made to the account the system will record the amount of debt recovered. Reports are available to show collected amounts at the time of charge and recovery of debt when deposits are made. At budget time an institution can determine how much was spent on unrecovered debt. The reports can also be used to determine how much money needs to be transferred from the Inmate Trust Fund for fees collected using debt category codes.

Release / Close Account

At release cash, check or combination can be given to the inmate. The maximum and minimum amounts will be determined by admin during setup of the program.

Accounts with either a positive or negative balance can be released / closed. Special reports can be run to show the amount held by released inmates. This prevents transactions being run on closed accounts.

Receipts

Print an individual receipt at the time of transaction or if a batch of inmate transactions were entered, print a receipt of all transactions. If a receipt is lost it can be reprinted.

Commissary & Inventory

KeepAccount Online - Inventory Management

The KeepAccount™ Online system has inventory control. If you carry your own inventory the KeepAccount™ Online system will track changes for you. It will let you know when the item is running low and needs to be reordered. Limits can be set for quantities for each specific item to be purchased per visit or order. Types of items can be grouped and quantity limits on purchase for each group can be set. Cost price and sales price are tracked and used to print sales reports. The sales reports will show the profit made and the amount of tax collected.

Commissary sales to an inmate can be limited by quantity and by special limits set in the inmate information setup. Items can be linked to inmate information for medical conditions, security levels, or account balance.
Commissary can be run as a point-of-sale transactions and inventory quantities will be adjusted with each sale.

If a vendor is used for commissary items, the inventory quantity adjustments can be turned off. A file will be created of items sold to send to a vendor to fill.
If you have another vendor furnishing commissary items the item quantities will not be adjusted.

Reports & Reporting

Reports are divided into 6 categories: Count Sheets, Activity, Logs, Inventory, Checkbook and Interfaces with other systems or vendors. All reports can be printed on a printer or exported as files such as PDF or Microsoft Excel.

Count Sheets

Count sheets show the current balance and total positive and total negative balances for open/active accounts. The reports can be run with specific criteria such as housing location, security status, classification or debt.

Activity Reports

These reports include summary totals of activity by category, transaction details for a specific inmate and if multiple accounts, specific accounts. If using the debt tracking feature, there are reports showing what was collected at time of charge, what was collected as deposits were made to inmate accounts and any refunds that were issued. Released reports will list closed / released inmates and the balance of the account after closing. Many of these reports can be created for a specific date or a date-to-date range.

Log Reports

Log reports are lists of changes to the system either by transactions to inmate accounts, inmate information changes or administrative changes to options in the system. Logs show the system date and time, user date, what was changed, the before and after and the user id of the person making the changes. The reports can be created with date, date-to-date and user id to narrow the data in the report.

Inventory Reports

Under this category a list of all items in inventory can be created. The report will show quantity on hand, selling price, cost price, tax and when first added to the inventory for each item in the inventory. A reorder report can be created of items near or at reorder point. Sales reports show items sold, quantity sold (sold – returned) sales price, cost, tax collected and profit margin. There are logs showing changes to inventory such as price changes, quantity updates and quantity changes outside of sales for damaged product.

Checkbook Reports

Reports showing all checks written or reconciled or unreconciled checks. The same reports can be printed for deposits made to the checkbook. These reports can be created by using dates, date ranges, check numbers or range of deposit numbers or range of deposit numbers.

Interface Reports

Interface reports show how either data imports or exports were handled. Files that are imported will produce reports that show what was successfully processed and data that was not successful and the reason the data could not be processed. Exported data reports produce a list of data that was exported.

Interfaces

Phone: Phone credits can be sold in commissary and a file produced for the phone system to import.
Kiosks: Files containing deposits from kiosks or vendors that accept internet or phone deposits can be imported into the KeepAccount™ Online

Positive Pay: A file of checks written can be sent to the institution bank for check cashing verification
Canteen Vendors: A file of canteen order can be sent to a vendor for items purchased in commissary

Work Release Fee Tracking

Fees: Inmates are designated as Work Release with a special setup screen. Fees are assigned (example: Board, Electronic Surveillance) to be used in the "Charge Sweep". Job information can also be entered. A "sweep" of the accounts is run to find eligible inmates and their charges and then a posting is done to deduct the charges from the inmate's account.
Debt Tracking: If an inmate has insufficient funds for the charged fee, the uncollected amount will be tracked. As money is deposited into the inmate's account an arrears payment will be tracked. Reports are available to calculate the exact amount collected from Work Release fees.

Employer / Jobs: Information on Employers can be tracked showing the address and contact information. Specific job information can be added to the inmate's work release record.
Work Release Reports: Reports can be run listing Work Release inmates, who has a job and their employer, and who does not have a job. Most importantly there are reports showing how much was collected at the time of the charge and any arrear payments collected after the charge.

Learn more how KeepAccount™ Online can help!

Contact IMCS