Corrections Accounting Solution

"The Hands On User"

Accounting covers all the processes involved in tracking and maintaining the money flow for the inmates in a facility. The Inmate Accounting process consists of several activities such as:

• Setup of the Inmate Accounts
• Obtain Inmate balance information and perform certain inmate balance actions
• Assign Inmate cost recovery items
• Enter Inmate Accounts hold and freeze information
• Enter Inmate Deposit/Withdrawal restrictions
• Enter Inmate Accounts transactions

The Accounting Menu operates from a dropdown menu in the Menu Bar at the top of the screen. It consists of four sets of Modules:

• Global Accounting
• General Ledger Administration
• General Ledger Transactions
• Inventory Warehouse

     Global Accounting

     The Global Accounting units are functions that are applicable to all inmates. Some of the modules included are:

• Preset Restrictions - allows preset deposit restrictions that are applicable to all inmates
• Automatic Posting - allows Accounting Officers to add automatic postings to all inmates or to selected inmates
• Automatic Posting History - allows users to view posts that have already been made
• Batch Withdrawals and Deposits – allows Accounting Officers to quickly enter and verify withdrawal and deposit information in a batch process

     General Ledger Administration

     The General Ledger Administration Modules are a set of modules that allows your facility to easily setup their

     General  Ledger as a streamlined concentrated process. The setup consists of eight modules that are arranged

     in the order in which they should be completed. The following is a list of those modules.

• Chart of Accounts
• Payees
• Define Deposit and Withdrawal Types
• Define Inmate Fund Payable Types
• Billing Agencies
• Define Vendors
• Sales Tax

     The facility may or may not need to setup all of these tabs, depending on the functionalities of the program they

     wish to utilize.  Some of the tabs may contain information located in other application areas.  For example, the

     Withdrawal Types and Deposit Types may be accessed in Code Tables Setup as well.

 

     General Ledger Transactions

     The General Ledger Transactions modules handle the detailed accounting functions. These are functions that

     apply to the day-to-day accounting needs of the facility. These modules conform to standard accounting principles,

     and provide an easy migration path for facilities currently using well known off-the-shelf accounting packages.

     The modules included are:

• Receive Deposits
• Prepare Deposits
• Write Checks
• Transfer Funds
• Make Journal Entries
• Check Register
• Perform Bank Reconciliation
• Year End Close
• Print Bond Checks

     Inventory Warehouse

     The Inventory Warehouse module is comprised of three different parts – The Inventory itself, the Purchase

     Orders and the Reconciliation of the inventory.

               Inventory

               The Inventory part of the module allows for the adding / editing / deleting of inventory item information,

               provides filters to easily search for specific items, retrieves item history information, and performs various

               inventory functions. Inventory functions include returning, damaging, transferring, copying, and marking

               up inventory items.

               Purchase

               The Purchase Order Tab allows the facility to create and track purchase orders.  As a new purchase

               order is being created, items can only be added from a single vendor to the purchase order. Once a

               purchase order has been completed, a copy of the purchase order can be printed. When the facility

               begins to receive items from a purchase order, they can enter the merchandise into the system so

               that it is available for purchase or use.

               A report of the items that have been received for each purchase order can also be printed. A purchase

               order will remain open until all of the items of the purchase order have been received. The system will

               automatically close the purchase when all items have been received. A purchase order can also be

               manually closed if necessary.

               Reconcile

               The Reconcile Tab is used to reconcile the actual amount of inventory in the warehouses with the

               expected inventory in the DSI-OMS. A checklist of every item contained in a

               specific warehouse will be printed to record the actual quantities of each item listed. The checklist will

               then be entered into the system and compared.