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 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 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.
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 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.
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.
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 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.