An account is part of the chart of accounts. As a key element of accounting, it serves to categorise transactions.

WINPACCS uses the double-entry accounting system. Each voucher is entered in two accounts, the assignment on the debit and credit side is supported by the selection of the transaction category and type.

Account classes are used to systematically structure the main chart of accounts. They are further subdivided into account groups, accounts and sub-accounts.

These account classes and groups are available in WINPACCS:
 

Account groups are used to break down the account classes of the general chart of accounts. Account groups can be subdivided into accounts and sub-accounts.

The following account classes and groups are available in WINPACCS:

An account is the central element in accounting for categorising transactions, while the account number enables an account to be clearly identified within a chart of accounts. The length of the account numbers is defined once only in WINPACCS in the organisational settings.

The account type of a bank account indicates what an account is used for or also by whom. The account type determines whether you can assign a bank account to a project. The most common account types are project bank account and office bank account. The following account types are available:

·Project bank account

·Office bank account

·Partner bank account

·Head office account

·Donor bank account

The accountant is the user who posts vouchers in a journal in WINPACCS Accounting Project accounting. Only users who are assigned to a journal as assigned users can post vouchers in it.
 

The accounting period includes all the postings of a certain month.

In Project accounting, the accounting period is finalised by a month-end closing. Postings from finalised accounting periods cannot be changed, since the posting data has already been forwarded to Project controlling and the interface to Company accounting. In the current accounting period, postings from accounting periods that have already been finalised, can be reversed and reposted.

Within an accounting period, dates from finalised months (not future months) can be used as the voucher date.

An accounting quarter is a quarter within an accounting year. In WINPACCS the first quarter always starts on 1 January. The accounting quarter can be used in Project controlling for evaluation purposes.

Entry software is the actual software product in which postings are made. If different versions of a software handle data differently, the version number is also indicated.

The data entry software is specified for journals of the Project accounting and Company accounting journal classes.

The accounting year includes all the accounting periods of a calendar year and can be used in Project controlling for evaluation purposes.

The acquisition amount is the cost of acquiring an asset. The monthly reduction in value of the asset is calculated on the basis of the acquisition amount and the useful life.

An "Acquisition by purchase" is a movement which is entered in WINPACCS Accounting when acquiring an asset. In doing so, an asset is acquired for an acquisition amount on a specific acquisition date. The asset is automatically transferred to the WINPACCS Inventory management and is available there for further editing.

The acquisition date is the day on which the asset was received by the organisation. It is usually the purchase or delivery date.

An asset is a tangible item of property which belongs to and is used in a project for a long period of time, e.g. a vehicle, a building or a laptop.

The asset number is the unique number given to an asset. It is automatically assigned in WINPACCS and stays the same, even when the asset is transferred to another project.

The asset type is used to assign uniform properties to a certain type of asset. Examples of asset types are "vehicles" or "construction machinery". In WINPACCS the asset type is assigned to an account and an account can have several asset types assigned to it.

An asset is assigned to just one asset type. Depending on the asset type, additional organisation-specific fields can be displayed for the asset. In the case of vehicles, for example, this can be the chassis number; for buildings – the address and the floor space. The useful life of an asset depends on the asset type. The pre-entered value in the "Useful life (in months)" field can be changed.

Since exchange rates between the multiple currencies in a project rarely remain constant through-out the course of a project, vouchers are entered using various exchange rates. Only the transaction types “Supply of funds” and (optionally) “Forward funds” are affected by changes in exchange rates. This means that in addition to the voucher currency, the amount must be entered in company currency as well in order to create a new average rate calculation. All following vouchers are evaluated with this newly calculated average rate until an entry that alters the average rate takes place.

Shows the average rate that was used for the posting.
If, during posting, the amount in company currency was entered manually, this field shows the rate that is calculated from the amount in voucher currency and the amount in company currency.

The average rate voucher position is the average rate used for a voucher position. If, for instance, unsettled items are balanced, the average rate of the individual partial postings of a posting may differ.
 

A limit for the balance of a cashbook can be entered in WINPACCS Cloud. The powers of the cashier can thus be limited within this area of responsibility. This limit can be printed out and signed as part of the Cash account agreement. If the balance is exceeded, the cashier receives a warning when the voucher is entered.

In WINPACCS, the effect Project accounting postings have on an organisation's annual accounts is referred to as "balance sheet effective".

The voucher type in the Project accounting journals are therefore "balance sheet effective". The postings from these journals are passed on to the Company accounting.

By contrast, there are postings of the "for information purposes" voucher type, which involve partner expenses and are not passed on to Project accounting or Company accounting.
 

If a donor requires vouchers to be settled in a reporting currency, the voucher currency or the company currency can be used as the basis of conversion. The basis of conversion thus indicates the currency on which the conversion is based. The exchange rate of the reporting currency displayed in WINPACCS (RC rate) refers to the basis of conversion defined in the Reporting currency scheme.

The term "breakdown" refers to the classification of costs or a budget according to a selected characteristic, e.g. according to years, months or the recording system.
 
Budgets can be broken down directly when they are created, e.g. by calendar years, quarters or months. In addition to the total amount of the budget, you also plan partial amounts for each partial period in an broken-down budget. All plan columns of the budget are available for the total amount and for the partial periods. In target-actual analyses, the total costs are compared to the total budget and the individual expenses are broken down by period.

A budget is a cost plan for a project.
 
In WINPACCS budgets can be created on the level of cost categories, cost category groups or budget structures for selected fundings and periods of time. They serve as a basis for target / actual comparisons when reporting to the donor and in internal project controlling.

Budget lines are the elements of a budget structure to which you assign costs in WINPACCS. The allocation of the budget line is done on voucher level in the project accounting or already in the WINPACCS Cashbook pre-entry system.
 
If a budget was entered on a budget structure, the budget lines correspond to the individual lines of the budget. If necessary, the assignment of a voucher to a budget line can be changed subsequently in Controlling. Vouchers that were imported into Controlling via an interface, for example, can be subsequently assigned to budget lines there.
 
All costs assigned to a budget line are compared to the planned budget of this budget line in Controlling.

A budget structure is a self-defined area of a project that can be used for budgeting and cost controlling. Donor requirements or the technical structure of a project are examples of budget structures.

A budget structure consists of several budget lines. Costs are assigned to a budget line on the voucher level. This is already performed in the Project accounting in WINPACCS Accounting, or it can even be pre-entered in WINPACCS Cashbook. In contrast to the account assignment of a voucher, changes can be performed to the assignment of a budget line in WINPACCS Accounting until the month-end closing without having to repost. In WINPACCS Project controlling the budget structure is available for extensive analysis in the area of controlling and reporting. The assignment of a voucher to a budget line can also be changed at a later date in Project Controlling.

Budget values are the pre-determined amounts for planned expenses in the currency set for the budget.

In WINPACCS, cashbooks are used for pre-entering vouchers. The vouchers are entered in WINPACCS Cashbook by a cashier and then transferred to the Project accounting (WINPACCS Accounting) where they are posted by an accountant. Even for untrained staff, it is very easy to pre-enter the vouchers in a cashbook.

Exactly one sub-account is assigned to each cashbook. Cashbooks of various types (types are shown in brackets) can be created, for example, to manage a petty cashbox (cash), a bank account (bank) or to manage advance payments to employees or partners (receivables).

Each cashbook is assigned to a journal and thus to a specific voucher currency.

A cashbook can only be used on one WINPACCS Cashbook installation. The cashbook status indicates the availability of a cashbook, e.g. "Available" or "Accepted". The cashbook status of every cashbook can be viewed in WINPACCS Cloud. In WINPACCS Cashbook the cashbook status is displayed from the view of the respective installation.

Depending on the intended use, there are three different cashbook types available. Cashbooks of the "Cash" type record cash deposits and withdrawals in petty cash. Cashbooks of the "Bank" type record the turnover of a bank account. Cashbooks of the "Receivables" type record unsettled items and their settling. "Receivable" cashbooks are suitable, for example, for forwarding to a partner for pre-entering the vouchers.

In WINPACCS, the cashier describes a person who is responsible for pre-entering vouchers in a cashbook, a bankbook or a receivables book. The pre-entering of vouchers is performed in WINPACCS Cashbook. The cashier forwards their vouchers to the project accountant, who checks them and posts them in WINPACCS Accounting.
 

Categories for unsettled items can be used in WINPACCS for various purposes, e.g.
 

·The factual differentiation of unsettled items, e.g. advances for employees and down payments for suppliers.

·For different due dates of unsettled items, e.g. an advance for travel expenses due 30 days and an advance for rent due six months.

·In the balance report, the sum of receivables is thus clearer and overdue receivables can be followed up in a more targeted manner.

·Categories for unsettled items are created in the financial administration and can be assigned to the balance sheet accounts for receivables and payables.

Cheque numbers can be entered with postings as additional information.

The comment on the posting in WINPACCS Accounting provides the accountant with extra space to explain the posting, if there are not enough characters available in the posting text.

The company currency is the currency used by the accounting department of the head office. As a rule, it is the currency of the respective country in which the organisation has its head office. In WINPACCS “CC” is used to abbreviate company currency.

A computer-generated posting describes a posting, which is automatically created when executing certain functions in WINPACCS. A revaluation is an example of a computer-generated posting, which is automatically produced when a month-end closing is performed.

In WINPACCS certain data can be marked as confidential. Only users who are authorised to view confidential data can view and work with this data. Company accounting journals, budgets and accounts can be marked as confidential. All postings in such journals, or on such an account, are also automatically marked as confidential.

In Project controlling, a conflict is the state of two posting positions when, for example, the data of a reverse posting position does not match the data of the reversed posting position. Such a conflict can occur if, for example, the budget line for a position was changed in Project controlling and this position is subsequently reversed in Project accounting.

Contract numbers can be entered with postings as additional information.

Cost categories represent the cost accounts available in an accounting system. They categorise the costs incurred in line with their purpose (personnel costs, travel expenses, interest, etc.). In WINPACCS, the accounts that concern costs and income are referred to as cost categories.

A cost category group is a classifying element of a cost category group structure. It combines several cost categories in order to budget and evaluate them together. For example, different cost categories in the “Personnel costs” area can be combined to form a “Personnel” cost category group.

A cost category group structure is used to enter a row structure based on cost category groups for budgeting and evaluating purposes. In WINPACCS a cost category group structure can be used, for example, to map the specifications of a donor.

Analyses such as budget reports can thus be generated according to donor requirements.

A cost centre is an area of an organisation to which costs (or rarely also income) that arise in an project can be assigned when they are posted in the Project accounting. The costs assigned to a cost centre are not displayed in Project controlling and do not reduce the project budget.
 
Example: For the annual report, travel costs are incurred on site in the project country, which are posted in the Project accounting but are assigned to the Communication and Public relations cost centre.
 
Cost centres are assigned in the Project accounting when vouchers are posted, and are independent of other classification criteria such as cost categories, fundings or budget structures.
 
In the Financial administration functional area, you can define as many cost centres as you like for use / validity throughout the organisation.
 
Cost centres can only be used if the Post to external projects function is activated.

A cost reduction is a movement that is entered for an asset and reduces its residual value. Cost reductions are posted in WINPACCS Accounting and are always associated with a cash flow. An example of a cost reduction is a refund from a retailer after returning a substandard asset.

Refers to the country in which a project is performed. If a project is executed in several countries, it can be labelled as "supra-regional".

Normal journal backups can be performed at any time. In doing so, all the postings that were entered after the backup was created, are lost. The voucher numbers of these vouchers are reassigned. This can be performed easily, as long as the postings are not yet included in an uploaded closing. However, if the postings to be overwritten have already been uploaded to WINPACCS Cloud in a closing, this is a critical journal restore.

Data packages are all files that transfer transaction data from other applications to WINPACCS Cloud:

·Closings from WINPACCS Accounting 4.

·Postings from company accounting (e.g. ERP system or financial accounting).

·Voucher batches from WINPACCS Cashbook 2. (These are transferred to WINPACCS Cloud so that you can download them to WINPACCS Accounting installations regardless of location).

·Cost postings for information purposes from partners. These can be evaluated in project controlling.

·Voucher batches from WINPACCS Accounting 4 with which funds are transferred from one journal to another journal, e.g. due to a currency exchange. (These are transferred to WINPACCS Cloud so that they can be downloaded in other WINPACCS Accounting installations, regardless of location).

A digital voucher describes the scanned paper voucher which can be added to a posting.
A digital voucher can be uploaded to WINPACCS Cashbook during the pre-entering of a voucher, during the posting process in WINPACCS Accounting or directly to WINPACCS Cloud.
It is linked to a posting in the Cloud and can be viewed for auditing purposes.
WINPACCS Cloud offers an additional function for auditing digital vouchers.

An asset is disposed of when it is no longer available to the project, e.g. because it was sold or passed on.

The "Acquisition by donation in kind" movement is used to enter a new asset that has been donated to a project. The movement can only be entered in WINPACCS Cloud, as it does not involve any cashflows.

A donor is the organisation that provides the financial means for the implementation of a project. However, projects can also be financed by more than one donor. In a project, a funding can be set up for the funds that are provided by this donor. The costs are clearly assigned to a funding in WINPACCS Accounting. This makes it possible to identify which donor funded each voucher.

A donor bank account describes the bank account of a donor. In this case, the account holder is the donor and not one’s own organisation. You cannot assign vouchers to bank accounts of this account type. The bank account is only available for information purposes.

“Entered by” indicates the user who pre-entered a voucher in a cashbook in WINPACCS Cashbook. Only users who are assigned to a cashbook as Responsible for cashbook or Cashbook deputies can enter vouchers.

Each voucher entered in WINPACCS Cashbook is assigned a consecutive entry number. The entry number clearly identifies the voucher within a cashbook and cannot be changed.

The entry text comprises a few words about the entry of a transaction in WINPACCS Cashbook. The entries in this text field help the accountant understand the entry in WINPACCS Accounting.

Expenses are cash outflows that reduce the balance of a financial account, i.e. bank or cash.

The opposite of expenses is income.

External invoice numbers can be entered with postings as additional information.

From the project accounting perspective, your own project is the one with the journals where you enter your postings. An external project is a different project of the same organisation whose accounting is to be kept separate from the accounting of your own project. It may occur that transactions have to be posted in the journals of your own project, although they concern a different external project and are not related to your project at all. In WINPACCS you can easily assign external projects to certain transactions – the posting itself is entered in a journal of your own project. However, you assign the voucher positions (such as costs or receivables) to an external project via the selection field.
 
Examples of posting to external projects:

·There is only one bank account in the project country, which is used by all the projects in a country. Therefore, accounting is performed in a project for all the projects that use this bank account. The individual postings are, where appropriate, assigned to external projects.

·A regional or country office pays the entire costs of all the projects in the region or country. In the accounts for this office, these costs are assigned to the individual external projects.

·A particular project receives funds on-site specifically for forwarding to external projects.
 

In WINPACCS, partner postings, which have no effect on one’s own annual accounts are called for information purposes.
 
In many development cooperation projects, project funds are made available to partners. If the payment to the partner is posted as a cost in Project accounting (or Company accounting), the partner's individual expenditures are shown in Project controlling for information purposes, that is, separately from the balance sheet effective postings.
 
In WINPACCS this procedure is controlled by the voucher type of a journal. Journals with the “For information purposes” voucher type are used to import and display the postings of partners in Project controlling. These postings are not passed on to Project accounting or Company accounting, since the payments to the partner are already posted there as costs.
 

The "Forward to external project" movement describes the transferring of an asset (free of charge) to another project in the same organisation, for example, to a follow-up project. This movement means that the asset is marked as "disposed of" in the forwarding project. In the receiving project, the "Acquisition from external project" movement is entered, and the asset is now available in this project.

See "Project funding".

The head office is the main office at the headquarters of an organisation, which manages an organisation’s activities and supports staff working in a project.

The head office account is the bank account of the head office of your organisation. You cannot assign vouchers to bank accounts of this account type. The bank account is only available for information purposes.

Income arises from cash inflows that increase the balance of a financial account, i.e. bank or cash.

The opposite of income is an expense.

Income is revenue generated in a project, such as interest income or income from loaning vehicles to employees for private usage.

Internal invoice numbers can be entered with postings as additional information.

In accounting the rule applies: no posting without a voucher. However, there are expenses which do not produce vouchers, e.g. taxi rides or shopping at a market. To ensure the expense is billable, an employee of the organisation must create an internal voucher.

The inventory number is an identification number for an asset in the Inventory management. In contrast to the asset number, organisations can define their own formats for inventory numbers.

The invoice date corresponds to the issue date of an invoice. It is given on each invoice.

Journals are used to enter the postings of the transactions.

In WINPACCS a currency is assigned to each journal, i.e. if several currencies are used in a project, several journals have to be created. The moving average rate procedure is used for converting a journal’s voucher currency into the company currency.

Journals can also be assigned to fundings. Contractual agreements with the donor can also be shown in WINPACCS. If necessary, closed cash cycles can be used to keep funds from different donors apart. This requires the use of separate bank accounts and petty cashboxes for the funds of a donor or a funding.

The journal class is a basic property of a journal, which identifies the origin of the journal's postings. WINPACCS makes a distinction between the following journal classes:

“Project accounting” journal class

Identifies the journal class for postings, which have been entered as balance sheet effective in the Project accounting (WINPACCS Accounting). A special feature is the “Project accounting (costs from external projects)” journal class which contains the postings that were posted to your own project from other projects. This journal class is the only one that may contain postings in different currencies.

“Company accounting” journal class

Identifies the journal class for postings, which have been forwarded from Company accounting to WINPACCS via an interface.

“Partner Accounting” journal class

Identifies the journal class for postings that were received from a partner for information purposes via an interface.
 

The journal number is the unique identifier for a journal. A journal number consists of a maximum of three characters, which may be numbers or letters.

So that postings can be entered in a journal, the journal must be accepted by an authorised user at an installation. The journal status describes the status necessary for this in WINPACCS Cloud or WINPACCS Accounting. When the user accepts a journal, it is thus blocked for other Project accounting installations. Simultaneously working in the same journals in different locations is not conducive to good project accounting.

In WINPACCS Accounting the journal status indicates whether a journal has been accepted and can therefore be posted to or not. The following journal statuses are available:

·"Available" (The journal can be accepted by the installation.)

·"Accepted" (The journal is currently accepted by the installation.)

·"Not available" (The journal cannot be accepted because another installation has accepted it.)

·"Finalised" (Work in the journal has been completed and it can no longer be accepted.)

In WINPACCS Cloud the journal status history can be viewed for each journal across all the installations. The following journal statuses are available in the Cloud:

·"Available" (The journal can be accepted by an installation.)

·"Accepted" (The journal is currently accepted by an installation.)

·"Finalised" (Work in the journal has been completed and it can no longer be accepted by any installation.)
 

The main chart of accounts provides a uniform structure for the accounts in a project and allows organisation-wide account settings to be made. Each project also has its own project chart of accounts, which contains sub-accounts of the main accounts of the organisation. Postings are always assigned to sub-accounts in the project chart of accounts. Several sub-accounts can be created per main account for cost and income accounts, as well as balance accounts for bank, cash, receivables and payables.

Movements of assets result from the individual transactions relating to an asset, e.g. inflows, write-ups, cost reductions and disposals.
 
Postings in Project accounting to accounts of the asset account group lead to asset movements in WINPACCS Inventory management.
 
Example: Posting the procurement of a new asset in the Project accounting leads to the Acquisition by purchase movement for a new asset.
 
Movements that do not involve any cash flows and are therefore not posted in the Project accounting are entered in WINPACCS Cloud.
 
Example: The transfer of an asset which is still usable at the end of a project to the project partner is entered with the Forwarding to partner movement.
 
Reductions in value are not considered as movements in WINPACCS.

The Office project category describes the necessary organisational unit which serves to create the organisational, logistical and administrative prerequisites for implementing projects, particularly abroad. As a rule, one office is responsible for a specific region, e.g. for the countries of Southeast Asia. In some cases, an office can also completely assume responsibility for the project accounting of the projects being implemented locally.

An office bank account describes a bank account, e.g. in a country office, which creates the organisational, logistical and administrative prerequisites for implementing projects. The office bank account holds all the project funds for a region or country. The office forwards these to the projects, or even assumes the accounting of these projects by assigning the costs to external projects.
 

Order numbers can be entered with postings as additional information.

The term “Original Voucher” is used in WINPACCS whenever vouchers relate to an already recorded voucher. Examples include reversal vouchers (which function as original vouchers for reversal entries) or the first voucher of a business transaction that is the basis for the unsettled items of a receivable or a payable.

The "Other disposals" movement indicates that an asset has been disposed of. It has either been donated to a third party or destroyed, lost or stolen. The movement is entered in WINPACCS Cloud.

In WINPACCS, partners are partner organisations with whom organisations work on a project level. Partners are entered into WINPACCS Cloud, assigned to projects and also to individual vouchers and postings.

A partner bank account describes the bank account of a partner organisation. In this case, the account holder is the partner and not one’s own organisation. Such bank accounts can only be used in a partner project in a journal of the Partner accounting journal class with the for information purposes voucher type.

The partner number is the unique identifier for a partner. Organisations can define whether the partner number is mandatory and whether it can be freely defined (using letters, numbers and symbols) or automatically incremented.

In the person administration, address data and other information on persons can be maintained, e.g. on persons of donors, partners or suppliers. These persons can be assigned to other objects, such as fundings.

Personnel numbers can be entered with postings as additional information.

In the main chart of accounts of an organisation or in the project chart of accounts of a project, an account can be marked "postable" or "not postable" in WINPACCS Cloud. If an account is "postable", it is available to the accountant for account assignment in the project accounting. If the account cannot be posted to, the account is locked and is not available. It can be distinguished whether an account is available for the voucher pre-entry in WINPACCS Cashbook or not.

A posting is the electronic entry of a transaction in a journal based on a voucher.

The posting date is the date on which a voucher is posted. The posting date is automatically saved and cannot be changed.

In WINPACCS Accounting, each posting automatically receives a consecutive, non-changeable posting number. Unlike the voucher number which stays the same, the subsequent posting number does in fact change for each transaction and can be used to specifically identify it.

A posting that is transferred from the Company accounting via the interface has a unique posting number from the Company accounting. The number is used to uniquely identify the posting in the Company accounting.

The posting status in WINPACCS Accounting indicates what stage a posting is at, in being processed. Postings are first posted in Project accounting, then uploaded to WINPACCS Cloud in day-end or month-end closings, before being released there manually or automatically. After being released, the relevant posting items are transferred to Project controlling and forwarded to the Company accounting via an interface.

The following posting statuses reflect this process:

·“Posted Project accounting” (not yet included in a closing, certain accounting data can still be changed),

·“Forwarded” (included in a closing, it may be possible to change additional information),

·“Released” (optionally, the posting was checked manually or automatically in WINPACCS Cloud, it may be possible to change additional information),

·“Posted Company accounting” (optionally, the posting was posted in Company accounting, it may be possible to change additional information).

The posting text describes the transaction in a few words to explain the posting.

The term project is used in WINPACCS for a topic-related package of measures that are limited in geographical, monetary and time-based terms, and serve development cooperation or humanitarian emergency aid purposes by means of goal-oriented tasks. The master data and settings of a project are managed centrally in WINPACCS Cloud. Project numbers are used to uniquely identify projects.

A project bank account is a bank account that is created for a single project and is only used for income and expenses of that project.

The project category is a project characteristic that distinguishes projects in development cooperation according to subject-specific aspects. The available project categories in WINPACCS are the following:

·Project

·Partner project

·Office

Each project its own specific project chart of accounts, which contains sub-accounts of the main accounts of the organisation. In contrast to the main chart of accounts, the settings of the project chart of accounts only affect the accounting of the respective project. Postings are always assigned to the specific sub-accounts of a project chart of accounts. Several sub-accounts can be created per main account for cost and income accounts, as well as balance accounts for bank, cash, receivables and payables. The project chart of accounts can also be used in controlling for project-specific evaluations. Examples of project-specific sub-accounts in the project chart of accounts are:

·a receivables account for an employee,

·a payables sub-account for security retentions for construction work,

·a bank sub-account for a bank account,

·a cash sub-account for a cashbox.

In WINPACCS, project funding is a contract with a donor or a decision by the organisation to use unrestricted or restricted funds for a project. In Project accounting, project funding is assigned to cost postings and supplies of funds.

In Project controlling, project funding serves as proof of expenditure to the donor or the responsible body of the organisation. A reporting currency scheme can be used to meet donor requirements for a specific currency or currencies to create reports in and the use of rates for billing.

In WINPACCS users can see which funds of a project funding have already been disbursed or which amount is still available.
 

The project number is the unique identifier for a project and accompanies a project throughout its entire term. The format of the project number (e.g. the length, the separators and the use of numbers and letters) can be adapted to organisational requirements.

The project type serves as an organisation-specific classification feature of the projects within one's own organisation. It is a feature which organisations can customise. The available transactions within a project are determined by the project type, for example with the help of the journal categories. The project type is allocated when a new project is created.

A quantity can be used in the monitoring of quantities for specific expenses on a budget line. In addition to the posting amount, the quantity also indicates how much of a unit of quantity was consumed.

Example: USD 2,000.00 (amount) and four expert days (quantity and unit of quantity) were spent on the fee of an expert.

In addition to the amounts, the quantities can also be planned in a budget.

Reporting currency

This unique number is assigned organisation-wide and sequentially for all reporting currency schemes.

Every flow of funds takes place between a project and another party, e.g. a trader, a service provider, the head office of your own organisation, a partner or an external project. The field identifies this party. Depending on whether it is a payment or a deposit (WINPACCS Cashbook) or which transaction is involved (WINPACCS Accounting), the second party is either a recipient or a depositor.

As a rule: In the case of an expense, the name of the recipient is to be entered; in the case of income, the name of the depositor.

The reduction in value is the monthly rate by which the residual value is lowered. It is calculated using the residual value and the remaining useful life in months.

Reference numbers can be entered with postings as additional information.

Reporting currencies are used if donors require reporting in a currency that is not the voucher or company currency. Reporting currency schemes are used to convert amounts into the reporting currency in line with donor requirements.

Reporting currency schemes are used to perform settlements in a specific currency (required by the donor). In addition to the currency, the scheme includes the settings for the mode of conversion and the exchange rates. It allows vouchers to be quickly and automatically converted from voucher or company currency to the reporting currency.
 
Reporting currency schemes can be taken from a donor template and included in project financing or created individually.

The reporting method is used to set which period the costs in a budget are allocated to. The reporting method is a setting in the budget properties and affects the consumed budget.

The following reporting methods are available:

·Voucher date: Costs are compared to the budget of the month in which they are paid according to the voucher date.

·Accounting period: Costs are compared to the budget of the accounting period in which they were posted.

·Reporting period: In project controlling you can assign a voucher to a different reporting period. The costs are compared to the budget of the selected reporting period.

The reporting period is the time period during which costs can be allocated for donor settlement.
 
Unlike the accounting period, the reporting period of a posting item can be changed in Project controlling. It makes sense to change the reporting period if the settlement for an expense is to be assigned to a period that is different to the accounting period.
 
Costs can be broken down into reporting periods in analyses.

A voucher position can also be split in Project Controlling if, for example, a donor is not responsible for paying the full amount of a voucher. The voucher is then split between two or more reporting positions. This adjustment is performed in Project controlling and has no effect on Project accounting. Alter the organisational settings to activate or deactivate this splitting option.

The reporting quarter is the calendar quarter which includes the reporting period of the respective posting item.
 
WINPACCS Project controlling can produce analyses that break down costs into reporting quarters.

The reporting year is the calendar year which includes the reporting period of the respective posting item.

WINPACCS Project controlling can produce analyses that break down costs into reporting years.

A report presents selected data in a clear and concise form in a certain format (usually PDF or Excel) and serves to document or evaluate this data. WINPACCS offers a variety of reports, some of which can be adjusted on screen before output using filter settings or by configuring the underlying table. An example of a report is the journal report of Project accounting, which, depending on the configuration, lists all or only certain postings of a journal.

A reposted posting is one that was posted to another account by a different posting (the reposting). This is necessary, for example, if an incorrect entry was made when selecting the cost account. In WINPACCS postings can be reposted to cost or income accounts. Reposted postings are marked as such, but their content is not changed.

A reposting posts a cost or income posting to another account. This is necessary, for example, if an incorrect entry was made when selecting the cost account. In WINPACCS the posting text is then automatically preceded by a note about the reposting and its voucher number.

The residual useful life of an asset describes the time in months remaining from the moment the asset is regarded to the end of its useful life.

The residual value is the value of an asset calculated on the basis of the useful life in months and the acquisition cost at the time under consideration. It is calculated as the difference between the acquisition cost and the sum of the reductions in value. At the end of the useful life, the residual value is always 0.00.

The residual value development describes the changes in value of an asset over its useful life. It takes into account reductions in value, as well as write-up and cost reductions. The residual value development is linear and and is calculated using the acquisition amount and the useful life. At the end of the useful life, the residual value is always 0.00. Write-ups and cost reductions change the residual value and thus the monthly reductions in value. In WINPACCS the residual value development is calculated in company currency and in voucher currency.

The term “Reverse an entry” refers to the rescission of an entry. In WINPACCS Accounting, this entry reversal is carried out to neutralize an entry that needs to be reversed because e.g. certain data was entered wrong. Both entries remain viewable so that the transaction can be followed and understood. For a reverse entry, a computer generated voucher is automatically created.

A reverse posting is a special posting that neutralises the posting to be reversed. This is necessary, for example, if certain voucher data was entered incorrectly. The same amount is automatically posted in WINPACCS with the opposite +/-sign and the same account assignment. The posting text is preceded by a note about the reversal and the voucher number of the reversed posting. Both postings remain visible so that it is easy to understand the transaction. It is possible to carry out a reverse posting with a correction posting that uses the average rate of the reversed posting.

A reversed posting is a posting that has been cancelled out in a comprehensible manner by a reverse posting. This is necessary, for example, if certain voucher data was entered incorrectly. Reversed postings are marked as such in WINPACCS, but the content of the postings is not changed.

In the project chart of accounts, sub-accounts can be created as well as main accounts. Sub-accounts allow a more detailed breakdown of finances e.g. costs and income. They also facilitate a clear assignment to balance accounts, for example by creating a receivables sub-account for each employee.

The sub-account number is the unique identifier for a sub-account. It is used to classify a sub-account in the project chart of accounts. Each organisation can specify the length of their sub-account numbers in WINPACCS.

Supply of funds are entries that indicate a cash flow from a head office to a project. This also includes funds from other projects or journals (i.e. a foreign currency exchange). In WINPACCS accounting this entry is done using transaction type 1. Fund supplies always encounter changes in the average rate of currencies which means that in addition to the amount in voucher currency, entries must also be recorded in the amount in company currency.

In the master data in WINPACCS Cloud, a project can be assigned to a country. If the activities are, for example, part of a programme that is spread across regions in several countries, or if the project takes place in several countries, the project can be marked as Supra-regional.

WINPACCS simplifies posting by means of preconfigured transactions, so-called transaction categories. These replace the classical debit / credit entry method and do not require in-depth accounting knowledge. Many transaction categories are also subdivided into transaction types, which represent the transactions even more precisely. The following transaction types are available in WINPACCS:

·Supply of funds

·Forwarding of funds

·Transfer of funds in journal

·Costs

·Income

·Advance payment

·Funds received

·Balancing of payables

·Return of funds

·Flexible posting

·Netting of unsettled items

Many of the transaction categories available in WINPACCS are also subdivided into different transaction types, which help the user to map the transactions even more precisely. The following transaction categories and transaction types are available in WINPACCS:

A unit of quantity indicates the measured value used to enter an item, such as expert days or flights. Units of quantity can be assigned to budget lines and used in budget planning, project accounting and controlling. Units of quantity can be adapted to organisational requirements.

In WINPACCS, the useful life describes the defined period of time over which the residual value of an asset decreases in fixed instalments (linear) from the acquisition amount to 0. The useful life is specified in months and is defined by the asset type to which the asset is assigned.

Voucher currency

Vouchers are original invoices and receipts that are proof of transactions. They provide information about the type, quantity, price, date and the invoicing party or supplier of the service provided.
 
Quotations, pro-forma invoices, delivery notes, etc. as well as copies and carbon copies of invoices are not postable vouchers. Project managers are required to prove the use of project funds by providing original vouchers. The following principle applies: no posting without a voucher.

The voucher currency is the currency in which the amount on a voucher is shown.

In Project accounting, voucher currencies are separated into journals. Amounts are converted from voucher currency to company currency using the Moving Average Rate Procedure.

The voucher date corresponds to the payment date. For vouchers documenting a payment (e.g. sales slips, receipts), the date on the voucher should be entered in the Voucher date field.

However, the date on an invoice should be entered in the Invoice date field. The voucher date in this case is the date on which the invoice was paid.

In WINPACCS Accounting, the format of the voucher date can be set independently of the user language.

In WINPACCS each posting automatically receives a consecutive, non-changeable voucher number.
 
If a voucher is split into several postings, the “Subsequent posting” function allows several transactions to be given the same voucher number.

A posting that is transferred from the Company accounting to WINPACCS Project controlling via the interface has a WINPACCS voucher number as well as a voucher number from the Company accounting. The number is used to clearly assign the posting in the Company accounting to a voucher. As the number in the Company accounting can be entered manually, it is not necessarily unique. It is the Posting number Company accounting that uniquely identifies the posting.
 

A voucher position describes a single posting item of data in WINPACCS. Each posting consists of at least two voucher positions, a debit and a credit voucher position. A split posting can consist of many voucher positions. Posting VAT or withholding tax also produces several voucher positions in a posting.

The voucher status indicates which processing step a voucher is at in a cashbook. Vouchers are firstly pre-entered, then locked and finally forwarded to Project accounting. The following voucher status reflects this process: "Entered today", "Entered", "Locked" and "Forwarded". The voucher status cannot be reset.

The options for changing a voucher in a cashbook depend on the voucher status.

In the "Entered today" status all the data of a voucher can be changed. This status is only used in cashbooks of the "cash" type.

In the "Entered" status, the "Amount in voucher currency" and "Select income / expense" fields can no longer be changed.

In the "Locked" and "Forwarded" status, no changes can be made to the data of a voucher.

As a property of a journal, the voucher type controls the effect of postings on the organisation's annual accounts:
 

·Balance sheet-effective – the postings of the Project accounting are factored in to the annual accounts and passed on to the Company accounting via an interface.

·For information purposes – the postings from partners may only be used for the proof of use list and are not factored in to the annual accounts (since the payment to the partner is posted as a cost). In this case, the postings are not passed on to Project accounting or Company accounting, but are only displayed in Project controlling.

The WP-PPI is the abbreviation for WINPACCS Posting Position Identifier. Each posting position automatically receives a number in WINPACCS, which is unique within the organisation. If postings are passed on to Company accounting, a posting position can be uniquely identified via WP-PPI.

Example: The structure of the WP-PPI 12165001000123000081002 is as follows:

• Project number of the posting project (without separator), 12165
• 3-digit journal number of the posting journal, 001
• 6-digit posting number (completed with zeros if necessary), 000123
• 6-digit voucher number (completed with zeros if necessary), 000081
• 3-digit voucher position (completed with zeros if necessary), 002
 

A write-up is a movement that increases the value of an asset, for example, when a trailer hitch is fitted to a car. A write-up is posted in WINPACCS Accounting and always involves a cash flow. It has an impact on the residual value of the asset.