First create the new project in the Project administration functional area. Then set up the project by entering further data and making settings in the individual functional groups within the project. Proceed as follows:

1.Open > Projects. The Project overview opens.

2.Click on New in the Projects overview.

3.Enter the Project master data of the new project and select the Project status. The status of the project must at least be Approved internally,  so that all the following steps can be performed.

4.Save your entries.

Your new project has been created and can now be seen in the Projects overview table. A new project is automatically assigned to users via the Assignment of countries or organisational units or all projects. Continue to set up the project with the following steps.

Set up bank details for the project. Proceed as follows:

1.Open > Projects > [Your project] > Bank details.

2.Click on New in the overview of the bank details.

3.Enter the master data for the bank details. The account type and currency cannot be changed later on.

4.Save your entries.

The bank details have now been created and are visible in the table.

Optional: Open a bank detail by double-clicking on it and add all the authorised persons to the Authorised persons tab. This data is purely informative and does not impact user rights in WINPACCS. It is displayed in the journal and cashbook properties in WINPACCS Accounting and  WINPACCS Cashbook.

Create a project chart of accounts with project accounts. Project accounts are project-specific sub-accounts of your organisation’s overall main chart of accounts. Proceed as follows:

1.Open > Projects > [Your project] > Project chart of accounts.

2.Choose whether you want to create a new project chart of accounts, or copy the project chart of accounts from another project. If you choose the latter, select the accounts to be copied. Click on Continue.

3.Each main account automatically has a sub-account 00 (the exact number of digits of the sub-account numbers can be made in the Organisational settings). Besides additional balance sub-accounts (bank, cash, third party receivables, receivables from partners, payables, assets), you can also create cost, income, and clearing sub-accounts, depending on your Organisational settings. To do so, use the Create new sub-account () function.

▪You must assign bank sub-accounts to previously created bank details.

▪You must assign categories for unsettled items (if these are activated in the Organisational settings) to receivables or payables accounts.

▪For each account, set which application and which projects can post to it.

4.Release the project chart of accounts with the Release () function. The status of the project chart of accounts changes from Draft to Released.

The project chart of accounts has now been created. Released sub-accounts can no longer be deleted; they can only blocked.

Create at least one funding for a project. Proceed as follows:

1.Open > Projects > [Your project] > > Project funding.

2.Click on Create new funding () in the Fundings overview.

3.Enter the master data for the funding. As of the Applied for contract status, you can assign postings to the funding. The settings in the Form of funding section determine which journals you can assign the funding to later.

4.Save your entries.

The project funding has been created and can now be seen in the table.

Set up the journals for the project. Proceed in this way for each journal:

1.Open > Projects > [Your project] > Journals.

2.Click on Create new journal () in the Journals overview.

3.Choose the Project accounting journal class. Specify which types of voucher are to be posted in the new journal and click on Continue.

4.Enter the master data for the journal.

5.Assign one or more project fundings to it.

6.Next assign the balance accounts.

7.Assign authorised to post users to the journal.

8.Release the journal with the Release () function. The Release status of the journal changes from New to Released.

The journal has now been created and can be seen in the table.

Set up the cashbooks for the project. If you do not use WINPACCS Cashbook, skip this step.

Proceed in this way for each cashbook:

1.Open > Projects > [Your project] > Cashbooks.

2.Click on Create new cashbook () in the Cashbooks overview.

3.Enter the master data for the Cashbook.

▪Select the cashbook type (bank, cash, receivables).

▪Assign a previously created journal to the cashbook for posting the cashbook vouchers.

▪Select the previously created balance account (bank or cash) which the cashbook belongs to.

▪Assign users to the cashbook who are allowed to enter vouchers in it.

4.Click on Save and Release.

The cashbook is set up and can now be seen in the table.

Set up the project’s budget structures. For each budget structure, proceed as follows:

1.Open > Projects > [Your project] > > Budget structures.

2.Click on Create new budget structure () or on Import () to copy a budget structure from another project.

3.When you create a new budget structure, enter the Master data and click on Save (). If you import a budget structure from another project, select the project and the budget structure and click on Import.

4.Release the budget structures using the Release budget structures () function. The release status of the budget structure changes from New to Released.

The budget structure has been created and can now be seen in the table.

Whenever you change settings or project data, you must subsequently publish the project to forward the changes. The changes are thus available for automatic or manual download in WINPACCS Accounting and WINPACCS Cashbook. The version number of the project data increases each time it is published. Proceed as follows:

1.Open > Projects > [Your Project].

2.Click on Publish (). The version number of the project data is displayed.

If certain changes are not included in the project data, check whether you have already released these changes. Open the Project data overview at > Projects > [Your project] > Project data overview. The status of all the project data must be Released for it to be published. If the status of certain data is Changed, this data is published in the last released version, i.e. without the changes.

To download projects for the first time, use the Download project data function in WINPACCS Accounting and WINPACCS Cashbook at Projects > Project list.

To update project data with new versions from WINPACCS Cloud use the Check for new data function on the Start tab.