Checking reports

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Checking reports

Each closing is accompanied by certain reports that are generated in WINPACCS Accounting and which you should read when you check a closing. If you would like to upload additional documents for a closing, e.g. the account statements of a bank account, use the Upload additional documents function.

PLEASE NOTE:

To view the closing reports, you need one of the following user roles:

▪Project finance manager

▪Project accountant

▪Project controller

▪Project financial auditor

To set which reports should be included in your organisation's closings, you need the Financial administrator user role.
hmtoggle_arrow1Creating closing reports

The reports that belong to a closing are generated in WINPACCS Accounting and are uploaded with the data packet. All the reports are generated in the language set as the user language in WINPACCS Accounting by the respective accountant. The reports that are generated for a month-end closing depend on the Organisational settings for WINPACCS Accounting.

AtDashboard >Organisational Settings Organisational settings >WPAC Accounting WINPACCS Accounting you can set which reports are to be created on a mandatory basis or optionally in WINPACCS Accounting:

SelectMonthEndClosingReports

In day-end closings, the Cover sheet, Journal and Standard balance list reports are always included.

The uploaded reports document the closing from the Project accounting. Note that you can also create additional reports yourself:

▪The Export function in the The Postings (WINPACCS Accounting 4) functional group allows you to create customised reports based on your own Table settings from the Posting overview. Columns for additional account assignment (funding, budget lines) are also optionally available there.

▪For more detailed reports on Additional account assignment intended for donors, use Analyses in the Project Controlling functional area.
hmtoggle_arrow1Reading Closing reports

At Dashboard > Projects > [Your project] DataPackets Data packets click on the closing to open its properties. All the available PDF reports are linked in the Closing reports section :

CosingReports

The following reports may be included in month-end closings.

Cover page

The cover page shows the basic properties of the closings and acts as a "table of contents". It provides an overview of all the reports that were uploaded with the closing (with the exception of supplementary documents).

Overview at closing date

If you are checking a month-end closing, it is advisable to start with this report. The Overview at closing date shows at a glance how much money was spent last month in the opened project, and how much is still available in the project. For example, you obtain an overview of the bank account and cash balances, whether there are unsettled items, how much has been spent on external projects, whether assets have been purchased, and much more. Similar to the Balance overview the report compares the total of the expenses and income against the balances. The Overview at closing date is more detailed, however, as it is broken down by account class.

Average rate development

In this report, you can see at a glance when there is a significant change to the behaviour of the average rate. The report contains all average-rate changing postings of the accounting period. For each posting, the percentage by which the average rate changes is indicated.

ReportAverageRateDevelopment

Journal

The report contains a list of all the journal’s postings included in the closing. The report contains basic voucher information and the account assignment of all the transactions.

Balance list

The balance list shows the balances prior to the closed month, the sum of the postings on the debit and credit side in the closed month and the balances resulting from the closed month. The Standard balance list shows the balances of the main accounts. The Balance list with sub-accounts breaks down the balances to the sub-accounts. This allows you to see at a glance how many funds are in individual cashboxes and bank accounts, as well as which debtors still have outstanding payments.

Account sheet

The report shows all the movements per account in the closed month. Use this report, for example, to compare the turnover on a bank statement with the postings.

Costs and income

The report Costs and income shows all movements on cost and income accounts in the closed month. It provides an overview of the supplementary account (financing, budget lines) of all cost and income postings.

Overview of project expenses

The Overview of project expenses report shows on one page how much was spent per project. The report is therefore particularly relevant when you post to external projects. The expenses from your own project are summarised on one page; in addition, the report contains one page per external project. The report breaks down the funds by balance: Costs, income, receivables and payables.

The Overview of project expenses (detailed) report also contains the corresponding postings per account.

Unsettled items

The Unsettled items (Standard) report provides an overview of the project's outstanding receivables and payables. If each debtor has a separate sub-account, you can see in the report which amount is outstanding for each debtor. The Unsettled items with comment report includes, if applicable, notes or agreements about repayment with debtors.

Cash reconciliation
Bank reconciliation

These reports compare the cash and bank balances according to the journal with the actual balances. If differences occur, they are explained in these reports.
hmtoggle_arrow1Upload or read additional documents

In addition to the reports of a closing, you can upload further documents. This function is suitable, for example, for bank statements, cash counting logs for cashboxes, repayment agreements for unsettled items, or receipts for currency exchange and bank charges.

PLEASE NOTE: The file size is limited to 2 MB. This function is suitable for documents relating to a closing, but not for vouchers for individual postings. Use digital vouchers for this, which you can view conveniently next to the posting data in the Posting overview.

To upload additional documents to a closing, proceed as follows:

1.At Projects > [Your project] >DataPackets Data packets on the closing to open its properties.

2.Click there on Upload additional document (UploadAdditionalDocument).

3.Select the file and enter a comment if necessary. All the uploaded additional documents are displayed in the table with user name and date

AdditionalDocuments

As long as the closing has not yet been marked as Verified you can still delete (Delete) additional documents. Even if a closing has been checked, you can continue to upload additional documents (and reclassify it as verified again).

To open an additional document, click on it. Depending on the file format, the document opens in the browser or is downloaded.