Projects > Opened project > Inventory management

If you use Inventory management in WINPACCS Cloud, you maintain a central list of assets for one or more projects of your organisation. This list contains all the locations and properties of the assets. It also provides a clear overview of the residual values of all the assets. If movements occur, it is the task of a user with the Inventory manager user role to update this list.

All movements which involve cash flows, are initially posted in WINPACCS Accounting:

▪For an Acquisition by purchase movement, project accountants create the new asset in WINPACCS Accounting.

▪For Write-ups, Cost reductions and Sales, project accountants assign an existing asset from the list of assets that WINPACCS Accounting automatically downloads from WINPACCS Cloud.

NOTE: If your organisation uses WINPACCS Cashbook, project cashiers can also pre-enter asset movements. However, they do not have access to the list of assets; they simply specify the relevant accounts. These vouchers are forwarded to WINPACCS Accounting in a voucher batch. Accountants then assign an asset during posting.

When accountants upload the postings in a day-end or month-end closing, they are transferred from WINPACCS Accounting to WINPACCS Cloud. The closings must be released in the Data packets functional group. This occurs either automatically or is performed by a user with the Project finance manager user role (depending on the settings of your organisation). Write-ups, Cost reductions and Sales are then automatically entered as a new movement for an existing asset.

An exception is the Acquisition by purchase movement: Assets, which are newly created in WINPACCS Accounting, do not automatically appear in the list of assets because their master data is still incomplete. Only posting data such as the account and the acquisition amount is transferred from WINPACCS Accounting. You still need to specify information such as the location, the asset type, possibly an organisation-specific inventory number, and detailed information that depends on the asset type.

The Create new asset task on the dashboard, the homepage of WINPACCS Cloud, indicates this to you. All the Inventory managers to whom the project is assigned in the User administration functional area see this task on the dashboard after login, and can be informed by email if desired (see My Account > Settings > Email notifications).

Open the Create new asset task or change to the New assets view in Inventory management and open the new asset there. Enter the missing master data. If the data is complete, the asset no longer appears in the New assets view after saving, but instead can be found in the list of assets (e.g. the Default view).

In the master data of an asset, the account is displayed to which the costs for the acquisition were posted. If you enter an asset in WINPACCS Cloud you must select the account yourself.

In WINPACCS the following accounts are available for entering assets:

Account class	Account group	Properties
Costs	Anlagegüter	An account such as this is used to post acquisition costs for assets that are fully financed by a donor and are therefore directly posted as project costs. You can create any number of such accounts in the main chart of accounts. Any number of asset types can be assigned to an account in this account group.
Income	Anlagegüter	There may be, at the most, one income account for income from the sale of assets. It is not mandatory to create such an account.
Balance (assets)	Purchase of assets	This account is used to post the acquisition costs of assets that are not fully financed by a donor, but whose usage costs are budgeted in the projects. Assets that are financed from own resources or surpluses must be capitalised and depreciated in the Company accounting. You can create any number of such accounts in the main chart of accounts. Any number of asset types can be assigned to an account in this account group.
Balance (assets)	Sale of assets	There may be, at the most, one balance account for income from sales of assets. It is not mandatory to create such an account.

Note that the Inventory management in WINPACCS Cloud does not provide for fixed asset accounting, but merely represents a secondary list of assets. You cannot write off assets in WINPACCS. For each asset, a residual value development is calculated for the planned useful life .

The accounting for acquisition costs differs depending on whether the donor finances the acquisition of the asset or the monthly usage costs:

The acquisition costs of assets whose procurement is planned and budgeted in the projects are not capitalised and depreciated, but immediately posted as costs as the full amount.

Acquisition costs for assets which are not financed by a donor, but whose proportionate usage costs in the projects are planned and budgeted for a certain period of time, are posted in WINPACCS on a balance account instead of a cost account. In this way, the expenses are not transferred to Project controlling as costs. The postings in the balance account must be transferred to the Company accounting where the acquisition costs are capitalised and depreciated as fixed assets. The expenditure for depreciation can, in turn, be assigned to the projects in the Company accounting and transferred to WINPACCS Project controlling.

Donor reports on project costs are only created in WINPACCS Project controlling. The residual value development in the Inventory management is independent of the funding, account assignment and any depreciation. Inventory management provides you with reports on the existing assets and their residual value development.

Each asset is assigned to an asset type. Asset types are created in the Organisational settings and are used to enter uniform information on similar assets. All the assets of a particular type offer identical fields in the master data. The asset types are kept and updated centrally in the Organisational settings. The asset types that are available for an asset depend on the selected account.

Apart from the movements that are transferred from WINPACCS Accounting, there are still movements that you can enter in WINPACCS Cloud yourself. These are all movements which do not involve cashflows:

▪An existing asset or an Acquisition by donation in kind is entered with the New () function in the list of assets.

▪To enter movements for previously created assets, open the asset and use the Add movement () function. Such movements are, for example, free of charge handovers to other projects, partners, donors or third parties.

Open an asset from the list of assets by double-clicking on it to display its residual value development. WINPACCS Cloud always shows the residual value of the asset at the end of the current month. The development of residual value is linear and is calculated from the acquisition amount on the acquisition date and the useful life. At the end of the useful life, the residual value is always 0.00.

Write-ups and cost reductions, which are posted in WINPACCS Accounting change the residual value and the monthly reductions in value.

The monthly reductions in value are calculated from the useful life and the acquisition amount. They are only displayed in the Residual value development section in the properties of an asset.

The functions of the Inventory management can be found in a separate functional area in WINPACCS Cloud, as well as in a functional group in the actual projects. The functions are almost identical in both places. However, please note the following differences:

	Inventory management functional area (Dashboard > Inventory)	Inventory management functional group (Dashboard > Projects > Your project > Inventory)
Data	You can see all the assets of all the projects that are assigned to you in the User administration.	You can see the assets of the opened project. The functional group is only available if the project has, at a minimum, the Internally Approved project status.
Views	Views that you create just for yourself are only available in the functional area (not the functional group). Public views are available to all users of the functional area.	Views that you create just for yourself are only available in the functional group (not the functional area). They are only available in the project where you created them. Public views are available to all the functional group’s users whom the project is assigned to in the User administration.
Detail (sidebar)	Not available.	Shows the version and the time the update wa??performed for the list of assets, as well as the number of assets in the project.
Display disposed of assets (quick filter)	The filter displays the assets that were disposed of by one of the following movements: ▪Sale ▪Other disposal ▪Handover to partner ▪Return to donor Assets that have been transferred from one project to another project are not shown as disposed of, since they have not left your organisation.	The filter displays the assets that were disposed of by one of the following movements: ▪Sale ▪Other disposal ▪Handover to partner ▪Return to donor ▪Forwarded to external project Assets that have been transferred from one project to another project are displayed as disposed of because they have been disposed of by the opened project.

You can only use Inventory management in projects that are assigned to you in the User administration. The following user roles provide you with access to Inventory management functions:

Inventory manager	Can create and edit assets in the Inventory management functional group.
Project accountant	Can display assets in the Inventory management functional area and functional group.
Inventory administrator	Can edit basic settings, asset types and locations in the Organisational settings.