Asset number

Each asset automatically receives a number in WINPACCS, which is unique within your organisation. You cannot change this number.

Assets are given this number:

▪when you create them in WINPACCS Cloud;

▪when the closing in which they were forwarded to WINPACCS Cloud is released and the assets are available in the Inventory management.

When the asset is disposed of, it retains this number. It is not reassigned.

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Inventory number

Enter the inventory number that your organisation specifies for the asset. This can, for instance, be the number on a label put on the asset. The number must be unique.

Whether this field is available and whether it is a mandatory field, as well as the format of the inventory number, is defined in the Organisational settings. The field can also be configured so that the inventory number is automatically assigned within the project; thus ensuring that all assets within a project are given consecutive inventory numbers.

Project country

Select the country in which the asset is located.

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Project

Select the project that the asset belongs to. You can also type in a project number or a name to search for it.

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Asset

Enter a name for the asset in the languages relevant to users in this project. The name in the base language of your organisation is a mandatory field.

Depending on the set user language, these translations will be shown in all the fields and reports.

Comment on asset

Use this field for additional information or notes on the asset.

Recipient / Depositor / Partner

Enter from whom the asset was acquired or received. Click on the button to select a partner from the project’s partner list.

Account

Select the account to which the acquisition costs were posted:

▪With an Acquisition by purchase which is posted in WINPACCS Accounting the account is already selected.

▪If you have an Acquisition by donation in kind you should follow the specifications of your organisation.

▪If you enter an existing asset select the account to which the acquisition costs were originally posted.

All the accounts of the following account classes and account groups are available:

Whether acquisition costs are posted to cost or balance accounts depends on how the asset is funded.

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Asset type

Select an Asset type for the asset. The asset categories that are available depend on the selected account. The asset type is used to categorise assets and assign uniform properties to them. Depending on the asset type, additional custom fields are displayed below. In the case of vehicles, this may be for instance the chassis number, for buildings the address and surface area, etc. The asset type can also automatically complete the Useful life field.

If you change the asset type, all the data of the custom fields will be discarded.

Asset types and their custom fields are created in the Organisational settings and assigned to an account in the main chart of accounts.

Location

Specify where the asset is.

Whether this field is a mandatory or not is defined in the organisational settings.

Acquisition date

Specify the date on which the asset was acquired by the project.

Acquisition amount

The acquisition amount is the amount for which the asset was acquired.

Firstly, enter the acquisition cost in the currency of the voucher. To enter a currency other than the company currency, use the Acquisition cost VC field. The field can only be edited if you have previously selected the voucher currency beside it.

Use the Calculate acquisition amount CC function to automatically calculate the amount in company currency.

If you firstly enter the Acquisition amount in company currency use the Calculate acquisition amount VC function to automatically complete the Acquisition amount VC field.

The basis for the automatic conversion is the exchange rate of the acquisition date. If you manually enter both the Acquisition amount VC as well as the Acquisition amount in company currency, the exchange rates are calculated from them.

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Exchange rate

The exchange rate is calculated automatically. If you manually enter the amounts in company currency and voucher currency, the exchange rate is calculated from them. If you use the Calculate acquisition amount CC function or Calculate acquisition amount VC the exchange rate of the Acquisition date is used.

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Useful life (in months)

Specify how many months the useful life of the asset should be.

Due to Organisational settings, the useful life may already be preset, depending on the asset type. Several useful lives may also be selectable.

Enter the useful life from the Acquisition date.

This field is blank for assets that have been disposed of.

Residual value

The Residual value in voucher currency and company currency is calculated automatically. It is reduced on a straight-line basis from the acquisition amount on a monthly basis over the useful life.

If write-ups are posted in voucher currencies which are not the original voucher currency, the residual value in voucher currency cannot be calculated and the field remains empty. This field is blank for assets that have been disposed of.

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Funding

Specify the means by which the asset was funded. All of a project’s funds with the Approved contract status are available.

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Donors

The donor of the selected funding is automatically displayed.

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Disposed of on

If the asset has been disposed of, the field shows the date of disposal.

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Order number

Enter the order number of the asset, if applicable. Whether the field is available depends on your organisation's settings.

Asset number Company accounting

If applicable, enter the asset number of the asset that was assigned in your organisation's Company accounting. Whether the field is available depends on your organisation's settings.

Edit

Switches to edit mode so that you can edit the Master data . You can only edit certain fields. Then click on Save to confirm your changes and also enter a reason for them.

You can no longer edit assets if they are marked as Disposed of.

Add movement

Use this function to enter a movement of a asset in WINPACCS Cloud which does not require a posting in WINPACCS Accounting because no money flows.

A window opens that allows you to enter details of the movement. Select the Movement type:

▪Other disposals if you donate the asset to a third party, or if it is destroyed, lost or stolen. This is typically the last movement of an asset. Use the field Recipientto specify who received the asset and the field Reasonto describe the disposal in more detail. Indicatefor instancethe name of the recipient of the donation or the reason for the loss.

▪Select Forward to external project if you forward an asset to another project free of charge. All projects in the In planning, Approved internally, Active project status and Ended are available.

▪Select Handover to partnerif you forward an asset to a partner free of charge. You can select from all the partners of the project to which the asset is assigned.

▪Select Return to donor when you return an asset to the donor who funded it. This movement type is only available if funding has been assigned to the asset.

With the option Print handover record, you can optionally generate a PDF report that records the handover.

Save your entries with Add.

The asset is automatically identified marked as Disposed of. It is then no longer included in the List of assets . To display it, activate the quick filter Display disposed of assets ().

Undo disposal

Undoes one of the following movements:

▪Other disposals

▪Handover to partner

▪Returning to a donor

This function is only available if the asset is marked as Disposed of.

You cannot retrieve an asset that you have forwarded to an external project. However, the external project can be returned to the original project using the Forward to external project movement type.

Print

Creates a PDF document containing all of an asset’s master data, movements and residual value development.

History

Opens a sidebar in which all the changes to the master data are documented.