Projects > Opened project > Inventory management

In the functional area Inventory management you can see all assets of the projects that have been assigned to you in the User administration. The Inventory management functional group within a project, displays all the assets of a project. Double-click an asset in the table to display or edit its Master data, movements and Residual value development .

NOTE: You can find introductory background information on asset management in WINPACCS Cloud in the chapter Assets.

Overview of assets

The table shows an overview of the assets: Only a few columns are shown in the default view. Use the table settings to display additional columns or change the way the table is shown. Columns specifically set up by and for your organisation consist of the name of the asset type and a name for the fieldfor instance Vehicles - chassis number.

You can display disposed assets with the quick filter() display disposed assets, which is located above the table.

Almost all columns contain data from the fields of the Master data. In the list of assets, you will also see the following additional information that you can use to filter assets:

Accepted into the project on	shows when the asset was acquired by the project. This is usually the acquisition date. If the asset was received from another project, this is the date of the Forward to external project movement.
Original project number	Displays the number of the project that initially acquired the asset.
Original project	Displays the name of the project that initially acquired the asset.
Disposed of	Shows whether the asset is still available in the project.
Disposed of on	Shows when the asset was disposed of.
Account class	Shows whether the assigned account is a Cost or a Balance account.
Residual useful life (months)	Indicates how many months of useful life remain. If the field is empty, the asset has been disposed of.

Navigation area

Use the bar on the left to switch between different views of the list of assets or to create new views. Click on the navigation title () to display and hide the bar.

assets

Under this heading you can see all saved Views of the list of assets. All the settings for columns, groupings, filters, and other table layout properties are saved in the views.

▪Default view: This view is always available. If you want to make and save changes to the table layout, click on View () and then Save as copy.

▪New fixed assets view: This view shows all assets that have been created in WINPACCS Accounting uploaded in a closing to WINPACCS Cloud and have not yet been processed in the inventory management. You still have to complete the master data of these assets. To do this, select an asset, click on Display () and then click on Edit (). After you have completed and saved the master data, the asset is no longer displayed in this view; it is shown in the default view (or your own views).

NOTE: If an asset has been acquired and is not shown in the New assets view as expected, this can be due to:

▪A month-end closing that contains the posting has not yet been uploaded by a user with the Project accountant user role. Tip: If your organisation has activated the Day-end closings are used option in the Organisational settings for WINPACCS Accounting, accountants can upload individual postings in a day-end closing at any time without finalising the entire month.

▪The closing has not yet been released by a user with the Project finance manager user role.

Functions

Use the following functions to manage your assets:

New

Opens the window New asset. Use this function to enter an existing asset or an acquisition by a donation in kind.

Display

Opens the asset and displays its Master data, Movements and Residual value development .

Add movement

Use this function to enter a movement for several assets of a Project in once 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:

•Select Other disposalif you donate the selected assets to a third party or if they have been destroyed, lost or stolen. This is typically the last movement of an asset. Use the field Recipientto specify who received the assets 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 project status In planning, Internally approved, Active and Finished are available.

•Select Handover to partnerif you forward an asset to a partner free of charge. All partners of the project in which the assets are located are available.

•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 report , you can optionally generate a PDF report that records the handover.

Save your entries with Add.

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

NOTE: An exception is the Forward to external project movement type. If you forward an asset to another project, it is only marked as Disposed of in the Inventory management functional group in the original project. In the Inventory management functional area the asset can still be seen, because the assets of all your organisation’s projects are visible there.

Creates a PDF document from the list of assets after you have entered a heading and sub-heading. Table settings such as filters, sortings and groupings, as well as additionally displayed columns are included.

Print labels

Opens a window where you specify the size and arrangement of the labels ready for printing on blank labels. Labels are printed for all the selected assets. You must select at least one asset for the function to be available.

Export

Exports the list of assets. You can choose between either PDF or Excel format. Table settings such as filters, sortings and groupings, as well as additionally displayed columns are included.

View

To create new views or modify existing views, use these functions:

▪Create new: A pop-up opens. Enter a name for the new view. Specify whether only you can see and use this view in the navigation bar, or whether it should also be available to other users (public view). Click on Create, to save the entries. Then adjust the view to your fit your requirements and save it again.

▪Save: Saves changes to the opened view.

▪Save as copy: Saves changes to the opened view under a different name.

▪Delete: Deletes the opened view.

New views are sorted alphanumerically into the list of existing views.

Detail area (sidebar on the right-hand side)

Shows the version of the list of assets and the time it was updated, as well as the number of assets in the project.

This information refers to the file that WINPACCS Accounting downloads via automatic data exchange so that the list of assets is available to project accountants when posting. If WINPACCS Accounting cannot automatically download the file for instancee.g., due to a poor Internet connection, you can also find the file in the function group Data packages function of the respective project.