Display

Displays the properties of the selected voucher position.

Print

If no posting positions are selected, a PDF document is created from the Posting overview. Table settings such as filters, sortings and groupings, as well as additionally displayed columns are included.

When posting positions are selected, the following reports are also available:

Export

Exports the Posting overview in Excel, PDF, CSV or RTF format. Table settings such as filters, sortings and groupings, as well as additionally displayed columns are included.

Upload digital vouchers

Use this function to upload digital vouchers.

Depending on which procedure you use, you can upload different files here:

▪Attachments to closings that are created during upstream scanning in WINPACCS Accounting

▪Attachments to voucher batches that are created during upstream scanning in WINPACCS Cashbook

▪Voucher scans with barcodes that you generate during downstream scanning

These digital vouchers are automatically assigned correctly. To manually assign individual digital vouchers to specific postings, or to update a digital voucher, open the posting and use the Digital vouchers ().

Learn more about the different processes in the Digital vouchers in WINPACCS White Paper which you can download from our customer portal at: www.winpaccs.com.

Downloading digital vouchers

Downloads the current version of the digital vouchers of all the selected voucher positions in a ZIP file.

Balance overview

Opens a window with settings for a balance overview.

Asset

An asset is a tangible item of property which belongs to and is used in a project for a long period of time, e.g. a vehicle, a building or a laptop.

Asset number

The asset number is the unique number given to an asset. It is automatically assigned in WINPACCS and stays the same, even when the asset is transferred to another project.

Asset type

The asset type is used to assign uniform properties to a certain type of asset. Examples of asset types are "vehicles" or "construction machinery". In WINPACCS the asset type is assigned to an account and an account can have several asset types assigned to it.

An asset is assigned to just one asset type. Depending on the asset type, additional organisation-specific fields can be displayed for the asset. In the case of vehicles, for example, this can be the chassis number; for buildings – the address and the floor space. The useful life of an asset depends on the asset type. The pre-entered value in the "Useful life (in months)" field can be changed.

Voucher date

The voucher date corresponds to the payment date. For vouchers documenting a payment (e.g. sales slips, receipts), the date on the voucher should be entered in the Voucher date field.

However, the date on an invoice should be entered in the Invoice date field. The voucher date in this case is the date on which the invoice was paid.

In WINPACCS Accounting, the format of the voucher date can be set independently of the user language.

Voucher number

In WINPACCS each posting automatically receives a consecutive, non-changeable voucher number.
 
If a voucher is split into several postings, the “Subsequent posting” function allows several transactions to be given the same voucher number.

Voucher position

A voucher position describes a single posting item of data in WINPACCS. Each posting consists of at least two voucher positions, a debit and a credit voucher position. A split posting can consist of many voucher positions. Posting VAT or withholding tax also produces several voucher positions in a posting.

Comment on the posting

The comment on the posting in WINPACCS Accounting provides the accountant with extra space to explain the posting, if there are not enough characters available in the posting text.

Order number

Order numbers can be entered with postings as additional information.

Movement

Movements of assets result from the individual transactions relating to an asset, e.g. inflows, write-ups, cost reductions and disposals.
 
Postings in Project accounting to accounts of the asset account group lead to asset movements in WINPACCS Inventory management.
 
Example: Posting the procurement of a new asset in the Project accounting leads to the Acquisition by purchase movement for a new asset.
 
Movements that do not involve any cash flows and are therefore not posted in the Project accounting are entered in WINPACCS Cloud.
 
Example: The transfer of an asset which is still usable at the end of a project to the project partner is entered with the Forwarding to partner movement.
 
Reductions in value are not considered as movements in WINPACCS.

Accountant

The accountant is the user who posts vouchers in a journal in WINPACCS Accounting Project accounting. Only users who are assigned to a journal as assigned users can post vouchers in it.
 

Accounting period

The accounting period includes all the postings of a certain month.

In Project accounting, the accounting period is finalised by a month-end closing. Postings from finalised accounting periods cannot be changed, since the posting data has already been forwarded to Project controlling and the interface to Company accounting. In the current accounting period, postings from accounting periods that have already been finalised, can be reversed and reposted.

Within an accounting period, dates from finalised months (not future months) can be used as the voucher date.

Posting date

The posting date is the date on which a voucher is posted. The posting date is automatically saved and cannot be changed.

Posting number

In WINPACCS Accounting, each posting automatically receives a consecutive, non-changeable posting number. Unlike the voucher number which stays the same, the subsequent posting number does in fact change for each transaction and can be used to specifically identify it.

Posting status

The posting status in WINPACCS Accounting indicates what stage a posting is at, in being processed. Postings are first posted in Project accounting, then uploaded to WINPACCS Cloud in day-end or month-end closings, before being released there manually or automatically. After being released, the relevant posting items are transferred to Project controlling and forwarded to the Company accounting via an interface.

The following posting statuses reflect this process:

·“Posted Project accounting” (not yet included in a closing, certain accounting data can still be changed),

·“Forwarded” (included in a closing, it may be possible to change additional information),

·“Released” (optionally, the posting was checked manually or automatically in WINPACCS Cloud, it may be possible to change additional information),

·“Posted Company accounting” (optionally, the posting was posted in Company accounting, it may be possible to change additional information).

Posting text

The posting text describes the transaction in a few words to explain the posting.

VC

The voucher currency is the currency in which the amount on a voucher is shown.

In Project accounting, voucher currencies are separated into journals. Amounts are converted from voucher currency to company currency using the Moving Average Rate Procedure.

The following columns are available to display the amount in voucher currency:

Digital vouchers number

Displays the number of files that were attached to the voucher as digital vouchers. Only current versions are counted.

Digital vouchers size

Shows the total size of all attached digital vouchers.

Digital vouchers status

Indicates whether the voucher has a digital voucher available or not available and whether it has already been checked. Once digital vouchers have been verified, no further vouchers can be uploaded to the corresponding postings and the digital vouchers can no longer be updated. To mark a digital voucher as verified, open the voucher position and use the Set verification status function.

Internal voucher

In accounting the rule applies: no posting without a voucher. However, there are expenses which do not produce vouchers, e.g. taxi rides or shopping at a market. To ensure the expense is billable, an employee of the organisation must create an internal voucher.

Recipient / depositor

Every flow of funds takes place between a project and another party, e.g. a trader, a service provider, the head office of your own organisation, a partner or an external project. The field identifies this party. Depending on whether it is a payment or a deposit (WINPACCS Cashbook) or which transaction is involved (WINPACCS Accounting), the second party is either a recipient or a depositor.

As a rule: In the case of an expense, the name of the recipient is to be entered; in the case of income, the name of the depositor.

Entered by

“Entered by” indicates the user who pre-entered a voucher in a cashbook in WINPACCS Cashbook. Only users who are assigned to a cashbook as Responsible for cashbook or Cashbook deputies can enter vouchers.

Entry number

Each voucher entered in WINPACCS Cashbook is assigned a consecutive entry number. The entry number clearly identifies the voucher within a cashbook and cannot be changed.

External invoice number

External invoice numbers can be entered with postings as additional information.

Funding

In WINPACCS, project funding is a contract with a donor or a decision by the organisation to use unrestricted or restricted funds for a project. In Project accounting, project funding is assigned to cost postings and supplies of funds.

In Project controlling, project funding serves as proof of expenditure to the donor or the responsible body of the organisation. A reporting currency scheme can be used to meet donor requirements for a specific currency or currencies to create reports in and the use of rates for billing.

In WINPACCS users can see which funds of a project funding have already been disbursed or which amount is still available.
 

External funding

If the voucher belongs to an external project, the funding of the external project is displayed here.

External project number

If the voucher belongs to an external project the project number of the external project is displayed here.

External project

From the project accounting perspective, your own project is the one with the journals where you enter your postings. An external project is a different project of the same organisation whose accounting is to be kept separate from the accounting of your own project. It may occur that transactions have to be posted in the journals of your own project, although they concern a different external project and are not related to your project at all. In WINPACCS you can easily assign external projects to certain transactions – the posting itself is entered in a journal of your own project. However, you assign the voucher positions (such as costs or receivables) to an external project via the selection field.
 
Examples of posting to external projects:

·There is only one bank account in the project country, which is used by all the projects in a country. Therefore, accounting is performed in a project for all the projects that use this bank account. The individual postings are, where appropriate, assigned to external projects.

·A regional or country office pays the entire costs of all the projects in the region or country. In the accounts for this office, these costs are assigned to the individual external projects.

·A particular project receives funds on-site specifically for forwarding to external projects.
 

CC

The company currency is the currency used by the accounting department of the head office. As a rule, it is the currency of the respective country in which the organisation has its head office. In WINPACCS “CC” is used to abbreviate company currency.

The following columns are available to display the amount in company currency:

Internal invoice number

Internal invoice numbers can be entered with postings as additional information.

Journal

Journals are used to enter the postings of the transactions.

In WINPACCS a currency is assigned to each journal, i.e. if several currencies are used in a project, several journals have to be created. The moving average rate procedure is used for converting a journal’s voucher currency into the company currency.

Journals can also be assigned to fundings. Contractual agreements with the donor can also be shown in WINPACCS. If necessary, closed cash cycles can be used to keep funds from different donors apart. This requires the use of separate bank accounts and petty cashboxes for the funds of a donor or a funding.

Journal number

The journal number is the unique identifier for a journal. A journal number consists of a maximum of three characters, which may be numbers or letters.

Account group

Account groups are used to break down the account classes of the general chart of accounts. Account groups can be subdivided into accounts and sub-accounts.

The following account classes and groups are available in WINPACCS:

Account class

Account classes are used to systematically structure the main chart of accounts. They are further subdivided into account groups, accounts and sub-accounts.

These account classes and groups are available in WINPACCS:
 

Account

An account is part of the chart of accounts. As a key element of accounting, it serves to categorise transactions.

WINPACCS uses the double-entry accounting system. Each voucher is entered in two accounts, the assignment on the debit and credit side is supported by the selection of the transaction category and type.

Credit account

Shows the account name of the credit partial posting.

Debit account

Shows the account name of the debit partial posting.

Account/sub-account number

Displays the account number followed by the sub-account number, separated by a space.

Account number

An account is the central element in accounting for categorising transactions, while the account number enables an account to be clearly identified within a chart of accounts. The length of the account numbers is defined once only in WINPACCS in the organisational settings.

Account number Credit

Displays the account of the credit partial posting.

Account number Debit

Displays the account of the debit partial posting.

cost centre

A cost centre is an area of an organisation to which costs (or rarely also income) that arise in an project can be assigned when they are posted in the Project accounting. The costs assigned to a cost centre are not displayed in Project controlling and do not reduce the project budget.
 
Example: For the annual report, travel costs are incurred on site in the project country, which are posted in the Project accounting but are assigned to the Communication and Public relations cost centre.
 
Cost centres are assigned in the Project accounting when vouchers are posted, and are independent of other classification criteria such as cost categories, fundings or budget structures.
 
In the Financial administration functional area, you can define as many cost centres as you like for use / validity throughout the organisation.
 
Cost centres can only be used if the Post to external projects function is activated.

Cost centre number

Shows the unique number of the cost centre.

Computer-generated posting

A computer-generated posting describes a posting, which is automatically created when executing certain functions in WINPACCS. A revaluation is an example of a computer-generated posting, which is automatically produced when a month-end closing is performed.

Quantity

A quantity can be used in the monitoring of quantities for specific expenses on a budget line. In addition to the posting amount, the quantity also indicates how much of a unit of quantity was consumed.

Example: USD 2,000.00 (amount) and four expert days (quantity and unit of quantity) were spent on the fee of an expert.

In addition to the amounts, the quantities can also be planned in a budget.

This column is only available in Projects > [Your project] > Postings (WINPACCS Accounting 4). It is not available in the Financial administration.

Unit of quantity

A unit of quantity indicates the measured value used to enter an item, such as expert days or flights. Units of quantity can be assigned to budget lines and used in budget planning, project accounting and controlling. Units of quantity can be adapted to organisational requirements.

This column is only available in Projects > [Your project] > Postings (WINPACCS Accounting 4). It is not available in the Financial administration.

Average rate voucher position

Shows the average rate that was used for the original posting. If, for instance, unsettled items are balanced, there may be a difference in the average rate of the individual partial postings.

Average rate posting

Shows the average rate that was used for the posting.

If the amount in company currency was entered manually during posting, this field shows the rate that is calculated from the amount in voucher currency and the amount in company currency.

Partners

In WINPACCS, partners are partner organisations with whom organisations work on a project level. Partners are entered into WINPACCS Cloud, assigned to projects and also to individual vouchers and postings.

Partner number

The partner number is the unique identifier for a partner. Organisations can define whether the partner number is mandatory and whether it can be freely defined (using letters, numbers and symbols) or automatically incremented.

Personnel number

Personnel numbers can be entered with postings as additional information.

Project

The term project is used in WINPACCS for a topic-related package of measures that are limited in geographical, monetary and time-based terms, and serve development cooperation or humanitarian emergency aid purposes by means of goal-oriented tasks. The master data and settings of a project are managed centrally in WINPACCS Cloud. Project numbers are used to uniquely identify projects.

Project country

Refers to the country in which a project is performed. If a project is executed in several countries, it can be labelled as "supra-regional".

Project number

The project number is the unique identifier for a project and accompanies a project throughout its entire term. The format of the project number (e.g. the length, the separators and the use of numbers and letters) can be adapted to organisational requirements.

Invoice date

The invoice date corresponds to the issue date of an invoice. It is given on each invoice.

Reference number

Reference numbers can be entered with postings as additional information.

Cheque number

Cheque numbers can be entered with postings as additional information.

Reversed posting position

A reversed posting is a posting that has been cancelled out in a comprehensible manner by a reverse posting. This is necessary, for example, if certain voucher data was entered incorrectly. Reversed postings are marked as such in WINPACCS, but the content of the postings is not changed.

Reverse posting position

A reverse posting is a special posting that neutralises the posting to be reversed. This is necessary, for example, if certain voucher data was entered incorrectly. The same amount is automatically posted in WINPACCS with the opposite +/-sign and the same account assignment. The posting text is preceded by a note about the reversal and the voucher number of the reversed posting. Both postings remain visible so that it is easy to understand the transaction. It is possible to carry out a reverse posting with a correction posting that uses the average rate of the reversed posting.

Reposting

A reposting posts a cost or income posting to another account. This is necessary, for example, if an incorrect entry was made when selecting the cost account. In WINPACCS the posting text is then automatically preceded by a note about the reposting and its voucher number.

Reposted posting position

A reposted posting is one that was posted to another account by a different posting (the reposting). This is necessary, for example, if an incorrect entry was made when selecting the cost account. In WINPACCS postings can be reposted to cost or income accounts. Reposted postings are marked as such, but their content is not changed.

Sub-account

In the project chart of accounts, sub-accounts can be created as well as main accounts. Sub-accounts allow a more detailed breakdown of finances e.g. costs and income. They also facilitate a clear assignment to balance accounts, for example by creating a receivables sub-account for each employee.

Credit sub-account

Shows the sub-account name of the credit partial posting.

Debit sub-account

Shows the sub-account name of the debit partial posting.

Sub-account number

The sub-account number is the unique identifier for a sub-account. It is used to classify a sub-account in the project chart of accounts. Each organisation can specify the length of their sub-account numbers in WINPACCS.

Sub-account number Credit

Displays the sub-account of the credit partial posting.

Sub-account number Debit

Displays the sub-account of the debit partial posting.

Contract number

Contract numbers can be entered with postings as additional information.

Confidential

In WINPACCS certain data can be marked as confidential. Only users who are authorised to view confidential data can view and work with this data. Company accounting journals, budgets and accounts can be marked as confidential. All postings in such journals, or on such an account, are also automatically marked as confidential.

Transaction category

WINPACCS simplifies posting by means of preconfigured transactions, so-called transaction categories. These replace the classical debit / credit entry method and do not require in-depth accounting knowledge. Many transaction categories are also subdivided into transaction types, which represent the transactions even more precisely. The following transaction types are available in WINPACCS:

·Supply of funds

·Forwarding of funds

·Transfer of funds in journal

·Costs

·Income

·Advance payment

·Funds received

·Balancing of payables

·Return of funds

·Flexible posting

·Netting of unsettled items

Transaction type

Many of the transaction categories available in WINPACCS are also subdivided into different transaction types, which help the user to map the transactions even more precisely. The following transaction categories and transaction types are available in WINPACCS:

WP-PPI

The WP-PPI is the abbreviation for WINPACCS Posting Position Identifier. Each posting position automatically receives a number in WINPACCS, which is unique within the organisation. If postings are passed on to Company accounting, a posting position can be uniquely identified via WP-PPI.

Example: The structure of the WP-PPI 12165001000123000081002 is as follows:

• Project number of the posting project (without separator), 12165
• 3-digit journal number of the posting journal, 001
• 6-digit posting number (completed with zeros if necessary), 000123
• 6-digit voucher number (completed with zeros if necessary), 000081
• 3-digit voucher position (completed with zeros if necessary), 002
 

[Budget structure] - Code

Displays the code of the budget line to which the voucher is assigned. The name of the budget structure is shown in the column title.

This column is only available in Projects > [Your project] > Postings (WINPACCS Accounting 4). It is not available in the Financial administration.

[Budget structure] - Name

Displays the name of the budget line to which the voucher is assigned. The name of the budget structure is shown in the column title.

This column is only available in Projects > [your project] > Postings (WINPACCS Accounting 4). It is not available in the Financial administration functional area.