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.

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 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 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.

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.

Accounting quarter

An accounting quarter is a quarter within an accounting year. In WINPACCS the first quarter always starts on 1 January. The accounting quarter can be used in Project controlling for evaluation purposes.

Accounting software

Entry software is the actual software product in which postings are made. If different versions of a software handle data differently, the version number is also indicated.

The data entry software is specified for journals of the Project accounting and Company accounting journal classes.

Accounting year

The accounting year includes all the accounting periods of a calendar year and can be used in Project controlling for evaluation purposes.

Amount RC

Shows the amount in reporting currency.

Amount VC

Shows the amount in voucher currency.

Average rate voucher position

Displays the average rate used to determine the company currency amount of this posting position.

Billed

Billed costs have been reported to the donor. To mark one or more posting positions as billed, select them, click on Edit (), change the Billed field to Yes and click on Save (). Postings that have been billed can only be edited again after you have entered a reason.

Cancelled posting position // 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.

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.

CC amount

Shows the amount in company currency.

Cheque number

Cheque numbers can be entered with postings as additional information.

Comment on the posting

Displays a remark that was entered for the posting in WINPACCS Accounting.

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.

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.

Conflict

In Project controlling, a conflict is the state of two posting positions when, for example, the data of a reverse posting position does not match the data of the reversed posting position. Such a conflict can occur if, for example, the budget line for a position was changed in Project controlling and this position is subsequently reversed in Project accounting.

Contract number

Contract numbers can be entered with postings as additional information.

Conversion basis (CC / VC)

If a donor requires vouchers to be settled in a reporting currency, the voucher currency or the company currency can be used as the basis of conversion. The basis of conversion thus indicates the currency on which the conversion is based. The exchange rate of the reporting currency displayed in WINPACCS (RC rate) refers to the basis of conversion defined in the Reporting currency scheme.

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".

Digital voucher

A digital voucher describes the scanned paper voucher which can be added to a posting.
A digital voucher can be uploaded to WINPACCS Cashbook during the pre-entering of a voucher, during the posting process in WINPACCS Accounting or directly to WINPACCS Cloud.
It is linked to a posting in the Cloud and can be viewed for auditing purposes.
WINPACCS Cloud offers an additional function for auditing digital vouchers.

Donor

A donor is the organisation that provides the financial means for the implementation of a project. However, projects can also be financed by more than one donor. In a project, a funding can be set up for the funds that are provided by this donor. The costs are clearly assigned to a funding in WINPACCS Accounting. This makes it possible to identify which donor funded each voucher.

Donor number

Displays the number of the donor assigned to the posting position via the funding.

Edited by

Shows which user last edited the posting position.

Edited on

Shows when a posting position was last edited.

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.
 

Internal invoice number

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

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.

Invoice date

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

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 class

The journal class is a basic property of a journal, which identifies the origin of the journal's postings. WINPACCS makes a distinction between the following journal classes:

“Project accounting” journal class

Identifies the journal class for postings, which have been entered as balance sheet effective in the Project accounting (WINPACCS Accounting). A special feature is the “Project accounting (costs from external projects)” journal class which contains the postings that were posted to your own project from other projects. This journal class is the only one that may contain postings in different currencies.

“Company accounting” journal class

Identifies the journal class for postings, which have been forwarded from Company accounting to WINPACCS via an interface.

“Partner Accounting” journal class

Identifies the journal class for postings that were received from a partner for information purposes via an interface.
 

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.

Note in Project controlling

Displays the content that has been entered for the posting position in the configuration area under Notes.

Order number

Order numbers can be entered with postings as additional information.

Partner

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.

Posted by

Shows which user posted the posting position.

Posted in journal

Displays the name of the journal in which the posting position was posted (relevant for posting positions from external projects).

Posted in journal no.

Displays the number of the journal in which the posting position was posted (relevant for posting positions from external projects).

Posted in project

Displays the name of the project in which the posting position was posted (relevant for posting positions from external projects).

Posted in project no.

Displays the number of the project in which the posting position was posted (relevant for posting positions from external projects).

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 no. Company accounting

A posting that is transferred from the Company accounting via the interface has a unique posting number from the Company accounting. The number is used to uniquely identify the posting in the Company accounting.

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.

Pre-entered by

Shows which cashier posted the voucher in WINPACCS Cashbook.

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 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.

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.

RC

Reporting currency

RC rate

Displays the rate of the reporting currency to the base currency.

RC scheme

Reporting currency schemes are used to perform settlements in a specific currency (required by the donor). In addition to the currency, the scheme includes the settings for the mode of conversion and the exchange rates. It allows vouchers to be quickly and automatically converted from voucher or company currency to the reporting currency.
 
Reporting currency schemes can be taken from a donor template and included in project financing or created individually.

RC scheme no.

Shows the unique number of the RC scheme.

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.

Reference number

Reference numbers can be entered with postings as additional information.

Reporting period

The reporting period is the time period during which costs can be allocated for donor settlement.
 
Unlike the accounting period, the reporting period of a posting item can be changed in Project controlling. It makes sense to change the reporting period if the settlement for an expense is to be assigned to a period that is different to the accounting period.
 
Costs can be broken down into reporting periods in analyses.

Reporting position

A voucher position can also be split in Project Controlling if, for example, a donor is not responsible for paying the full amount of a voucher. The voucher is then split between two or more reporting positions. This adjustment is performed in Project controlling and has no effect on Project accounting. Alter the organisational settings to activate or deactivate this splitting option.

Reporting quarter

The reporting quarter is the calendar quarter which includes the reporting period of the respective posting item.
 
WINPACCS Project controlling can produce analyses that break down costs into reporting quarters.

Reporting year

The reporting year is the calendar year which includes the reporting period of the respective posting item.

WINPACCS Project controlling can produce analyses that break down costs into reporting years.

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.

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.

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.

Split posting

Indicates whether the posting position has been split into reporting positions in Project controlling.

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.

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.

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:

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.

VC

Voucher currency

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 number Company accounting

A posting that is transferred from the Company accounting to WINPACCS Project controlling via the interface has a WINPACCS voucher number as well as a voucher number from the Company accounting. The number is used to clearly assign the posting in the Company accounting to a voucher. As the number in the Company accounting can be entered manually, it is not necessarily unique. It is the Posting number Company accounting that uniquely identifies the posting.
 

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.

Voucher type

As a property of a journal, the voucher type controls the effect of postings on the organisation's annual accounts:
 

·Balance sheet-effective – the postings of the Project accounting are factored in to the annual accounts and passed on to the Company accounting via an interface.

·For information purposes – the postings from partners may only be used for the proof of use list and are not factored in to the annual accounts (since the payment to the partner is posted as a cost). In this case, the postings are not passed on to Project accounting or Company accounting, but are only displayed in Project controlling.

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
 

[Name of budget structure]

A budget structure is a self-defined area of a project that can be used for budgeting and cost controlling. Donor requirements or the technical structure of a project are examples of budget structures.

A budget structure consists of several budget lines. Costs are assigned to a budget line on the voucher level. This is already performed in the Project accounting in WINPACCS Accounting, or it can even be pre-entered in WINPACCS Cashbook. In contrast to the account assignment of a voucher, changes can be performed to the assignment of a budget line in WINPACCS Accounting until the month-end closing without having to repost. In WINPACCS Project controlling the budget structure is available for extensive analysis in the area of controlling and reporting. The assignment of a voucher to a budget line can also be changed at a later date in Project Controlling.