Projects > Creating or editing a project

The project master data contains basic information and settings for a project. When you create a new project, you have to firstly enter the master data, before you can use other functions. Which fields are available and whether they are mandatory fields depends partly on the Project status.

NOTE: Only with the role Project administrator you can create new projects.

assigned in the Project master data

Project number

Enter the unique number or identifier of the project.

Project (base language)

Enter a name for the project.

Project status

A project passes through different statuses. Depending on the project status, you must enter certain information in the master data. The project status controls how a project can be used in WINPACCS and which functions are available.

You can only change the project status to a higher status and by doing so skip statuses. but it is not possible to switch to a lower status.

Proposed	This status is intended for projects that are still being discussed or considered. There is no financial data that can be entered into WINPACCS yet. In a project with this status, you can start creating the master data. Only a few fields are mandatory. The following functional groups are also available: ▪Assigned users ▪Project log ▪Project planning and monitoring ▪Project fundings ▪Donors ▪Partners
In planning	If you set the project to this status, the internal planning for the project has intensified. You must add certain master data: ▪Project type ▪Project start and Project end ▪Project goal You can also make many preparations for the future accounting and controlling of a project, such as creating the chart of accounts, budgets, etc. Therefore the following functional groups have been added: ▪Journals ▪bank ▪Cashbooks ▪Project chart of accounts ▪Budget structures ▪Cost category groups ▪Project controlling
Approved internally	The project has been approved internally and costs are already being incurred, even if the donor(s) have not yet agreed. Therefore, from this status onwards, you can publish the project and exchange data with WINPACCS Accounting and WINPACCS Cashbook. The project is available there and vouchers can be posted in this project. In the master data, as a minimum, you must add the organisational unit. Therefore the following functional groups have been added: ▪Data packets ▪Downloads ▪Postings ▪Assets
Active	After the donor(s) have approved the project, project activities have started. In terms of functions there are no differences to the previous status.
Ended	The project activities have been completed. Since project costs can still be incurred and settled at a later date, there are no functional differences to the previous status.
Archived	The project is completely finished and is no longer necessary in WINPACCS for entering new data. However, all data is retained and the project can only be accessed read-only.

Project type

Categorise the project. The project types are defined in the Organisational settings. Each project type can have journal categories assigned to them, which in turn determine which types of transactions are available for posting.

Project without accounting

Activate this setting if no separate project accounting is to be kept in this project, e.g.for instance. because the project does not have its own bank accounts. The accounting for this project is kept in another project or office. You cannot create project accounting journals in such projects. However, in order for vouchers to be posted for this project, you must create a Journal for costs from external projects or create a journal for postings from company accounting.

Supra-regional

Activate this setting if the project cannot be assigned to a single country, but takes place in several countries.

Project country

Indicate the country in which the project is to take place. The field is not displayed for supra-regional projects.

NOTE: A change in the project country can affect the assignment of users.

Organisational unit

Choose which part of your organisation will carry out or be responsible for the project. The organisational units are defined in the Organisational settings. Countries and employees are assigned to organisational units.

NOTE: A change to the organisational unit can affect the assignment of users.

Project start

Indicate when the project activities will start. The earliest that the first accounting period can occur is the month in which the project starts. You cannot change this date after saving.

Project end

Indicate when the project activities will probably be completed. The last accounting period cannot be after the month in which the project ends. You cannot change this date after saving. You can, however, extend the project to a later date in the Renewal field as often as you like.

Renewal

If the project is extended, enter the new project end date here.

Head of project

Enter the name of the head of project.

Project address

Enter an address for the main location of the project.

Project goal

Provide a description of the content of the project objective. What should be achieved with this project, what is your goal?

Brief description

Describe briefly the project activities.

Project in other languages

Enter the name of the project in the languages relevant to users in this project. Depending on the set language of the user interface, this translation is displayed in all fields and reports.

Project classification

Use the fields to classify the project according to OECD focal point sectors or cross-cutting topics. The fields have no functional impacts in WINPACCS. This section is only available if it has been enabled in the Organisational settings.

Organisation-specific (customisable) fields

By adding custom fields, many more custom project data and classifications can be recorded. Whether this section is available, which fields are included and whether they are mandatory fields is defined in the Organisational settings. In the Project overview you can use these fields to filter or group by specific information.