In WINPACCS every voucher is posted in a journal. Journals are used within a project to differentiate between accounting areas. In this way, costs can be posted and evaluated separately according to currencies, donors or origin.
Journals are of key importance in WINPACCS. Further information can be found on this page.
NOTE: Unless otherwise stated, the following information refers to journals in the journal class Project accounting. These journals are used most frequently. |
In order for journals to function as "containers" for postings in a accounting area, you must assign them with Authorised users also Financing and Balance sheet accounts . These fundings and balance accounts can be selected by the accountants when posting in this journal. The costs are assigned to a donor by assigning vouchers to a funding. Balance accounts can be bank accounts, cash in hand (cash) and accounts for receivables and payables (unsettled items). You specify which transactions can be posted in a journal and which cost accounts are available using the assigned Journal category. When you releasethe created journals, with the next Publishing of the project data in WINPACCS Accounting they are made available. |
User with the user role Project finance manager can create, edit, withdraw (remove from an installation) and delete (if the journal has not yet been released) journals in WINPACCS Cloud . Only assigned authorised users with the user role Project accountant may post in WINPACCS Accounting in a journal. Additional authorisation is required to access confidential journals (user-specific setting). |
Normally, only one project accountant at a time can work in a journal. If the WINPACCS Accounting-Installation is a network installation, several project accountants can work simultaneously in one journal. Multiple installations (e.g. one in the project country and one in the organisation's Head office) cannot work in it at the same time. Only one installation can access the journal at a time to ensure that in such cases the consecutive voucher numbers are not assigned twice. Therefore, journals must be accepted in WINPACCS Accounting. From then on, the users of the respective installation have exclusive access to the journal and are able to post in it. Before users who are working on another installation (e.g. another computer in a completely different location) can use it, the journal must be returned. This process also works without a stable Internet connection via Journal transfer files. Which installation of WINPACCS Accounting has just accepted a journal can be checked at any time in WINPACCS Cloud in the Journal history . The Journal status is displayed there. The postings for an accounting period are uploaded in Month-end closings from WINPACCS Accounting to WINPACCS Cloud . Independently of this, new postings with day-end closings can be uploaded as often as required (e.g. in order to be able to create daily analyses in Project controlling). At the end of the project, if the balances of all the balance accounts are zero, the journal is permanently finalised. |
In addition to the normal journals of the Project accounting journal class there are some special cases: 1.Journals of the journal class Project accounting (costs from external projects) , Partner accounting (with for information purposes vouchers from a partner's external system, such as Tally), and – if your organisation uses the data transfer from Company accounting interface – journals of Company accounting journal class. These journals are not used by accountants in WINPACCS Accounting and no closings are generated. These journals are only available in WINPACCS Cloud and contain postings that are intended for this project, but were not originally posted in the Project accounting of this project. A journal for costs from external projects may contain postings made with different currencies. This journal is used to make postings from other projects available for use in Project controlling. 2.Journals of the journal class Partner accounting (with vouchers for information purposes from WINPACCS Accounting). These journals are almost identical to journals in the Project accounting journal class. They are used in WINPACCS Accounting and vouchers are uploaded with closings to WINPACCS Cloud . However, the vouchers are not balance sheet effectivebut are only recognised for information purposes. Such journals allow you to view the costs incurred by a partner on an informative basis. 3.Journals of the journal class Partner accounting (with vouchers for information purposes from WINPACCS Partner book). These journals are not used by accountants in WINPACCS Accounting and no closings are generated. These journals are only available in WINPACCS Cloud and contain postings that are intended for this project and were originally entered in a WINPACCS Partner book . Postings in different currencies can flow together. The journal is used to make postings available for Project controlling . |
Table
The table shows an overview of the journals in the opened project. To edit or show a journal’s properties, open the journal in the table by double-clicking on it. To create a new journal, click on Create new journal ()
Use the table settings to change the way the table is shown.
Journal number |
Shows the unique number of the journal. |
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Journal |
Shows the name of the journal. |
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Voucher currency |
Shows the currency in which the journal is kept. |
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journal class |
The following journal classes are available: ▪Project accounting: for balance sheet effective vouchers that are posted in this project in WINPACCS Accounting ▪Project accounting (costs from external projects)for costs that were posted in other projects in WINPACCS Accountingfor this project ▪Partner accounting (with for information purposes vouchers from a partner's external system): for for information purposes vouchers (for example, from Tally) with which a partner proves the use of your funds. (The balance sheet effective vouchers are posted either in a journal of the Project accounting journal class or in Company accounting when the funds are transferred to the partner) ▪Partner accounting (with vouchers for information purposes from WINPACCS Accounting): for costs that need to be viewed for information purposes. The balance sheet effective vouchers are entered in a journal of the Project accounting journal class (balance sheet effective). ▪Partner accounting (with vouchers for information purposes from a WINPACCS Partner book): for vouchers for information purposes with which a partner proves the use of your funds. (The balance sheet effective vouchers are posted either in a journal of the Project accounting journal class or in Company accounting when the funds are transferred to the partner) ▪Company accountingfor vouchers that are imported via the interface to your organisation's financial accounting |
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Accounting software |
For vouchers from the project accounting WINPACCS Accounting is displayed. For vouchers from other sources, the software used is displayed (e.g. WINPACCS ClouddATEV, SAP, Tally ...). |
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Journal category |
You can use the journal category to specify which accounts are available and which transactions can be posted in this journal. User with the user role Financial administrator can create journal categories in the Accounting functional area. Only journals of the journal classes Project accounting and Partner accounting (with vouchers for information purposes from WINPACCS Accounting) use journal categories. |
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Confidential |
Only users with access to confidential data can view, open, edit and post in this journal (user-specific setting in the User administration).
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Release status |
Newly created or modified journals must first be released so that the changes can be applied when the project is published to WINPACCS Accounting and WINPACCS Cashbook . To do this, open the journal and click on Release. This function is only available if you have the Project finance manager user role. |
Functions
Depending on your user roles, there are various functions on this page.
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Create new journal |
Opens the Create new journalpage where you can create a new journal. This function is only available if you have the Project finance manager user role. |
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Export to PDF format |
Creates a PDF document that lists all the journals. The selected Table settings are applied. |
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Export to Excel format |
Creates an Excel document that lists all the journals. The selected Table settings are applied. |
