The integrated software solution for international aid organisations
Release 2019.03 (October 2019)
The new Document management functions are now ready.
The new Project planning and monitoring functional area is available for testing customers.
Projects (formerly Project administration):
The project overview table offers new functions for selecting columns, filtering and grouping.
Before archiving a project, all the journals and cashbooks must be closed. After archiving, users only have read-only rights for project data and no new data can be created.
If a journal is completed, it is not possible to post to all the bank and cash accounts assigned to it. In addition, balance accounts of completed journals can no longer be edited.
Funding can be used as a second level of analysis.
Columns in analyses can be grouped together.
Extended margin costing can be created. Contribution margin budgets can now be set up as a basis for this, in the Budgets functional group in Projects.
In addition to the posting positions, settlement positions are also displayed in overviews for differentiation purposes.
If a budget structure in a posting position changes, you no longer need to enter a reason for it.
The table has new functions for selecting columns, filtering and grouping.
Bank account numbers may now be 50 characters in length instead of 20.
The master data of a budget structure offers the Multiple selection possible option. This simplifies the splitting of cost postings to several budget lines.
Budget structures can only be created in WINPACCS Cloud and no longer imported from WINPACCS cost control.
Interface – Company accounting: DATEV postings in foreign currency can be imported correctly.
Fundings with the In planning status are also visible in the Donor management functional area.
Users and persons can be archived regardless of their assignments. If responsibilities are still assigned when archiving, a query will pop up. When archiving a user, the associated set of personal data can also be archived.
Names of individual roles in the set language of the organisation can only be assigned once.
There are settings for Document management and Project planning.
In the Organisational settings of WINPACCS Accounting 4, you can specify whether the balance list with or without sub-accounts is created as a mandatory report for month-end closings.
The Enable budget historization option has been removed. Budgets can always be historicized.
Some settings have been moved as follows:
The Auxiliary tables functional group has been replaced by the Country list.
Asset categories: to the Organisational settings for Inventory management.
Currency list: to the Organisational settings for Financial administration.
Units of quantity: to the Organisational settings for Project Controlling.
Project number format: to the Organisational settings for the Projects functional area.
Data origins, types of voucher, and entry types used to the Organisational settings for Financial Administration.
Confidential data: to the Organisational settings for Financial administration.
Settings for accounting data: to the Organisational Settings for Financial administration.
Use of Monitoring of quantities: for units of quantity to the Organisational settings for Project controlling.
Inventory management: independent functional group within the Organisational settings.
The Project manager user role (German: Projektbearbeiter) is now translated differently: English: Project assistant (previously: Project manager), Spanish: Asistente de proyectos (previously: Encargado de proyectos) French: Assistante de projet (previously: Adaptateur de projet)
The product names WINPACCS Accounting and WINPACCS Cashbook are now written with capital letters on the A and the C.
In the Organisational settings for Financial Administration, the term entry system has been changed to journal class and entry type to entry software for the data origins used.
The term Product activation has been changed to Module registration in the Organisational settings for Installation management.
Data packets: you can also view postings of a closing that has not yet been released, but is only in Uploaded status.
The Financial Administrator role now includes the Edit WINPACCS Accounting verification code request right again.
Rejected closings are no longer shown on the dashboard.
WINPACCS Cloud 2019.02 (June 2019)
WINPACCS online is now called WINPACCS Cloud and can be found at: www.winpaccs.cloud.
New user interface:
New user interface layout with full use of screen width to display content.
A drop-down menu in the upper left corner allows you to change quickly between the functional areas.
Users can switch languages easily via the top toolbar.
The dashboard provides direct access to all the available functional areas.
Assigned data packets are shown directly on the dashboard.
The organisation log has been moved from the dashboard to the organisation settings – "Usage" section. The project log has also been removed from the dashboard and can now be found in the corresponding project.
Additional table functions in the User administration: selection of additional columns, storable views, Excel export.
Several posting positions can be processed simultaneously.
Notes on posting positions can be edited directly by clicking on them. They can also be displayed in the new "Note in Project controlling" table column in the overview of posting positions.
Posting positions of the "Partner accounting" journal class cannot be edited.
It is now possible to split 99 reporting positions instead of 30.
The new column "WP-PPI" contains the "WINPACCS posting position identifier". This makes it possible to clearly identify a posting in WINPACCS across all projects. This ID is also passed on to an external system when the interface to Company accounting is employed. It consists of the project number of the posting project, journal number of the posting journal, posting number, voucher number and voucher position.
Depending on the version of WINPACCS accounting used, the "Postings (WINPACCS accounting 3)" and "Postings (WINPACCS accounting 4)" functional groups are available in the "Financial administration" functional area. Detailed posting data and digital vouchers of all assigned projects of the user can be viewed in it.
The settings for digital vouchers can now be found in the Organisation settings for Financial administration.
Digital vouchers for individual posting positions can be uploaded directly in the "Postings (accounting 3 or 4)" functional group in the voucher view below the voucher data. The file name is irrelevant, therefore the image data can be generated with any scanner/camera. TIFF, PDF and JPG files may be used.
The user rights for reading postings and uploading, reading, checking and deleting digital vouchers have been standardised. There are no longer separate rights for postings and digital vouchers in the Financial administration and Project accounting.
The "Digital voucher administrator" role and individual roles based on it are no longer required, because the "Digital voucher editor" and "Digital voucher auditor" roles now have all these rights.
Checking and releasing closings:
The system checks within each data packet, whether the deviation of the average rate at the beginning is greater than the limit value entered in the currency list, compared to the average rate at the end.
The system checks whether the average rate deviation between the average rate at the end of the journal and the daily rate at which the last posting was created, is greater than the limit value entered in the currency list.
If these limit values are exceeded, the closings can only be released manually.
In the organisation settings for Projects (formerly "Project administration"), you can specify that closings must be verified manually. A function for checking is then available in the properties of a closing.
A text that the checker has to confirm can be specified in the Organisation settings.
The user performing the check may also enter a comment each time.
The check is logged.
The "Verify closings after releasing a data packet" user right is required for performing a check; this right is included in the "Project financial manager" standard role.
Interface – Company accounting:
The Company accounting interface can now exchange data in both directions between WINPACCS accounting 4 and a Company accounting system. Corresponding organisation settings have been added.
Archived users can be reactivated. The required "Reactivate user" right is included in the "Organisational administrator" and "User administrator" standard roles.
The quick filter for displaying mbi support employees has changed. In default mode, the names of the support team are now hidden and can be shown via the button.
Receivable accounts can no longer be assigned to cost category groups. Accounts assigned to the "Receivables" or "Payables" account class have been removed from all cost category groups.
A separate right to publish project data has been introduced. The right is called "Publish project data" and is included in the following user roles: Project administrator, Project manager, Project finance manager, Project controller.
Changes in terminology:
The "Project administration" functional area is now called "Projects".
The former "For information purposes" voucher type is now called, "Informational (project funds)".
WINPACCS Cloud 2019.01 (May 2019)
It is now possible to upgrade from WINPACCS cost control to Project controlling in WINPACCS Cloud.
WINPACCS accounting 3 journals for usage in WINPACCS accounting 4 can now be migrated.
User roles and rights:
A new read-only right for the organisation log.
The “Read partner rights” right is now called “Read Partner management settings”, and “Edit partner rights” is now “Edit Partner management settings”.
The “Edit bank accounts” right is now called “Edit bank details”.
The rights for the read-only access to the WINPACCS accounting 3, WINPACCS cashbook 1 and WINPACCS cost control 3 applications have been removed.
Redesigning of the “Project staff” role to a minimal read-only role as a prerequisite for exercising other project roles.
Redesigning of the “Project finance manager” role.
Introduction of a new role: “Project manager”.
Introduction of a new role: “Project financial auditor”.
Introduction of a new role: “Donor administrator”.
Introduction of a new role: “Interface administrator company accounting”.
Removal of the following roles: “WINPACCS accounting user”, “WINPACCS accounting read-only”, “WINPACCS cashbook user”, “WINPACCS cashbook read-only”, “WINPACCS cost control user”, “WINPACCS cost control user limited”, “WINPACCS cost control read-only” and “WINPACCS online read-only”. Access to WINPACCS accounting 3, WINPACCS cashbook 1 and WINPACCS cost control 3 is via the following roles: “Project accountant”, “Project cashier” or “Project controller”.
Adjustment of the “Organisation administrator” role, to allow it to only make general organisation settings and no read-only rights in the Project administration.
The rights to edit the organisation settings have been distributed to the respective administrator roles “User administrator”, “Person administrator”, “Partner administrator”, “Installation administrator”, “Project administrator” and “Financial administrator“.
Redesigning of the “Project administrator” role to add more overarching rights in the Project administration and less read-only rights in the projects.
Redesigning of the “Financial administrator” role to add more overarching rights regarding financial administration and less read-only rights in the projects.
The rights in the “Data packets” functional group were standardised.
Renaming of the “Fundings” functional groups in the Project administration and Donor management as “Project funding”.
In the fundings the “Non-cash funding” has been removed.
Fundings with a limited money cycle may not be posted to by external projects.
Journals that are to use a funding with a closed money cycle, need a corresponding journal category with the “Closed money cycle” feature.
In the Fundings, the following option has been removed: “Supply of funds in project” for new customers, that have started with WINPACCS accounting 4, without previously using WINPACCS accounting 3.
In setting up fundings from Own funds the own organisation now has to be selected in the “Donor” field and is also shown as donor in all the relevant places.
Reporting currency schemes:
Reporting currency schemes can be set up for individual donors in the Donor management and then assigned to the individual fundings in the Project administration. In Project controlling, the reporting currency scheme is then automatically assigned to the postings via the funding. For projects that have not yet been migrated and still use WINPACCS cost control 3, the current method of handling reporting currency schemes in the Project administration should still be used.
Reporting currency schemes can be used in Project controlling.
Posting positions can be split in Project controlling.
In analyses in Project controlling filters can be defined for each column.
In Project controlling the new “Margin costing” analysis type was introduced.
In Project controlling, posting positions that are reverse postings or repostings are also marked as such; these posting positions cannot be edited. Two new table columns: “Reverse posting position” and “Reposting” have been introduced for highlighting these posting positions. The two existing columns are now called “Reverse posting position” and “Reposted posting position”.
In Project controlling, budget structures with monitoring of quantities in posting positions can be edited from the company accounting.
In Project controlling, it is now possible to select the reporting currency scheme or the voucher currency when creating an analysis.
When an analysis is printed, the data packets it contains are listed on the cover sheet.
The grouping of selectable table columns is no longer available for configuring analyses.
The buttons in the menu for saving analyses have been arranged in a standardised way.
In the budgets, the “Internal budget” budget category has been renamed “Variables budget”.
In the budgets, the release mechanism has been removed for projects that use the new Project controlling.
If the option: “For closings, postings of the transaction types 1, 2, 4, 5, 6, 10 and 11 must be assigned to a funding” is not selected in the organisation settings of WINPACCS accounting, then the “Funding” field can now also remain empty in Project controlling.
In the organisation settings, the settings for WINPACCS cost control 3 are no longer visible for new customers, that have introduced Project controlling directly in the WINPACCS Cloud.
The Supply of funds management can no longer be activated via the interface.
Interface to company accounting:
Two budget lines can be included in the posting data and forwarded to the Company accounting.
In the “Account assignment” functional group, the “Income accounts of the company accounting” functional group has been renamed “Exclusion list for income accounts from company accounting”. The “Exclusion list for balance accounts from company accounting” was also introduced.
In the functional area “Company accounting”, the field “Journals with the source ‘company accounting’” has been renamed “Journals with company accounting journal class” in the “Project and fundings assignments” functional group. The “Money transit account” field was renamed as “Offset account company accounting”. The “Supply of funds account (local funding)” is now called “Supply of funds account (Local income)”.
In the Company accounting interface, the new account class “Revenue” was introduced and includes the “General” account group.
A new project-overarching journal for data transfer from Company accounting has been added.
The new “Interface administrator Company accounting” user role was implemented in the Company accounting interface.
The option “Automatic distribution of released data” has been removed from the organisational settings for the company accounting. Postings are now always automatically distributed to the projects.
In the “Data packets” functional group, the “Company accounting” tab is only shown if the interface to the Data transfer from Company accounting is used.
In the “Data packets” functional group, the “Committed costs of head office” tab is no longer displayed.
Changes in terminology:
The term “Voucher scan” has been replaced by “Digital voucher”.
In Project controlling in the posting overview, The “Exchange rate RC” column is now called “RC rate”.
Setting up new journals for the WINPACCS cost control entry software is no longer possible, dependent on the “Migration status”. The status can be viewed in the journal master data.
The “Archive project” user right is now called “Edit project status”. As a rule, the project status can now only be changed with this right.
The currency list has been expanded by the new “Daily rate CC” column and the archiving of the exchange rates.
In the “Bank details” functional group, the bank balance is not shown if only WINPACCS accounting 4 is used. If WINPACCS accounting 3 and 4 are used in parallel, a warning is shown, because balances from journals for WINPACCS accounting 4 are not included in the balances.
In the Project administration in the “Assigned users and persons” functional group, the “Roles” column was removed from the table for users.
In the journal overview, the quick filter for journals with costs from external projects is no longer activated as standard. The quick filter only remains active when using the interface to the external Project administration.
An error message has been corrected, that occurred when uploading cashbook transfer files from WINPACCS Cloud.
When checking the term of the funding, to see whether it is within the project term, the date “Extension to” in the funding is verified to see whether it is still within the project term.
Small correction to the process of assigning fundings with limited money cycles in journals – in special cases, the conditions for the money cycle can be circumvented.
In the validity area of a budget, the journal for costs from external projects can only be selected, if a funding is selected that can be posted to from external projects.
Users can now also be archived, even if they are still assigned as counter-signatories in cashbooks, as they are still listed as a person.
An error no longer occurs, if an opened view or analysis is deleted in Project controlling that has already been deleted by another user.
WINPACCS Cloud 2018.02 (February 2019)
The new “Project controlling” functional group has been implemented in the “Project administration” functional area.
Viewing posting data in WINPACCS Cloud:
The new “Postings (WINPACCS accounting 3)” functional group is available for all organisations that use WINPACCS accounting 3. It was previously called “Digital vouchers” and was only available when digital vouchers were used. This functional group shows the postings of all the journals in the project accounting and the balance sheet effective partner accounting.
Balance reports can now be created in the “Postings (WINPACCS accounting 3)” and “Postings (WINPACCS accounting 4)” functional groups.
The “Project number” and “Project” columns have both been removed from the default view in both functional groups.
Postings that are included in a closing can now be shown in the “Data packets” functional group.
User roles and rights:
The new “Project controller” user role has been introduced.
The new “Read balance reports” user right has been introduced.
The new “Read memory usage” user right has been introduced.
The “Project accountant Advanced” role now only has one right: “Post flexible postings”. The role therefore cannot be used without the “Project accountant” role.
The “Project cash read only” and “Project accounting read only” roles no longer exist.
The “WINPACCS online read only” role is now only available for organisations that use WINPACCS accounting 3.
The “Project cashier” and “Project accountant” roles have been expanded by several rights – mainly read-only rights in WINPACCS online (see White Paper “New features in WINPACCS Cloud 2018.02”).
There is a new right, “Read postings in project”, for granting access to postings in the “Postings (WINPACCS accounting 3)” and “Postings (WINPACCS accounting 4)” functional groups.
The “Read digital voucher in project” right (previously: “Read voucher scan in project”) is now only valid for viewing digital vouchers in a posting, and no longer for access to the whole “Postings (WINPACCS accounting 3 or 4)” functional group.
In the Project administration of a project, above the functional groups, there is now a button for uploading digital vouchers.
The uploading of digital vouchers is now only possible with the “Digital voucher editor” role. The “Digital voucher auditor”, “Project finance administrator” and “WINPACCS accounting user” roles will not have this right any more.
The auditing of digital vouchers is now only possible with the “Digital voucher auditor” role. This right is no longer included in the “Digital voucher administrator” role.
The read-only rights for budget, funding, cost category group structure and reporting currency scheme were removed from the “Digital voucher editor” role; the “Digital voucher auditor” role still has these rights.
The function for downloading all the digital vouchers as a ZIP archive was removed.
The maximum size for uploaded files, i.e. digital vouchers and additional documents from closings, can be specified in the organisation settings. The file size is checked when it is uploaded.
In the main chart of accounts functional group, the “VAT Head Office” and “VAT other countries” account groups were moved from the “Costs” account class into the “Supply of funds” account class. Existing accounts in these account groups were blocked rather than moved. Further postings can only be posted to the corresponding new accounts within the “Supply of funds” account class. These accounts must be newly created in the main chart of accounts.
For accounts in the “VAT Head Office”, “VAT other countries” and “Non-recoverable VAT” accounts group, it is now possible to set whether they can be posted to or not.
In the “Journal categories” functional group, the “Entry system”, “Voucher type” and “Entry type” fields were removed.
The new “Project accounting (Costs from external projects)” journal class was introduced.
In the “Project administration” functional area the “Postability as external project” functional group no longer exists. Instead, the settings are available in the properties of the new journal of the “Project accounting ‘Costs from external projects’” journal class.
In the “Project administration” functional area in the “Journals” functional group, there is a new quick filter: “Show journals for costs from external projects”. These journals are not shown as default.
In the “Journals” functional group the “Voucher type” column has been removed.
In the properties of journals for WINPACCS accounting 4 the “Confidential” checkbox is no longer available.
In the properties of journals for WINPACCS accounting 4 the “Multi-user mode available in network installations” checkbox is no longer available.
In the settings of a journal (“Assigned fundings” tab) the field “Which funding is assigned to postings for VAT Head Office and other countries?” was added.
A new section: “Settings ‘Project accounting (Costs from external projects)’ journal class” was added to the “Financial administration” functional group.
The new “Project controlling” functional group for settings for project controlling is available.
The new “storage usage” functional group provides information on the storage used.
If WINPACCS accounting 4 is used: A new checkbox was added to the organisation settings in the “WINPACCS accounting” functional group – “Postings to budget lines that can no longer be posted to may be cancelled or reposted for all budget structures”. The preference is deactivated by default. For individual budget structures the checkbox can also be activated in the budget structure settings.
A new journal of the “Project accounting (Costs from external projects)” journal class can be selected in the settings for the validity area of a budget.
If WINPACCS accounting 4 is used: in addition to sub-accounts, the 0 sub-accounts can be budgeted.
In the User administration, the “WINPACCS Coordinator” checkbox has been added to the settings of the individual users. If the checkbox is activated, the user receives the regular coordinator information via email.
In the master data of budget structures there was previously a checkbox, “No change in WINPACCS cost control”, that was deactivated by default. The checkbox is now called “Change possible in Project Controlling” and has the opposite meaning. It is activated by default.
Changes in terminology:
The “Digital vouchers” functional group title was changed to “Postings (WINPACCS accounting 3)”.
The “Postings” functional group title was changed to “Postings (WINPACCS accounting 4)”.
The “Voucher scan” term was changed to “Digital voucher” in all the affected rights.
The “Read bank accounts” right is now called “Read bank details in project”.
The “Backup type” term was changed to “Journal backup type” or “Cashbook backup type” in the tables.
In the “Postings (WINPACCS accounting 3)” functional group, the “Comment” field title was changed to “Comment on the posting”.
In the “Postings (WINPACCS accounting 4)” functional group, “Comment on the posting text” was changed to “Comment on the posting”.
In the “Journals” functional group, the field, “Entry system”, was renamed to “Journal class”.
In the “Journals” functional group, the field, “Entry type”, was renamed to “Entry software”.