Entering vouchers in WINPACCS cashbook 2.0

Entering vouchers in WINPACCS cashbook 2.0


Hello and,
Welcome to this presentation. I am very pleased that you’re interested
in the electronic cash book WINPACCS cashbook. In this video I’d like to show you its most
important functions. My name is André Scharmann, and I’m a Senior
Consultant for WINPACCS. The software solution WINPACCS is designed
especially for NGO´s and consulting companies in the area of development cooperation. WINPACCSC enables bank and cashbook transactions
to be handled in a quick and easy way while still being audit-proof. In the next few minutes, I’d like to give
you a short introduction to WINPACCS cashbook. I am going to cover the following topics: the login selecting a project and a cashbook the user interface the help function entering vouchers changing voucher data and uploading a voucher batch But now, let’s look at Cashbook, the offline
application I would like to show you today. The first step after starting the program
is to log in. To do so, I use myWINPACCS user account e-mail
address and password. Based on my user rights, Cashbook recognizes
whether I may use it, and, if I can, which projects and cashbooks are assigned to me. After logging in, I can see here the cashbooks
I used last. In my case, they are the cashbooks of the
project office and a field cash box. I just double-click a cashbook to open it
and go the “Vouchers” menu. Before entering a voucher, I’dlike to explain
the user interface. WINPACCS cashbook has five menus: Start, Projects,
Cashbooks, Vouchers and Reports. Depending on the menu I open, I can see different
functions and data in the tables. The “Projects” menu is used to download and
open projects. Each project in this menu corresponds to an
actual project of the aid organisation. Here, I can also update project data by making
changes in the cloud. The status bar shows a green dot if I’m
connected to the WINPACCS Cloud. If it is not green, I can still do all this
manually, without an internet connection. The “Cashbooks” menu lists all the cashbooks
of the project I opened. In the “Vouchers” menu you can see all
the vouchers that have been entered in the cashbook. This is where you enter vouchers and create
voucher batches for your project accounting department. I am going to show you how in a moment. The quick start bar allows you to switch between
cashbooks or even projects, without having to click through the menus. This cashbook already contains vouchers. Using the table functions, I can sort and
group them, for example by “Recipient/Depositor”. This way I can see who received which expenses
or income. I can also use the search function to look
for a specific recipient or depositor, for example the “STC” gas station. When I presson my keyboard, the integrated
user help pops up. It is context-based and explains the functions
of the program I am using right now. For example, if I want to know what the column
“voucher status” is, the help provides an explanation. Now I know that the voucher status indicates
if I can still change the voucher’s data. That is really good to know. Now I would like to show you how to enter
income and expenses in WINPACCS cashbook. I Click “New” to open the window in which
you can enter vouchers in the cashbook. The window looks simple and straightforward. It doesn’t take long to learn how to use
it. Only a few fields are mandatory– i.e. the
yellow ones: the voucher date,
the entry text and the amount in voucher currency All the other fields are optional and may
be left blank. Using the simple example of a receipt from
a gas station, I am going to show you how to enter a voucher and will explain the most
important fields. The first section, “voucher information”,
is for entering the data of the receipt. It starts with the Field Recipient/Depositor If you are entering an expense, enter the name of the recipient. In this case it is the name of the gas station:
“STC Gas”. The program recognizes the name from a previous
entry and I don’t even have to type it in. In the „voucher date“ field, the current
date is preselected. For an earlier day of this month, I just put
in “04”. Month and year are completed automatically. Now I am going to enter the entry text to
describe the transaction. I put in the amount of fuel I find on the
receipt. In the field selection Income/Expense – Most vouchers refer to expenses, so I can just leave this button the way it is. It is preselected with expense. The amount is the total amount on the receipt,
5,545 rupees in this case. The „balance prior to entry“ field shows
how much money is left in the cashbox at the time of the expense. The expense may not exceed this amount. In the next section, „account assignment“, I can assign an account from the chart of accounts of the project which the cashbook belongs to. I think, the account „Running costs vehicles“
may be appropriate for a gas bill. The colour of this field indicates that it
is not a mandatory field. If I were not sure which account to choose,
I could leave the field blank. The accountant who posts the voucher batch
in WINPACCS accounting later, would have to add the information. The same is true for all of the fields in
the next section, „additional account assignment“, where I can add details about funding and
budget lines. If the project is funded by several donors,
you can specify which one the expense belongs to. In this project there are two budget structures: The first budget line is for reporting purposes
for the donor, “EuropeAid” in this case. The second one is for reports on expenses
by region. In the last section, „additional information“,
you may add further information, like a cheque or invoice number. For now, we’ll just leave it blank. I complete the entry process by clicking “Enter
voucher”. Once a voucher has been entered, it can never
be deleted. You know Erasers are a big No-No in accounting. However you can correct wrong entries. To keep the cashbook transparent and to prevent
manipulation, voucher data can only be changed before it is forwarded to the accounting department. The “amount” and “expense/income”
fields can only be edited on the day the voucher was entered, because they affect the balance
of the cashbook. Now that we have entered a voucher, I would like to show you how the pre-entered vouchers can be forwarded to the project accounting
as a voucher batch. Often, cashbooks are kept in a different place
to where the project accounting is done. For forwarding the voucher batch to the right
accountant, we’re going to use the WINPACCS Cloud. The Voucher Batch is created in WINPACCS cashbook uploaded to the WP Cloud and downloaded by the WINPACCS accountant to accounting. I just click “voucher batch”. I create a voucher batch by clicking “New”. The voucher batch contains all the vouchers from the opened cashbook that have not yet been forwarded. A report that lists all the vouchers is generated
automatically. The green symbol in the corner shows that
I’m connected to the WINPACCS Cloud. The data is uploaded automatically. The accountant is notified that a new voucher
batch is available, can download it and can post the vouchers. This was my short overview of some of the
basic functions of WINPACCS cashbook. I hope you enjoyed this video. Thank you for watching.

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