(You can jump to the question by clicking on it)

Index
FAQ WINPACCS........................................................................................................................... 1
Q: Automatic data interchange is not working .......................................................................... 1
Q: End of period could not be uploaded in Winpaccs Online. ................................................... 3
Q: How to create a journal backup?........................................................................................... 4
Q: How to restore a journal back file? ....................................................................................... 5
Q: My computer crashed. How to install Winpaccs again? ....................................................... 7
Q: I have a new laptop/computer. How to transfer my Winpaccs data? ................................ 10
Q: I modified the project data in Winpaccs Online, but I don´t have the modification available
in my Winpaccs Accounting. .................................................................................................... 11
Q: A new project was created at HQ, but I can´t see it in Winpaccs Online ............................ 13
Q: I generated an end of period report, but I can´t continue the bookings in the following
period. ...................................................................................................................................... 14
Q: I have to reverse a voucher from last year. What to do? .................................................... 15
Q: I need to reverse a voucher, but an error message appears that the voucher can´t be
reversed.................................................................................................................................... 16
Q: I am converting EUR/USD into local currency. Which documents should I use as
supporting documents? ........................................................................................................... 17
Q: I can´t import the new end of period report into my Cost Control..................................... 20
Q: I have to reserve some funds from this year for next year for activities that could not be
carried out this year. ................................................................................................................ 22
Q: I have to prepare a one year trial balance for local audit purpose. How can I do that in
Winpaccs?................................................................................................................................. 24
Q: How to import the data from Winpaccs Cashbook into Winpaccs Accounting? ................ 25

FAQ WINPACCS

Q: Automatic data interchange is not working

A: Please check on the status of the service on the blue arrow symbol with the right mouse click:
If the status indicates “running”, the service is working. Normally a weak local internet connection is than the
reason why the interchange is temporarily not working.
If the status indicates “stopped”, the service is not working. Please write “service” in the Window`s search
window and click on Program -> Service

A window with all local services will open, please look for the service “WINPACCS Communication Client
Service” and click on it with the right mouse button. Please click “restart”.

Please click a second time with the right mouse button on “properties” and make sure that the starting modus
is set on “automatically”.

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After restarting the computer the service should than start always automatically and should work fine.
In case you can´t find the service ““WINPACCS Communication Client Service” under services something went
wrong during Winpaccs installation or an antivirus-software interfered. Some antivirus software such as Norton
for example suggest blocking this service, because they think it is infected. Some users click okay without really
knowing the consequences. In this case all Winpaccs modules need to be uninstalled and installed again. Please
don´t forget to make a total back-up before that and make sure to declare Winpaccs Communication Service as
safe when the antivirus software suggests blocking it. If you have a local IT support, please let them do the
changes in the antivirus software set-up.

FAQ WINPACCS

Q: End of period could not be uploaded in Winpaccs Online.

A: There are two options:
a) If internet connection is strong enough later and you reopen your Winpaccs Accounting, a window
asking you if you would like to upload the end of period report now will appear:

Please click “yes” and the end of period report will be uploaded into Winpaccs Online. When you click
“no” end of period report will not be uploaded and the program will ask you again next time you open
it. If you want the window to disappear without uploading the end of period report (because the
upload has already taken place manually maybe) please click “do not show this message again” and
“no”. With your next login in Winpaccs Accounting the window will no longer appear.

b) If internet connection is not strong enough to upload the end of period report through the automatic
data interchange or the window as described under a) was clicked away by mistake you still have the
possibility of a manual upload directly in Winpaccs Online:
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 - Please login into Winpaccs Online (login needs to take place from the computer where the end of
period report was generated or all corresponding files have to be passed through USB flash drive
or email to the computer from which the login takes place)
- Click Functional areas -> Project administration -> select the project from the list -> click on the
project and click on the button “project accounting data”

- Click on the button “upload end of period accounts”

- Please select all corresponding files from your computer and open them:
-
o End of period accounts file (under C:\WINPACCS\EndOfPeriod)

o Report file (under C:\WINPACCS\EndOfPeriod)

o Journal backup file /sae-file (under :\WINPACCS\EndOfPeriod)

- Please click the “upload” button and the files will be uploaded into Winpaccs Online
Index

Q: How to create a journal backup?

A: To give a proper support through HQ support team or MBI (winpaccs) sometimes it is necessary to see the
bookings that were already done locally. This is when the local accountants are asked to send a journal backup
of a running period in accounting.
To create a journal backup please open the respective project and journal in Winpaccs Accounting and click on
Journal -> save, a journal backup file will be created (scd file = save current data file):

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The file is saved under C:\WINPACCS\Backup and can be sent via email to HQ or from HQ via email to MBI
(depending on the problem). The name of the file is composed of scd + project number + currency + journal
number + year + month + day + time and should not be changed:

Index

Q: How to restore a journal backup file?

A: There are three types of journal backup files:

o scd = save current data (saved under C:\WINPACCS\Backup), normally restored at HQ for resolving a
booking problem or at CO after booking problem was solved through HQ/MBI, name of the file is
composed of scd + project number + currency + journal number + year + month + day + time

o sbe = save before end (saved under C:\WINPACCS\Backup), normally restored when it came to
problems during generating an end of month report so that end of month report can be repeated,
name of the file is composed of sbe + project number + currency + journal number + year + month

o
o sae = save after end (saved under C:\WINPACCS\EndOfPeriod), normally restored to restart all
bookings for one month (for example in cases of lots of reversals or wrong EUR exchange rate), name
of the file is composed of sae + project number + currency + journal number + year + month

In general restoring at the country level should be used only if deemed necessary, it should not become
routine, because it always can lead to confusions (such as different versions of an end of month report or loss
of data when restoring the wrong file etc.).
Restoring takes place in Winpaccs Accounting. All projects and journals need to be closed. Please click on
Journal -> restore:

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The program will automatically show the files saved in the Winpaccs backup folder on your hard disk C:, in case
you have to change that please click on the yellow folder symbol to select a different path.
Please click on the file you would like to restore and the green button; please confirm the appearing window
with “yes”:

As you will overwrite existing data, Winpaccs created a “security step” before you are allowed to do so. You
have to request a password for restoring a journal backup through Winpaccs Online. Please click on the blue
link “request password in Winpaccs Online” in the following window:

Please login into Winpaccs Online and fill in the request form and explain detailed enough why you need to
restore, all yellow fields are obligatory, please click on the button “request password”: (Please pay attention to
ask for the correct authorization, as there is a selection)

This will create a mail to support team in HQ, who has to release your request.
Once the password is released by HQ you will get an automatic email of Winpaccs Online indicating the
assigned password:

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Please copy and paste this password into Winpaccs Accounting and click the green button:

The journal will be restored, depending on the size of the backup file, this might take a while. Once restoring
was successful the following message appears:

After confirming with the green button the project and journal can be opened as usual to continue the booking
work.

Index

Q: My computer crashed. How to install Winpaccs again?

A: Please download the most updated versions of the Winpaccs modules you need to install from
www.winpaccs.com. Therefore please login with your dahw-email-address and your password in the right
corner:

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Please chose the option “Download of program Updates”:

You can than download from the list the full versions for each module: Cashbook, Accounting and Cost Control.
Please download only the ones you need (full version) by clicking on the blue download button:

The files will be saved in your download folder. From there please put them into C:\winpaccs\transport.

Please double click one after the other to get the different modules installed. In case one of the installations
fails, please contact your Winpaccs support officer at HQ.

After successful installation please open one module after the other. There are three product activation steps
to follow for each:

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 1.) Generate a product key file: Please click on the button “generate product key file”. The program will
create and save a .key file in the Winpaccs transport folder.

2.) Complete the online form for product activation: Please click on the blue link to Winpaccs Online and
fill in the request form. All yellow marked fields are obligatory:

PC number: Please fill in the local inventory number of your computer or laptop. You can also write
down the name of your laptop for example LAPTOP ACCOUNTANT ETHIOPIA.
Location: Please fill in the location of your office, for example Lomé, Togo.
Country: Please select your country from the list.
Product key file: Please upload the .key file created under step 1. By clicking on the brown button “…”
Winpaccs will connect you directly to the transport folder where the .key file was saved.

Please click the “send” button and the product activation application will be sent to HQ. Once the
application is released by HQ you will get an automatic email of Winpaccs Online to your dahw.org
email-address with the activation file (.pac). Please save the .pac file in the Winpaccs transport folder
under C:\WINPACCS\Transport.

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 3.) Import activation file: Please click on the button “import activation file”, the program will connect to
the Winpaccs transport folder and show the product activation file. Please confirm by clicking the
green button:

Product activation was successfully executed. Please repeat those steps for all modules. After successful
activation data can be restored as described in the next question “How to transfer my Winpaccs data?”
Index

Q: I have a new laptop/computer. How to transfer my Winpaccs data?

A: Please make sure that you have a full backup of all data (Winpaccs Accounting and Cost Control) from your
old laptop. Full backups from Accounting and Cost Control can be created under Extras -> create total backup.

o Total backup file of Winpaccs Accounting is named FB (=Full Backup); it is automatically saved under
C:\WINPACCS\Backup. The name of the file is composed of FB + year + month + day + time.

o Total backup file of Winpaccs Cost Control is named PGE (Projects general); it is automatically saved
under C:\WINPACCS\Backup. The name of the file is composed of pge – year + month + day – time.

Please install and activate the Winpaccs modules on your new laptop. Please copy the full backup files from
your old laptop to the new one and save them in the Winpaccs Backup folder.

a) To restore a full backup of Winpaccs Accounting please open the program and click on Extras ->
restore total backup:

Please select the total backup file from the list and click the green button. As you have new and empty
Winpaccs Accounting installation on the new laptop no password is needed as there is no risk of overwriting
any data. Once the total backup is successfully restored, you can continue the booking work exactly at the
same stage where it was interrupted at the old laptop/computer.

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 b) To restore a full backup of Winpaccs Cost Control please open the program and click on Extras ->
restore total backup (in case this function is not active please close the organization settings under
organization settings -> close -> yes):

Please select the file from the list and click open. After successful restoring a corresponding message will
appear. You can continue your work in Cost Control at the same stage as in the old laptop/computer.
Index

Q: I modified the project data in Winpaccs Online, but I don´t have the
modification available in my Winpaccs Accounting.
A: Whenever you modify the project data in Winpaccs Online the new data needs to be released and the

project re-published . In case of creating a new subaccount please do not forget to assign the subaccount
to the respective journal before releasing and republishing, most of the time this is the reason for not seeing
the new subaccount in Winpaccs Accounting. To finish publishing you have to scroll down the project data
overview

And press the “publish” button:

A notification will pop-up about the new version of the project data.

Once the project data is published please go to Winpaccs Accounting and start the automatic data interchange
under Extras –> automatic data interchange -> check for current data:

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To check if project data has been updated please open the project and click on Project -> Properties:

Version number and data need to be the same as in Winpaccs Online. In case the automatic data interchange is
not working fast enough you can also download and import the updated project data manually:

Please login into Winpaccs Online, click on functional areas -> project administration -> select the project and
click on the button “Downloads”:

Please download the first file (.pjd = project data):

Please save the file under C:\WINPACCS\Transport and go back to Winpaccs Accounting. Please close all
journals and projects in Winpaccs Accounting and click on Project -> import:

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Please click on the button “import”, the program will automatically switch to the Winpaccs transport folder
where you can select the .pjd file. With a double click on the file the file will be imported and you can continue
your booking work with the updated project data.
Index

Q: A new project was created at HQ, but I can´t see it in Winpaccs Online
A: Then you are probably not yet assigned to the project. Please contact your Winpaccs support officer at HQ
as you can´t resolve this problem on your own. At HQ the new project needs to be assigned to your user. This is
done under user administration -> user overview:

Please select the respective user and click on him/her. The user details will open. Please choose the third page
“projects”:

Please click on the edit button and assign the new created project to the user by clicking on the “+” button:

By clicking on the button save the new project assignment is saved and the user will be able to see the project
in Winpaccs Online.
Index

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Q: I generated an end of period report, but I can´t continue the bookings in
the following period.
A: Whenever an end of period report is not closed properly the following period is not open for booking. It is
not active. You will get the following error message:

Please open the period for which you generated the end of period report and go to Period -> end-of-period
accounts -> administer lists:

Please print out (printing button) or print in .pdf (loupe button) all lists from the already closed period. Please
make sure to click “yes” only when all lists have been printed out properly:

After clicking yes generating end of period report is completed and you can continue your booking work on the
following period:

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Index

Q: I have to reverse a voucher from last year. What to do?

A: Please open the project and journal in Winpaccs Accounting and click on Vouchers -> reverse vouchers of
closed periods. On the first sight you will only find the vouchers from the current year. Please click on the filter
symbol in the line below:

A new window will open, please select for voucher view “all closed periods” and confirm with the green
button:

All vouchers will be then available for reversals in the list. Please continue to select the voucher that needs to

be reversed with a double click and reverse it by clicking on the reversal button .
Index

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Q: I need to reverse a voucher, but an error message appears that the
voucher can´t be reversed.
A: There are different reasons for such an error message:

a) The voucher forms part of an already settled unsettled item and therefore can´t be reversed.

b) The voucher has already been reversed in the same period.

c) You are trying to reverse a reversal voucher.

In all three cases sometimes it might become necessary to reverse those kinds of vouchers at a later stage of
the project. In those cases you have to do a manual reversal.
To reverse a voucher manually please have a close look at the original booking of the voucher in Winpaccs
Accounting and enter exactly the same date, account and booking text using the same type of transaction but
using a negative amount, for example:

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 Original voucher

Manual reversal:
negative amount!

Please note that in case of a manual reversal the EUR amount can differ, because Winpaccs will always apply
the current exchange rate and not the former exchange rate from the moment of the original booking. In local
currency there should not be a difference. After booking the manual reversal voucher you can book the
correction.
In case of a manual reversal of vouchers that formed part of an unsettled item (accounts 1200, 1300 or 3300)
the reversal and correction booking need to be done through bank or cash (account 1100 or 1000) as the
specific unsettled item no longer exists. So bank or cash account will be only used as transit accounts. At the
end their original balance should not be affected.
Index

Q: I am converting EUR/USD into local currency. Which documents should I

use as supporting documents?

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A: Please use the disbursement note out of Winpaccs Accounting. In case of converting EUR/USD into local
currency you have to book a forward of funds (type of transaction 2) from the EUR/USD journal to the local
currency journal:

When completing a forward of funds booking Winpaccs shows a message that the disbursement notes can now
be printed:

The disbursement notes are your supporting documents for the forward of funds booking but also for the
following supply of funds booking in the local currency journal. Please print them out under Reports ->
Disbursement note:

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By clicking on the disbursement note under “available vouchers” and on the blue arrow it will move to
“selected vouchers”:

Please click the green button to confirm the selection. Disbursement notes can now be printed, there are two
supporting documents:

1. For the transferring journal where the forward of funds is booked:

2. For the recipient journal where the supply of funds is booked:

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Please print them out and switch to the recipient journal for the supply of fund booking, you have to make sure
to use exactly the same EUR amount as indicated on the disbursement note:

Please write down the Winpaccs voucher number, sign and file the disbursement notes in consecutive order
together with the other vouchers of the month of the respective journal.
Index

Q: I can´t import the new end of period report into my Cost Control.
A: This can happen, when you reopened a month in accounting and made some correction bookings.
Sometimes it is necessary for different reasons to repeat an end of month report. At HQ the Winpaccs Support
Officer can delete an already created end of period report from Winpaccs Online so that a new one can be
uploaded. But through the automatic data interchange the “wrong” end of period report can already have
been imported into Cost Control so that the new one and the ones that follow afterwards can´t be imported
anymore. The following error message appears:

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In this case it is necessary to delete the “wrong” end of period report from Winpaccs Cost Control so that the
corrected one can be imported. Please click on vouchers -> delete period -> select the journal and the month of
the report that needs to be deleted, for example:

Please confirm with the green button. After deleting you can import the corrected end of period report. Please
click on vouchers -> Project accounting -> end –of-period accounts:

Please select the correct end of period report and click “import”.

In case it does not work, you also have to delete data in the automatic data interchange. Please find a manual
from MBI here: F:\9 Project Support\WINPACCS\Anleitungen\Monatsabschluss\Automatic data interchange
wp accounting.pdf

Index

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Q: I have to reserve some funds from this year for next year for activities that
could not be carried out this year.
A: In general a reserve can only be created when a real commitment exists (a liability), meaning for example
you received an invoice of a provider that can only be paid in the next year or you have a signed service
contract for 2014 but due to force majeure it was not possible to carry out the foreseen activities. In such
cases the costs should be reflected under the current budget, but the payment will take place next year. In
Winpaccs please book type of transaction number 4 (costs) against liabilities/payables:

This way the costs will be reflected in the current budget and the payable will reduce the total available
balance of the project at the end of the year. Very common with Paye as you Earn and social security for the
month of December.

When it comes to payment during the next year there are three options:
 The amount that needs to be paid corresponds exactly to the amount that was treated as a payable
the year before. Please use type of transaction number 9 to clear the payable:

 The amount that needs to be paid is higher than the amount that was reserved last year. You have to
do two bookings: book out the payable with type of transaction number 9 as described before and in a
second step take the difference to costs (type of transaction 4):

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  The amount that needs to be paid is lower than the amount that was reserved last year. You have to
do two bookings: book out the remaining payable (type of transaction 9) and reduce the costs from
last year partially with a manual reversal (type of transaction 4 with a negative amount on the same
cost account as last year):

Book out the total amount, part

of it will be reversed with the
next booking.

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 Please use the same “paid through”
account as for booking out the
payable, otherwise your bank or cash
balance will not match.

Index

Q: I have to prepare a one year trial balance for local audit purpose. How can
I do that in Winpaccs?
A: Winpaccs is a project accounting software; it is not a company accounting software that can produce trial
balances, balance sheets or cash flow statements. Projects have a budget and this budget needs to be spent.
This is why Winpaccs can produce budget reports in Winpaccs Cost Control. During a project you need to know
how many funds have been received, how many funds have been spent and where the calculated balance is
held (bank, cash, receivables and payables). This can also be shown in Winpaccs Cost Control through a balance
report. The current problem in Winpaccs Cost Control is that the balance reports can´t be run for a certain
period (for example January to December), they always include the data for the total lifetime of the project up
to a certain date. As DAHW funding works on yearly base a yearly balance report is needed for audit or other
purposes. It is not possible to get it out of Winpaccs with one click. Please create a balance report as at the end
of one year (for example 12/2013) and save it as Excel file:

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 st
The closing balance at the end of one year (31 of December) automatically reflects the opening balance of the
st
next year (1 of January).
In a second step please create a balance report at the end of the next year (for example 12/2014) and also save
it as Excel file:

When calculating the difference between both balance reports (deducting 12/2013 from 12/2014) you will get
the yearly balance for the corresponding project. The reports can be issued in company currency EUR but also
in voucher currency.
Index

Q: How to import the data from Winpaccs Cashbook into Winpaccs

Accounting?
A: Please enter all cash vouchers into Winpaccs Cashbook. Before exporting the data for bookkeeping you have
to lock the entered vouchers by clicking the button “lock vouchers”:

Click the door button for exit this window. Please export the entered vouchers from Winpaccs Cashbook under
Cash-/Bankbook -> export for bookkeeping:

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Click the green button and the voucher list for printing or filing will pop up:

The list needs to be signed by the cashier and forms part of the end of period documents to be presented to
HQ. The progam will save automatically the exporting files under C:\WINPACCS\Transport:

Please upload the Cashbook export also to Winpaccs Online by clicking “yes”:

The cashier needs to hand over all cash vouchers for the month to the accountant. (with the DAHW stamp and
the cashbook number filled in, as well as Journal and amount at the least) In case the automatic data
interchange is working Winpaccs Accounting will advise about the newly available cashbook export for the
project. In case the automatic data interchange is not working the export files need to be handed over to the

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accountant via USB flash drive or via email attachment. The accountant needs to save the export files as well
under C:\WINPACCS\Transport on his/her computer.

When opening the corresponding project and journal in Winpaccs Accounting the following message appears:

Please click “yes”. In case the message does not appear you can also click on vouchers -> batch processing. The
cashbook export file will be shown under “available” voucher batches. Please mark it and click the “import”
button:

Please confirm the two following windows with “yes”:

Winpaccs Accounting will confirm the successfully import:

The voucher batch will move from “available” to “included” voucher batches. Please click the “edit” button to
start the booking of cash vouchers in Winpaccs Accounting:

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You can now directly book or edit and book cash voucher by cash voucher:

In case that the cashbook export includes any voucher which should not be included in the accounting (for
example the petty cash replenishment was already booked with the bank movements) the status of the
voucher can be changed from

to

After booking all cash vouchers a “batch import/batch import-not to be booked”report will appear. These
reports must be printed or saved:

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Index

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