Managing digital vouchers with WINPACCS Andr Scharmann and Tobias - - PowerPoint PPT Presentation

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Managing digital vouchers with WINPACCS Andr Scharmann and Tobias - - PowerPoint PPT Presentation

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Managing digital vouchers with WINPACCS Andr Scharmann and Tobias Eckhardt, mbi GmbH Managing naging digita ital l vouch cher ers with WINPACCS Workshop 07 Block III (14:30-15:15) Managing digital vouchers with WINPACCS SYMPOSIUM 2019

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Managing digital vouchers with WINPACCS

André Scharmann and Tobias Eckhardt, mbi GmbH

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Workshop

André Scharmann

Head of Consulting and Training

T

  • bias Eckhardt

Head of Quality Assurance

This workshop will highlight the enormous potential for maximising efficiency, which the Digital voucher management

  • ffers for development cooperation organisations. Explore how

vouchers can be easily entered into on-site systems, their secure storage in WINPACCS Cloud and the option of viewing the digital vouchers for your financial data – any time, any place.

Block III (14:30-15:15)

Managing digital vouchers with WINPACCS

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Managing naging digita ital l vouch cher ers with WINPACCS

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SYMPOSIUM 2019

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The integration of digital vouchers is a key functionality of modern accounting systems. Posting data can be shown to all the assigned users directly on screen and compared with the scanned vouchers. This functionality is of high relevance for the field of development cooperation, as entering vouchers and processing and checking them later often occurs at geographically wide- spread locations. A digital view of the scanned vouchers thus

  • ffers an enormous increase in efficiency and potential savings.

Digital vouchers

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Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Agenda

  • 1. Benefits of digital voucher processing
  • 2. Principles of digital voucher processing with WINPACCS
  • 3. Scanning downstream
  • 4. Posting downstream
  • 5. Questions and discussion

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Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Benefits of digital voucher processing

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Principles of digital voucher processing with WINPACCS

Automatic scanning of the vouchers with a customary and inexpensive scanner Convenient displaying of the posting data together with the digital vouchers Checking of image files acc. to dual-control principle Differentiated assignment of rights in WINPACCS for governing access to the digital vouchers Key events are logged relating to administration of the digital vouchers

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Digital Vouchers

Live demo

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Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Scanning downstream

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Scanning downstream – Process overview

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Posting vouchers Scanning vouchers Uploading digital vouchers Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Posting vouchers

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Post sting ng voucher uchers Scanning vouchers Uploading digital vouchers Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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  • After posting, the Individual

posting report is printed in WINPACCS Accounting with a barcode for the corresponding posting.

  • The barcode has a unique

number: project – journal – voucher, and an additional check digit.

Posting vouchers

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Scanning vouchers

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Posting vouchers Scan anni ning ng voucher uchers Uploading digital vouchers Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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  • The scanning process is performed
  • utside the WINPACCS

environment by an intelligent barcode-reading scanning

  • software. The original voucher is

scanned with the Individual voucher report.

  • For each posting, the software

creates an image file with metadata

  • f the posting in the file name.

Scanning vouchers

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Uploading digital vouchers

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Posting vouchers Scanning vouchers Uploading digital vouchers Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Uploading digital vouchers

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Displaying digital vouchers

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Posting vouchers Scanning vouchers Uploading voucher scans Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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View of the digital vouchers in WINPACCS Cloud

The digital vouchers are displayed in the Postings and Controlling functional groups.

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View of the digital vouchers in WINPACCS Accounting

The digital vouchers are available in the posting view of WINPACCS Accounting.

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Auditing digital vouchers

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Posting vouchers Scanning vouchers Uploading digital vouchers Displaying digital vouchers Auditing digital vouchers Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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  • Digital vouchers can be marked

as verified.

  • By using different roles for

uploading and verification, the dual-control principle is guaranteed.

  • Every action related to the

voucher scan is logged.

Auditing the digital vouchers in WINPACCS Cloud

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Live-Demo

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Preview: Posting downstream

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Posting downstream – Process overview

  • Receipt of invoice – scanning and storing image file in file system
  • Pre-entering in cashbook/bank book
  • Adding image file in WINPACCS Cashbook
  • Forwarding of voucher batch and digital vouchers to Project

accounting

  • Checking entered vouchers during posting
  • Uploading of postings and digital vouchers at closing
  • View of digital vouchers in the Cloud

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Posting downstream – Process overview

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Scanning vouchers Pre-entering vouchers & adding an image file Posting vouchers Displaying image files Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Scanning vouchers

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Scanni ning ng voucher uchers Pre-entering vouchers & adding an image file Posting vouchers Displaying image files Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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  • The scanning process is performed
  • utside WINPACCS using any

regular scanning software. The

  • riginal voucher is scanned.
  • For each posting, the software

creates an image file and generates a file name.

Scanning vouchers

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Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Pre-entering vouchers & adding image file

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Scanning vouchers Pre-en entering tering voucher uchers & adding ding an image ge file Posting vouchers Displaying image files Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Adding image files to pre-entered vouchers

In WINPACCS Cashbook, image files can be added to a pre-entered voucher prior to creating the voucher batch.

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Posting vouchers

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Scanning vouchers Pre-entering vouchers & adding image file Posting sting voucher uchers Displaying image files Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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Posting vouchers

Project accounting batch processing displays the image files of a pre-entered posting.

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Adding image files to postings

In WINPACCS Accounting image files can be added to a posting before the month-end closing.

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Adding image files to postings in the Cloud

In the Cloud, image files can be uploaded to postings at any time.

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Displaying image files

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Scanning vouchers Pre-entering vouchers & adding an image file Posting vouchers Displa splayin ing g imag age e files Man anaging aging digit gital l vouchers uchers with th WINP NPACCS

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View of the digital vouchers in WINPACCS Cloud

The digital vouchers are shown in the Postings and Controlling functional groups.

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Any questions?

Further information:

  • White Paper: Using digital vouchers in WINPACCS
  • Webinar: WINPACCS for Digital vouchers editors and auditors
  • Workshop: Managing digital vouchers with WINPACCS

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