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

Managing digital vouchers with WINPACCS André 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 This workshop will highlight the enormous potential for maximising efficiency, which the Digital voucher management offers for development cooperation organisations. Explore how André Scharmann Head of Consulting and Training 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 T obias Eckhardt place. Head of Quality Assurance 05.11.2019 2

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Digital vouchers 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 offers an enormous increase in efficiency and potential savings. 05.11.2019 3

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS 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 05.11.2019 4

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Benefits of digital voucher processing 05.11.2019 5

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS 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 05.11.2019 6

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Digital Vouchers Live demo 05.11.2019 7

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning downstream 05.11.2019 8

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning downstream – Process overview Posting Scanning Uploading Displaying Auditing digital vouchers vouchers digital vouchers digital vouchers vouchers 05.11.2019 9

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Posting vouchers Post sting ng Scanning Uploading Displaying Auditing digital voucher uchers vouchers digital vouchers digital vouchers vouchers 05.11.2019 10

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Posting vouchers  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. 05.11.2019 11

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning vouchers Posting Scan anni ning ng Uploading Displaying Auditing digital vouchers voucher uchers digital vouchers digital vouchers vouchers 05.11.2019 12

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning vouchers  The scanning process is performed outside 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 of the posting in the file name. 05.11.2019 13

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Uploading digital vouchers Posting Scanning Displaying Auditing digital Uploading vouchers vouchers digital vouchers vouchers digital vouchers 05.11.2019 14

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Uploading digital vouchers 05.11.2019 15

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Displaying digital vouchers Posting Scanning Uploading Auditing digital Displaying vouchers vouchers voucher scans vouchers digital vouchers 05.11.2019 16

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS View of the digital vouchers in WINPACCS Cloud The digital vouchers are displayed in the Postings and Controlling functional groups. 05.11.2019 17

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS View of the digital vouchers in WINPACCS Accounting The digital vouchers are available in the posting view of WINPACCS Accounting. 05.11.2019 18

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Auditing digital vouchers Posting Scanning Uploading Displaying Auditing digital vouchers vouchers digital vouchers digital vouchers vouchers 05.11.2019 19

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Auditing the digital vouchers in WINPACCS Cloud  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. 05.11.2019 20

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Live-Demo 05.11.2019 21

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Preview: Posting downstream 05.11.2019 22

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS 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 05.11.2019 23

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Posting downstream – Process overview Pre-entering Displaying image Scanning vouchers vouchers & adding Posting vouchers files an image file 05.11.2019 24

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning vouchers Pre-entering Displaying image Scanni ning ng voucher uchers vouchers & adding Posting vouchers files an image file 05.11.2019 25

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Scanning vouchers  The scanning process is performed outside WINPACCS using any regular scanning software. The original voucher is scanned.  For each posting, the software creates an image file and generates a file name. 05.11.2019 26

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Pre-entering vouchers & adding image file Pre-en entering tering Displaying image Scanning vouchers voucher uchers & adding ding Posting vouchers files an image ge file 05.11.2019 27

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS 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. 05.11.2019 28

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Posting vouchers Pre-entering Displaying image Scanning vouchers vouchers & adding Posting sting voucher uchers files image file 05.11.2019 29

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Posting vouchers Project accounting batch processing displays the image files of a pre-entered posting. 05.11.2019 30

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Adding image files to postings In WINPACCS Accounting image files can be added to a posting before the month-end closing. 05.11.2019 31

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Adding image files to postings in the Cloud In the Cloud, image files can be uploaded to postings at any time. 05.11.2019 32

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS Displaying image files Pre-entering Displa splayin ing g imag age e Scanning vouchers vouchers & adding Posting vouchers files an image file 05.11.2019 33

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS View of the digital vouchers in WINPACCS Cloud The digital vouchers are shown in the Postings and Controlling functional groups. 05.11.2019 34

Man anaging aging digit gital l vouchers uchers with th WINP NPACCS 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 05.11.2019 35