|00:01||Welcome to the Spoken Tutorial on Add a Budget and allocate Funds.|
|00:07||In this tutorial, we will learn how to-
Add a Budget,
Make a duplicate Budget and
|00:19|| To record this tutorial, I am using:
Ubuntu Linux OS 16.04 and
Koha version 16.05
|00:33||To follow this tutorial, you should have knowledge of Library Science.|
|00:39||To practice this tutorial, you should have Koha installed on your system.|
|00:45||You should also have Admin access in Koha.|
|00:49||Please refer to the Koha spoken tutorial series on this website for more details.|
|00:56||Let us go ahead and learn how to add a Budget.|
|01:01|| Before we begin, let us understand what are Budgets.
Budgets are used for tracking accounting values related to Acquisitions.
|01:13||A Budget must be defined before a fund can be created.|
|01:18||For example- Create a Budget for the current year 2017.|
|01:25||Split it into Funds for different areas such as Books, Journals and/or Databases.|
|01:38||Please note,Budgets can either be created -
from scratch or by duplicating any of the previous years’ Budget
|01:50|| or, by duplicating the immediate previous year’s Budget
or, by closing the immediate previous year’s Budget.
|02:00||As mentioned in earlier tutorials, login with the Superlibrarian username Bella and her password.|
|02:10||On the 'Koha' Home page click on Acquisitions.|
|02:16||From the options on the left side, click on Budgets.|
|02:21||Now, click on the tab New budget.|
|02:26||First, we have to choose the time period for this Budget.|
|02:31||Budget can be created for- an Academic year, Fiscal year or a Quarter year etc.|
|02:39||I will create the Budget for a Fiscal year.|
|02:43||Then choose the Start and End dates.|
|02:48||I will select-
Start date: as 04/01/2016 (MM/DD/YYYY)
End date: as 03/31/2017 (MM/DD/YYYY)
|03:07||Next we have to give a description for our Budget.|
|03:11||This will help us to identify it later, at the time of ordering.|
|03:17||Here, I will type: Spoken Tutorial Library 2016-2017 Phase I.|
|03:26||In the Amount box, we need to enter the amount for this particular Budget.|
|03:32||This is the total amount of money we are planning to spend, in the given period, for the Spoken Tutorial Library.|
|03:41||Note that this field accepts only numerals and decimals.|
|03:47||Special characters and symbols are not allowed.|
|03:51||The Amount we enter, has to be as per the Budget approved for that library.|
|03:57||Here, I will add Rs. 5,00,000/- as the Amount.|
|04:03||Next, click on Make a budget active.|
|04:08||On doing so, the budget becomes usable when placing orders in the Acquisitions module.|
|04:17||And this remains so, even if the order is placed after the Budget End date.|
|04:24||This will also allow us to record orders that were placed in the previous year’s Budget.|
|04:31||Next is the check-box for Lock budget|
|04:35||which means Funds cannot be modified later by the library staff.|
|04:41||I will leave this check-box blank.|
|04:45||After all the entries are done, click on the Save button at the bottom of the page.|
|04:52||A new page Budgets administration opens up.|
|04:57||Here, we can see the details that were added earlier in the +New Budget page.|
|05:04||The details visible on this page are -|
|05:08|| description under the tab Budget name,
|05:19||We can also edit, delete or duplicate a particular Budget as required.|
|05:25||To do so, click on the tab Actions located at the extreme right of that Budget name.|
|05:33||From the drop-down, select any of the options:
|05:44||Let us learn how to allocate funds for a Fiscal year.|
|05:49||On the same table, click on the particular Budget Name to which the fund has to be allocated.|
|05:56||I will click on Spoken Tutorial Library 2016-2017 Phase 1.|
|06:05||A new page Funds for 'Spoken Tutorial Library 2016-2017 Phase 1' opens.|
|06:14||Just above the Funds for 'Spoken Tutorial Library 2016-2017 Phase 1’, locate and click on the tab New.|
|06:26||From the drop-down, select New fund for Spoken Tutorial Library 2016-2017 Phase 1.|
|06:36||In the new page that opens up, fill in the details such as:
Fund code: Books
Fund name: Books fund
|06:47||Enter the Amount as: 25000
Warning at (%): 10
|06:55||For Warning at (amount):, as I have already filled in Warning at (%), I will skip this field.|
|07:02||I will also skip the fields Owner: and Users.|
|07:08||For Library:, select Spoken Tutorial Library from the drop- down.|
|07:14||I will leave Restrict access to: as it is.|
|07:19||I will leave Statistic 1 done on and Statistic 2 done on: blank.|
|07:27||After all the details are filled, click on the Submit button at the bottom of the page.|
|07:34||All the Fund allocation details pertaining to the particular library, now appear in a tabular form.|
|07:42||From the options on the left side, click on Budgets.|
|07:47||I will now show how to duplicate a budget.|
|07:51||But before that, we must first learn why we should duplicate a Budget.|
|07:57||Suppose the Budget amount and amount of Funds is same for the next financial year-
in that case, we can simply duplicate the Budget.
|08:08||This will help the Library staff to save a lot of time and effort.|
|08:14||To do so, click on the tab Actions located at the extreme right of that Budget name.|
|08:22||From the drop-down, select Duplicate.|
|08:26||A new page Duplicate Budget opens.|
|08:30||Enter the new Start date and End date. I will enter the dates for the next year’s Budget-|
|08:39||Start date: as 04/01/2017 (MM/DD/YYYY)
End date: as 03/31/2018 (MM/DD/YYYY)
|08:53||Next is Description.|
|08:56||Note that Description details should be such that it can be easily identified with a particular Budget later.
Koha, by default, shows the previously entered description.
|09:10||But, I will rename it as Spoken Tutorial Library 2017-2018, Phase II.
You may enter something relevant for your library.
|09:24||In the field for Change amounts by:,
enter the percentage that needs to be taken out from the previous years’ Budget . Or, carry forward the same amount.
|09:38||Recall, that an amount of Rs 5,00,000/- was approved for Spoken Tutorial Library.|
|09:45||Hence, I will enter -20% (minus 20 percent) to take out an amount of Rs 1,00,000/-|
|09:54||The next field is If amounts changed, round to a multiple of:
I will leave the field blank.
|10:03||Going further, we have the check-box for Mark the original Budget as inactive.|
|10:10||On doing so, the original Budget can no longer be used. Again, I will leave this box blank.|
|10:19||Lastly, we have the check-box for Set all funds to zero.|
|10:25||Check this box if you want the new Budget to have the same Fund structures as the previous Budget.|
|10:32||But please note- no allocations will be allowed until you manually enter an amount in the Fund.
I will leave this also as blank for now.
|10:44||After all the details are entered, click on Save changes at the bottom of the page.|
|10:52||The details entered for the duplicate budget Spoken Tutorial Library 2017-2018 Phase II appears on the Budgets administration page.|
|11:04||You may now log out from the Koha Superlibrarian Account|
|11:09||To do so, first go to the top right corner, click on Spoken Tutorial Library.
Then from the drop-down, select Log out.
|11:21|| Let us summarize-
In this tutorial, we learnt to- add a Budget,
make a duplicate Budget and
|11:34||Assignment for Budget:
Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs.
|11:44|| Assignment for allocation of Funds:
Allocate funds of Rs 20 Lakhs for Non-print material.
|11:53||The video at the following link summarizes the Spoken Tutorial project. Please download and watch it.|
|12:01||The Spoken Tutorial Project team conducts workshops and gives certificates.
For more details, please write to us.
|12:09||Please post your timed queries in this forum.|
|12:13|| Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
More information on this mission is available at this link.
|12:25||This is Bella Tony from IIT Bombay, signing off. Thank you for joining.|