Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English-timed

Time	Narration
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 Allocate Funds.
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, Start date:, End date:, Total amount:, Actions:.
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: Edit, Delete, Duplicate, Close or Add fund.
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 allocate Funds.
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.
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12:25	This is Bella Tony from IIT Bombay, signing off. Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14