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

Nancyvarkey: Protected "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2019-02-21T11:09:06Z

Protected "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

Nancyvarkey at 13:29, 28 September 2018

2018-09-28T13:29:29Z

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Nancyvarkey at 04:06, 7 September 2018

2018-09-07T04:06:08Z

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Bellatony911 at 15:12, 5 September 2018

2018-09-05T15:12:44Z

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Bellatony911 at 14:40, 5 September 2018

2018-09-05T14:40:24Z

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Nancyvarkey at 17:26, 20 July 2018

2018-07-20T17:26:02Z

Nancyvarkey at 12:49, 8 July 2017

2017-07-08T12:49:55Z

Bellatony911 at 07:01, 3 July 2017

2017-07-03T07:01:03Z

Bellatony911: Created page with " {| Border=1 |- | align=center| '''Visual Cue''' | align=center style="color:#000000;" | '''Narration''' |- || Slide 1 || Welcome to the Spoken Tutorial on '''Add a Budget a..."

2017-07-03T06:49:01Z

Created page with " {| Border=1 |- | align=center| '''Visual Cue''' | align=center style="color:#000000;" | '''Narration''' |- || Slide 1 || Welcome to the Spoken Tutorial on '''Add a Budget a..."

New page

{| Border=1
|-
| align=center| '''Visual Cue'''
| align=center style="color:#000000;" | '''Narration'''
|-
|| Slide 1
|| Welcome to the Spoken Tutorial on '''Add a Budget and allocateFunds.'''
|-
| Slide 2

Learning Objectives
* Add a '''Budget'''
* Make a '''duplicate Budget'''
* Allocate''' Funds'''

| In this tutorial, we will learn how to-
* Add a '''Budget'''
* Make a '''duplicate Budget'''
* Allocate''' Funds'''

|-
| Slide Number 3

System Requirement
| To record this tutorial, I am using

* '''Ubuntu Linux OS 16.04'''
* '''Koha version 16.05'''

|-
|| Slide 4a

Pre-requisites
|| To follow this tutorial, you should have knowledge of '''Library Science.'''
|-
|| Slide 4b

Pre-requisites

|| To practice this tutorial, you should have '''Koha '''installed on your system.

You should also have '''Admin''' access in '''Koha.'''

Please refer to the '''Koha Spoken Tutorial '''series on this website for more details.
|-
||
|| Let us go ahead and learn how to add a '''Budget. '''
|-
|| Slide 7

What are '''Budgets'''?
* '''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
* A '''Budget '''must be defined before a fund can be created.

|| Before we begin, let us understand-

What are '''Budgets'''?
* '''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
* A '''Budget '''must be defined before a fund can be created.

|-
|| Slide

Example-

* '''Create a Budget '''for the current '''year 2017 '''
* Split it into funds for different areas such as:
** '''Books'''
** '''Journals'''
** '''Database'''

|| For Example-

* '''Create a Budget '''for the current '''year 2017'''
* Split it into '''Funds''' for different areas such as:

** '''Books'''
** '''Journals '''and/or
** '''Databases'''

|-
| Slide

Please Note-
# From scratch or
# By duplicating any of the previous years’ '''Budget''' or
# By duplicating the immediate previous year’s budget or
# By closing the immediate previous year’s '''Budget'''

| | Please note-

'''Budgets '''can either be created -
* From scratch or
* By duplicating any of the previous years’ '''Budget''' or
* By duplicating the immediate previous year’s '''Budget''' or
* By closing the immediate previous year’s '''Budget'''

|-
|| Login as '''Superlibrarian''' '''username Bella '''and '''password'''
|| As mentioned in earlier tutorials, login with the '''Superlibrarian username Bella '''and her password.
|-
|| On the '''Koha''' '''Home page>>''' '''Acquisitions.'''
|| On the '''Koha''' '''Home page '''click on '''Acquisitions.'''
|-
|| On the left side, click onBudgets'''
|| From the options on the left side, click onBudgets.'''
|-
|| Click on '''+New budget'''
|| Now click on the tab+New budget.'''
|-
|| Choose the time period >>academic year, a fiscal year, a quarter, etc.

|| First, we have to choose the time period for this '''Budget.'''

'''Budget''' can be created for-* An '''Academic year, '''

* '''Fiscal year''' or
* a '''Quarter year, etc. '''

I will create the''' Budget''' for a '''Fiscal year.'''
|-
|| Select-

'''Start date:01/04/2017'''

'''End date:31/03/2018'''
|| Then choose the '''Start '''and '''End dates'''.

I will select-

'''Start date: '''as '''01/4/2016'''

'''End date: '''as '''31/03/2017'''
|-
|| Point to '''Description'''
|| Next we have to give a description for our '''Budget'''.

This will help us to identify it later at the time of '''ordering'''.
|-
|| '''Description: Spoken Tutorial Library'''
|| Here I will type '''Spoken Tutorial Library 2016-2017 Phase I.'''
|-
|| Point to '''Amount'''

|| In the '''Amount '''box, we need to enter the amount for this particular '''Budget.'''

This is the total amount of money we are planning to spend-* in the given period
* for the '''Spoken Tutorial Library.'''

Note that:

This field accepts only numerals and decimals.

Special characters and symbols are not allowed.
|-
|| Enter the amount as '''Rs. 5,00,000/-'''

|| The '''Amount''' we enter, has to be as per the '''Budget''' approved for that library.

Here, I will add '''Rs. 5,00,000/-''' as the '''Amount.'''
|-
|| Click on '''Make a budget active'''.

|| Next, click on '''Make a budget active'''.

* On doing so, the '''budget '''becomes usable when placing '''orders''' in the '''Acquisitions''' module

* And this remains so, even if the '''order''' is placed after the '''Budget End date.'''

* This will also allow us to record orders that were placed in the previous year's '''Budget.'''

|-
|| Point to the checkbox '''Lock a budget'''

Leave the check box as blank for '''Lock a budget'''
|| Next is the checkbox for '''Lock budget'''.

Which means '''Funds''' cannot be modified later by the '''library staff.'''

I will leave this check-box blank.
|-
|| Click on the ''''Save'''’ button
|| After all the entries are done, click on the'Save’ '''button at the bottom of the page.
|-
|| '''Budgets administration '''opens up.
|| A new page '''Budgets administration '''opens up.
|-
|| Cursor on '''Budgets administration'''

Pause video.

* '''Description'''
* '''Start date:'''
* '''End date:'''
* '''Total amount:'''

|| Here, we can see the details that were added earlier in the''' +New Budget page.'''

The details visible on this page are-

* '''Description '''under the tab '''Budget name'''
* '''Start date:'''
* '''End date:'''
* '''Total amount:'''
* '''Actions:'''

|-
|| Narration only
|| We can also edit, delete or duplicate a particular '''Budget''', as required.
|-
|| Click on the tab '''Actions'''

Cursor on:
* '''Edit'''
* '''Delete'''
* '''Duplicate'''
* '''Close'''
* '''Add fund'''

|| To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''

From the drop-down, select any of the options:
* '''Edit'''
* '''Delete'''
* '''Duplicate'''
* '''Close'''
* '''Add fund'''

|-
|| On the same page
|| I will now show how to '''Duplicate a budget. '''
|-
|| Slide: '''Why to duplicate a Budget'''

* Suppose the budget amount and amount of funds is same for the next financial year.

* In that case, we can simply duplicate the budget.

* This will help the '''Library staff '''to save time and effort.

|| But before that, we must first learn why we should

duplicate a Budget.

Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year.'''

In that case, we can simply duplicate the '''Budget'''.

This will help the '''Library staff '''to save a lot of time and effort.
|-
|| Click on''' Duplicate.'''
|| Let’s proceed and click on''' Duplicate.'''
|-
|| Cursor on '''Duplicate budget'''

Enter:

'''Start date: '''as '''01/4/2017'''

'''End date: '''as '''31/03/2018'''

|| A new page '''Duplicate Budget''' opens.

Enter the new '''Start date''' and '''End date'''.

I will enter the dates for the next year’s '''Budget'''-

'''Start date: '''as '''01/4/2017'''

'''End date: '''as '''31/03/2018'''
|-
|| Cursor on '''Description'''

Type-

'''Spoken Tutorial Library 2017-2018, Phase II.'''

|| Next is''' Description.'''

Note that-

'''Description''' details should be such that it can be easily identified with a particular Budget later.

I will type- '''Spoken Tutorial Library 2017-2018, Phase II.'''

You may enter something relevant for your library.
|-
|| Cursor on '''Change amounts by:'''

Enter '''-20%'''
|| 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.

Recall, that an amount of '''Rs 5,00,000/- '''was approved for '''Spoken Tutorial Library.'''

Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-'''
|-
|| Cursor on '''If amounts changed, round to a multiple of'''
|| The next field is '''If amounts changed, round to a multiple of:'''

I will leave the field blank.
|-
|| Cursor on '''Mark the original budget as inactive'''

|| Going further, we have the checkbox for''' Mark the original Budget as inactive.'''

On doing so, the original''' Budget '''can no longer be used.

Again, I will leave this box blank.
|-
|| Cursor on '''Set all funds to zero'''
|| Lastly, we have the checkbox for '''Set all funds to zero.'''

Check this box if you want the new '''Budget '''to have the same '''Fund''' structures as the previous '''Budget.'''

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.
|-
|| Click on '''Save changes'''
|| After all the details are entered, click on '''Save changes''' at the bottom of the page.
|-
|| Cursor on '''Budgets administration'''

Cursor on:

# '''Spoken Tutorial Library, Phase II'''
# '''Start Date'''
# '''End Date'''
# '''Total '''

|| The details entered for '''duplicate Budget:
* '''Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page

|-
|| Narration only
|| Let us learn how to allocate '''funds''' for a '''Fiscal year.'''
|-
|| On the '''Koha '''homepage>> click on '''Acquisitions'''>>on the left hand-side panel click on''' Budgets'''
|| On the '''Koha '''homepage, click on''' Acquisitions'''

Then on the left hand-side, click on '''Budgets.'''
|-
|| Point to the '''Budget Name'''
|| The '''Budgets administration '''page opens up.

From the table, click on the particular '''Budget Name''' to which the '''Fund '''has to be allocated.
|-
|| Click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
|| I will click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
|-
|| Cursor on '''Funds for ‘Spoken Tutorial library’'''
|| A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I', '''opens.
|-
|| Click on '''+New'''
|| Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, '''locate and click on the tab '''+New.'''
|-
|| Select '''New fund for Spoken Tutorial Library.'''
|| From the dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.'''
|-
|| Fill in the details such as:

'''Fund code: Books'''

'''Fund name: Books fund'''

'''Amount: 25000'''

'''Warning at (%): 10'''

For '''Warning at (amount):''' leave as blank

'''Library: Spoken Tutorial'''

'''Restrict access to: None'''

'''Statistic 1 done on:''' leave as blank

'''Statistic 2 done on:''' leave as blank

|| In the new page that opens up, fill in the details such as:

'''Fund code: Books'''

'''Fund name: Books fund'''

Enter the '''Amount''' as''': 25000'''

'''Warning at (%): 10'''

For '''Warning at (amount):''' As I have already filled in '''Warning at (%)''', I will skip this field.

I will also skip this field, '''Owner:''' and '''Users'''

For '''Library: '''select '''Spoken Tutorial Library''' from the drop down

I will leave''' Restrict access to: '''as it is

I will leave''' Statistic 1 done on''' and

'''Statistic 2 done on:''' blank
|-
|| Click on the Submit button

|| After all the details are filled, click on the '''Submit '''button at the bottom of the page.
|-
|| Cursor on particular library
|| All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.
|-
|| Narration only
|| You may now log out from your '''Koha Superlibrarian''' account.
|-
|| Go to the top right corner, click on''' Spoken Tutorial Library'''

Select''' Log out'''
|| To do so, first go to the top right corner, click on''' Spoken Tutorial Library. '''

Then from the drop-down, select''' Log out.'''
|-
|| Slide

Summary

In this tutorial we learnt to-

* Add a '''Budget'''
* Make a '''duplicate Budget'''
* Allocate''' Funds'''

|| Let us summarize-

In this tutorial we learnt to-

* Add a '''Budget'''
* Make a '''duplicate Budget'''
* Allocate''' Funds'''

|- style="border:0.75pt solid #000001;padding:0.106cm;"
|| Slide

'''Assignment for Budget allocation'''

* Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''

||
'''Assignment for Budget allocation'''

* Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''

|-
|| Slide:

'''Assignment for Fund allocation'''

* Allocate funds of Rs 20 Lakhs for '''Non-print material.'''

||'''Assignment for Fund allocation'''

* Allocate funds of Rs 20 Lakhs for '''Non-print material.'''

|- style="border:0.75pt solid #000001;padding:0.106cm;"
||

Slide

About '''Spoken Tutorial '''project
* Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial
* It summarises the '''Spoken Tutorial '''project.
* If you do not have good bandwidth, you can download and watch it.

|| The video at the following link summarises the '''Spoken Tutorial''' project.

Please download and watch it.

|-
|| Slide

'''Spoken Tutorial '''workshops

The '''Spoken Tutorial''' Project Team

* Conducts workshops using spoken tutorials
* Gives certificates for those who pass an online test
* For more details, please write to http://contact@spoken-tutorial.org

||

The '''Spoken Tutorial''' Project team:

* conducts workshops and
* gives certificates.

For more details, please write to us.
|-
|Forum for specific questions
|
* Please post your timed queries in this forum.

|-
|| Slide 17

Acknowledgement
* '''Spoken Tutorial''' Project is a part of the '''Talk to a Teacher''' project
* It is supported by the '''National Mission on Education''' through '''ICT, MHRD, Government of India'''
* More information on this Mission is available at
* http://spoken-tutorial.org/NMEICT-Intro

||

'''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''

More information on this mission is available at this link.
|- style="border:0.75pt solid #000001;padding:0.106cm;"
||
|| This is Bella Tony fromIIT Bombay''' signing off.

Thank you for joining.
|-
|}

← Older revision	Revision as of 11:09, 21 February 2019
(No difference)

@@ Line 327: / Line 327: @@
-I will type- '''Spoken Tutorial Library 2017-2018, Phase II.'''
+'''Koha''' by default, shows the previously entered description.
@@ Line 401: / Line 404: @@
 || Narration only
 || Let us learn how to allocate '''funds''' for a '''Fiscal year.'''
 |-
 || Point to the '''Budget Name'''
-|| The '''Budgets administration '''page opens up.
+|| From the same table, click on the particular '''Budget Name''' to which the '''Fund '''has to be allocated.
-−
-−
 From the table, click on the particular '''Budget Name''' to which the '''Fund '''has to be allocated.
 |-
 || Click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
@@ Line 466: / Line 460: @@
 I will leave''' Restrict access to: '''as it is
-I will leave''' Statistic 1 done on''' and
+I will leave''' Statistic 1 done on''' and '''Statistic 2 done on:''' blank
-−
 '''Statistic 2 done on:''' blank
 |-
 || Click on the Submit button
@@ Line 512: / Line 504: @@
 || Slide
-'''Assignment for Budget allocation'''
+'''Assignment for Budget'''
 * Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''
 ||
-'''Assignment for Budget allocation'''
+'''Assignment for Budget'''
@@ Line 525: / Line 517: @@
 || Slide:
-'''Assignment for Fund allocation'''
+'''Assignment for allocation of funds'''
 * Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
-||'''Assignment for Fund allocation'''
+||'''Assignment for allocation of funds'''
 * Allocate funds of Rs 20 Lakhs for '''Non-print material.'''

@@ Line 204: / Line 204: @@
 |-
 || Click on the ''''Save'''’ button
-|| After all the entries are done, click on the'Save’ '''button at the bottom of the page.
+|| After all the entries are done, click on the ''''Save’ '''button at the bottom of the page.
 |-
 || '''Budgets administration '''opens up.
@@ Line 271: / Line 271: @@
-|| But before that, we must first learn why we should
+|| But before that, we must first learn why we should '''duplicate a Budget.'''
-−
 '''duplicate a Budget.'''
@@ Line 341: / Line 339: @@
-* Enter the percentage that needs to be taken out from the previous years’ '''Budget '''
+* Enter the percentage that needs to be taken out from the previous year's '''Budget '''
@@ Line 395: / Line 393: @@
 # '''Total '''
-|| The details entered for '''duplicate Budget:
+|| The details entered for '''duplicate Budget:'''
-* '''Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page
+* '''Spoken Tutorial Library 2017-2018 Phase II '''
 |-
@@ Line 452: / Line 452: @@
 '''Fund code: Books'''
-'''Fund name: Books fund'''
+'''Fund name: Books Fund'''
 Enter the '''Amount''' as''': 25000'''
@@ Line 500: / Line 500: @@
 * Make a '''duplicate Budget'''
 * Allocate''' Funds'''
 || Let us summarize-
@@ Line 510: / Line 508: @@
 * Make a '''duplicate Budget'''
 * Allocate''' Funds'''
 |- style="border:0.75pt solid #000001;padding:0.106cm;"
@@ Line 519: / Line 516: @@
 * Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''
 ||
 '''Assignment for Budget allocation'''
@@ Line 525: / Line 521: @@
 * Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''
 |-
@@ Line 533: / Line 528: @@
 * Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
 ||'''Assignment for Fund allocation'''
 * Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
 |- style="border:0.75pt solid #000001;padding:0.106cm;"
@@ Line 553: / Line 545: @@
 Please download and watch it.
 |-
@@ Line 565: / Line 556: @@
 * Gives certificates for those who pass an online test
 * For more details, please write to http://contact@spoken-tutorial.org
 ||
@@ Line 579: / Line 569: @@
 |Forum for specific questions
+|
-* Please post your timed queries in this forum.
+Please post your timed queries in this forum.
@@ Line 591: / Line 581: @@
 * http://spoken-tutorial.org/NMEICT-Intro
-||
+|| '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
-−
 '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
-−

@@ Line 80: / Line 80: @@
 * '''Create a Budget '''for the current '''year 2017'''
 * Split it into '''Funds''' for different areas such as:
 ** '''Books'''
 ** '''Journals '''and/or
@@ Line 92: / Line 90: @@
 # From scratch or
 # By duplicating any of the previous years’ '''Budget''' or
-# By duplicating the immediate previous year’s budget or
+# By duplicating the immediate previous year’s '''Budget''' or
 # By closing the immediate previous year’s '''Budget'''
@@ Line 110: / Line 108: @@
 || On the '''Koha''' '''Home page '''click on '''Acquisitions.'''
 |-
-|| On the left side, click onBudgets'''
+|| On the left side, click on '''Budgets'''
-|| From the options on the left side, click onBudgets.'''
+|| From the options on the left side, click on '''Budgets.'''
 |-
 || Click on '''+New budget'''
-|| Now click on the tab+New budget.'''
+|| Now click on the tab '''+New budget.'''
 |-
-|| Choose the time period >>academic year, a fiscal year, a quarter, etc.
+|| Choose the time period >>'''academic year, a fiscal year, a quarter''', etc.
-−
@@ Line 123: / Line 120: @@
-'''Budget''' can be created for-* An '''Academic year, '''
+'''Budget''' can be created for-
 * '''Fiscal year''' or
 * a '''Quarter year, etc. '''
@@ Line 157: / Line 155: @@
-|| In the '''Amount '''box, we need to enter the amount for this particular '''Budget.'''
+* in the given period
-−
-−
-This is the total amount of money we are planning to spend-* in the given period
 * for the '''Spoken Tutorial Library.'''
@@ Line 264: / Line 261: @@
-* Suppose the budget amount and amount of funds is same for the next financial year.
+* Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
-* In that case, we can simply duplicate the budget.
+* In that case, we can simply '''duplicate the Budget'''.
+* This will help the '''Library staff '''to save a lot of time and effort.
 * This will help the '''Library staff '''to save time and effort.
 || But before that, we must first learn why we should
-duplicate a Budget.
+'''duplicate a Budget.'''
-Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year.'''
+* Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
-In that case, we can simply duplicate the '''Budget'''.
+* In that case, we can simply '''duplicate the Budget'''.
-This will help the '''Library staff '''to save a lot of time and effort.
+* This will help the '''Library staff '''to save a lot of time and effort.
 |-
 || Click on''' Duplicate.'''
@@ Line 317: / Line 313: @@
 |-
 || Cursor on '''Description'''
@@ Line 332: / Line 326: @@
 Note that-
-'''Description''' details should be such that it can be easily identified with a particular Budget later.
+'''Description''' details should be such that it can be easily identified with a particular '''Budget''' later.