Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English"

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(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...")
 
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* '''Create a Budget '''for the current '''year 2017'''
 
* '''Create a Budget '''for the current '''year 2017'''
 
* Split it into '''Funds''' for different areas such as:
 
* Split it into '''Funds''' for different areas such as:
−
 
−
 
 
** '''Books'''
 
** '''Books'''
 
** '''Journals '''and/or
 
** '''Journals '''and/or
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# From scratch or
 
# From scratch or
 
# By duplicating any of the previous years’ '''Budget''' 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'''
 
# By closing the immediate previous year’s '''Budget'''
  
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|| On the '''Koha''' '''Home page '''click on '''Acquisitions.'''
 
|| 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.'''
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|| From the options on the left side, click on '''Budgets.'''
 
|-  
 
|-  
 
|| Click on '''+New budget'''
 
|| Click on '''+New budget'''
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|| Now click on the tab+New budget.'''
+
|| Now click on the tab '''+New budget.'''
 
|-  
 
|-  
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|| Choose the time period >>academic year, a fiscal year, a quarter, etc.
+
|| Choose the time period >>'''academic year, a fiscal year, a quarter''', etc.
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+
  
  
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'''Budget''' can be created for-* An '''Academic year, '''
+
'''Budget''' can be created for-
  
 +
* An '''Academic year, '''
 
* '''Fiscal year''' or
 
* '''Fiscal year''' or
 
* a '''Quarter year, etc. '''
 
* a '''Quarter year, etc. '''
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 +
|| 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 '''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.'''
 
* for the '''Spoken Tutorial Library.'''
  
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−
* 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  
 
|| 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.'''
 
|| Click on''' Duplicate.'''
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|-  
 
|-  
 
|| Cursor on '''Description'''
 
|| Cursor on '''Description'''
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−
 
  
  
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Note that-
 
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.
  
  

Revision as of 12:31, 3 July 2017

Visual Cue 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-

  1. From scratch or
  2. By duplicating any of the previous years’ Budget or
  3. By duplicating the immediate previous year’s Budget or
  4. 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 on Budgets From the options on the left side, click on Budgets.
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 a lot of 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:

  1. Spoken Tutorial Library, Phase II
  2. Start Date
  3. End Date
  4. 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


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.


Slide

About Spoken Tutorial project

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


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.

This is Bella Tony fromIIT Bombay signing off.


Thank you for joining.

Contributors and Content Editors

Bellatony911, Nancyvarkey

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