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

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 +
Topic: '''Add a Budget and '''allocate''' Funds.'''
 +
 +
Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay
 +
 +
Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay
 +
 +
Keywords: Budget, Active Budgets, Duplicate Budget, Fiscal Budget
 +
 +
{| border = 1
 +
|<center>'''Visual Cue'''</center>
 +
|<center>'''Narration'''</center>
 +
 +
|-
 +
| Slide 1
 +
| Welcome to the''' Spoken Tutorial '''on '''Add a Budget and '''allocate''' Funds.'''
  
−
{| 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
+
| Slide 2
  
 
Learning Objectives
 
Learning Objectives
Line 14: Line 22:
 
* Make a '''duplicate Budget'''
 
* Make a '''duplicate Budget'''
 
* Allocate''' Funds'''
 
* Allocate''' Funds'''
−
 
+
|In this tutorial, we will learn how to-
−
| In this tutorial, we will learn how to-
+
 
* Add a '''Budget'''  
 
* Add a '''Budget'''  
 
* Make a '''duplicate Budget'''
 
* Make a '''duplicate Budget'''
 
* Allocate''' Funds'''
 
* Allocate''' Funds'''
−
 
  
 
|-
 
|-
−
| Slide Number 3
+
| Slide Number 3
−
 
+
  
 
System Requirement
 
System Requirement
−
| To record this tutorial, I am using
+
| To record this tutorial, I am using
−
 
+
 
* '''Ubuntu Linux OS 16.04'''
 
* '''Ubuntu Linux OS 16.04'''
 
* '''Koha version 16.05'''
 
* '''Koha version 16.05'''
  
−
|-  
+
|-
−
|| Slide 4a
+
| Slide 4a
  
 
Pre-requisites
 
Pre-requisites
−
|| To follow this tutorial, you should have knowledge of '''Library Science.'''
+
| To follow this tutorial, you should have knowledge of '''Library Science.'''
−
|-
+
−
|| Slide 4b
+
  
−
Pre-requisites
+
|-
−
 
+
| Slide 4b
−
 
+
−
|| To practice this tutorial, you should have '''Koha '''installed on your system.
+
  
 +
Pre-requisites
 +
| To practice this tutorial, you should have '''Koha '''installed on your system.
  
 
You should also have '''Admin''' access in '''Koha.'''
 
You should also have '''Admin''' access in '''Koha.'''
  
 +
Please refer to the '''Koha spoken tutorial '''series on this website for more details.
  
−
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. '''
−
|| 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'''.
+
| Slide 7
−
* A '''Budget '''must be defined before a fund can be created.
+
−
 
+
−
|| Before we begin, let us understand-
+
  
 
What are '''Budgets'''?
 
What are '''Budgets'''?
 
* '''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
 
* '''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.
 
* A '''Budget '''must be defined before a fund can be created.
  
−
|-  
+
|-
−
|| Slide
+
| Slide
  
 
Example-
 
Example-
−
 
 
* '''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:
Line 75: Line 74:
 
** '''Journals'''
 
** '''Journals'''
 
** '''Database'''
 
** '''Database'''
−
 
+
| For example-
−
|| For Example-
+
−
 
+
 
* '''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:
Line 85: Line 82:
  
 
|-
 
|-
−
| Slide
+
| Slide
  
 
Please Note-
 
Please Note-
 
# 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'''
−
 
+
|Please note-  
−
|  | Please note-  
+
  
 
'''Budgets '''can either be created -
 
'''Budgets '''can either be created -
Line 101: Line 97:
 
* By closing the immediate previous year’s '''Budget'''
 
* By closing the immediate previous year’s '''Budget'''
  
−
|-  
+
|-
−
|| Login as '''Superlibrarian''' '''username Bella '''and '''password'''
+
| Login as '''Superlibrarian username Bella '''and '''password'''
−
|| As mentioned in earlier tutorials, login with the '''Superlibrarian username Bella '''and her 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.
+
  
 +
|-
 +
| On the '''Koha Home page>> Acquisitions.'''
 +
| On the '''Koha Home page '''click on '''Acquisitions.'''
  
−
|| First, we have to choose the time period for this '''Budget.'''  
+
|-
 +
|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.'''
  
−
'''Budget''' can be created for-
+
|-
 +
|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, '''
 
* An '''Academic year, '''
 
* '''Fiscal year''' or
 
* '''Fiscal year''' or
−
* a '''Quarter year, etc. '''
+
* a '''Quarter year''', etc.
−
 
+
  
 
I will create the''' Budget''' for a '''Fiscal year.'''
 
I will create the''' Budget''' for a '''Fiscal year.'''
−
|-
 
−
|| Select-
 
  
−
'''Start date:01/04/2017'''
+
|-
 +
|Select-
  
−
'''End date:31/03/2018'''
+
'''Start date: '''as''' 04/01/2016 (MM/DD/YYYY)'''
−
|| Then choose the '''Start '''and '''End dates'''.
+
  
 +
'''End date: '''as '''03/31/2017 (MM/DD/YYYY)'''
 +
|Then choose the '''Start '''and '''End dates'''.
  
 
I will select-
 
I will select-
  
−
'''Start date: '''as '''01/4/2016'''
+
'''Start date: '''as '''04/01/2016 (MM/DD/YYYY)'''
  
−
'''End date: '''as '''31/03/2017'''
+
'''End date: '''as '''03/31/2017 (MM/DD/YYYY)'''
−
|-
+
−
|| Point to '''Description'''
+
−
|| Next we have to give a description for our '''Budget'''.
+
  
 +
|-
 +
|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'''.
 
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'''
 
  
 +
|-
 +
|'''Description: Spoken Tutorial Library'''
 +
|Here I will type '''Spoken Tutorial Library 2016-2017 Phase I'''
  
−
|| In the '''Amount '''box, we need to enter the amount for this particular '''Budget.'''
+
|-
−
 
+
|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-
 
This is the total amount of money we are planning to spend-
−
 
 
* in the given period  
 
* in the given period  
 
* for the '''Spoken Tutorial Library.'''
 
* for the '''Spoken Tutorial Library.'''
−
 
  
 
Note that:
 
Note that:
  
−
This field accepts only numerals and decimals.
+
This '''field''' accepts only numerals and decimals.
  
 
Special characters and symbols are not allowed.
 
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.
 
  
 +
|-
 +
|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.'''
 
Here, I will add '''Rs. 5,00,000/-''' as the '''Amount.'''
−
|-
 
−
|| Click on '''Make a budget active'''.
 
  
−
 
+
|-
−
|| Next, click on '''Make a budget active'''.
+
|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
 
* 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.'''
 
* 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.'''
  
−
* This will also allow us to record orders that were placed in the previous year's '''Budget.'''
+
|-
−
 
+
|Point to the checkbox '''Lock a budget'''  
−
|-  
+
−
|| Point to the checkbox '''Lock a budget'''  
+
−
 
+
  
 
Leave the check box as blank for '''Lock a budget'''  
 
Leave the check box as blank for '''Lock a budget'''  
−
|| Next is the checkbox for '''Lock budget'''.
+
|Next is the checkbox for '''Lock budget'''.
−
 
+
  
 
Which means '''Funds''' cannot be modified later by the '''library staff.'''
 
Which means '''Funds''' cannot be modified later by the '''library staff.'''
−
 
  
 
I will leave this check-box blank.
 
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'''
 
  
 +
|-
 +
|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.
 
Pause video.
  
 +
Highlight in one row-
 
* '''Description'''
 
* '''Description'''
 
* '''Start date:'''
 
* '''Start date:'''
Line 219: Line 205:
 
* '''Total amount:'''
 
* '''Total amount:'''
  
−
|| Here, we can see the details that were added earlier in the''' +New Budget page.'''
+
|Here, we can see the details that were added earlier in the''' +New Budget page.'''
  
  
 
The details visible on this page are-
 
The details visible on this page are-
−
 
  
 
* '''Description '''under the tab '''Budget name'''
 
* '''Description '''under the tab '''Budget name'''
Line 231: Line 216:
 
* '''Actions:'''
 
* '''Actions:'''
  
−
|-  
+
|-
−
|| Narration only
+
|Narration only
−
|| We can also edit, delete or duplicate a particular '''Budget''', as required.
+
|We can also edit, delete or duplicate a particular '''Budget''', as required.
−
|-
+
−
|| Click on the tab '''Actions'''
+
  
 +
|-
 +
|Click on the tab '''Actions'''
  
 
Cursor on:  
 
Cursor on:  
−
* '''Edit'''
+
* Edit
−
* '''Delete'''
+
* Delete
−
* '''Duplicate'''
+
* Duplicate
−
* '''Close'''
+
−
* '''Add fund'''
+
  
−
|| To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''
+
|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:
 
From the drop-down, select any of the options:
Line 251: Line 234:
 
* '''Delete'''
 
* '''Delete'''
 
* '''Duplicate'''
 
* '''Duplicate'''
−
* '''Close'''
+
* '''Close''' or
 
* '''Add fund'''
 
* '''Add fund'''
  
−
|-  
+
|-
−
|| On the same page
+
| Narration only
−
|| I will now show how to '''Duplicate a budget. '''
+
| Let us learn how to allocate funds for a '''Fiscal year.'''
−
|-
+
−
|| Slide: '''Why to duplicate a Budget'''
+
  
 +
|-
 +
|Point to the '''Budget Name'''
 +
|On the same table, click on the particular '''Budget Name''' to which the fund has to be allocated.
  
−
* Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
+
|-
 +
|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.'''
  
−
* In that case, we can simply '''duplicate the Budget'''.
+
|-
 +
|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:
  
−
* This will help the '''Library staff '''to save a lot of time and effort.
+
'''Fund code: Books'''
  
 +
'''Fund name: Books fund'''
  
−
|| But before that, we must first learn why we should
+
'''Amount: 25000'''
  
−
'''duplicate a Budget.'''
+
'''Warning at (%): 10'''
  
 +
For '''Warning at (amount):''' leave as blank
  
−
* Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
+
'''Library: Spoken Tutorial'''
  
 +
'''Restrict access to: None'''
  
−
* In that case, we can simply '''duplicate the Budget'''.
+
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:
  
−
* This will help the '''Library staff '''to save a lot of time and effort.
+
'''Fund code: Books'''
−
|-
+
−
|| Click on''' Duplicate.'''
+
−
|| Let’s proceed and click on''' Duplicate.'''
+
−
|-
+
−
|| Cursor on '''Duplicate budget'''
+
  
 +
'''Fund name: Books fund'''
  
−
Enter:
+
Enter the '''Amount''' as''': 25000'''
  
 +
'''Warning at (%): 10'''
  
−
'''Start date: '''as '''01/4/2017'''
+
For '''Warning at (amount):''' As I have already filled in '''Warning at (%)''', I will skip this '''field'''.
  
−
'''End date: '''as '''31/03/2018'''
+
I will also skip the '''fields, Owner:''' and '''Users'''
  
 +
For '''Library: '''select '''Spoken Tutorial Library''' from the drop down.
  
 +
I will leave''' Restrict access to: '''as it is.
  
−
|| A new page '''Duplicate Budget''' opens.
+
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.
  
−
Enter the new '''Start date''' and '''End date'''.
+
|-
 +
|Cursor on particular library
 +
|All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.  
  
 +
|-
 +
|On the left side, click on''' Budgets'''
 +
|From the options on the left side, click on''' Budgets.'''
  
−
I will enter the dates for the next year’s '''Budget'''-
+
|-
 +
|On the same page
 +
|I will now show how to duplicate a budget.
  
 +
|-
 +
|Slide: '''Why to duplicate a Budget'''
  
−
'''Start date: '''as '''01/4/2017'''
+
* 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.
  
−
'''End date: '''as '''31/03/2018'''
+
|But before that, we must first learn why we should duplicate a '''Budget'''.
−
|-
+
−
|| Cursor on '''Description'''
+
  
 +
Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
  
−
Type-
+
In that case, we can simply duplicate the '''Budget'''.
  
−
'''Spoken Tutorial Library 2017-2018, Phase II.'''
 
  
 +
This will help the '''Library staff '''to save a lot of time and effort.
  
 +
|-
 +
|Click on the tab '''Actions'''
  
−
|| Next is''' Description.'''
+
Cursor on: Duplicate
  
 +
|To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''
  
−
Note that-
+
From the drop-down, select''' Duplicate.'''
  
−
'''Description''' details should be such that it can be easily identified with a particular '''Budget''' later.
+
|-
 +
|Cursor on '''Duplicate budget'''
  
 +
Enter:
  
−
I will type- '''Spoken Tutorial Library 2017-2018, Phase II.'''
+
'''Start date: '''as '''04/01/2017 MM/DD/YYYY)'''
  
 +
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
 +
|A new page '''Duplicate Budget''' opens.
  
−
You may enter something relevant for your library.
+
Enter the new '''Start date''' and '''End date'''.
−
|-
+
−
|| Cursor on '''Change amounts by:'''
+
  
 +
I will enter the dates for the next year’s '''Budget'''-
  
−
Enter '''-20%'''
 
−
|| In the field for '''Change amounts by:'''
 
  
 +
'''Start date: '''as '''04/01/2017 (MM/DD/YYYY)'''
  
−
* Enter the percentage that needs to be taken out from the previous years’ '''Budget '''
+
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
  
 +
|-
 +
|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.
 +
 +
'''Koha''' by default, shows the previously entered description.
 +
 +
But I will rename it as '''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 year's '''Budget '''
  
 
* Or carry forward the same amount.
 
* Or carry forward the same amount.
Line 352: Line 394:
  
 
Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-'''
 
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:'''
 
  
 +
|-
 +
|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.
 
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.'''
 
  
 +
|-
 +
|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.
 
On doing so, the original''' Budget '''can no longer be used.
−
 
  
 
Again, I will leave this box blank.
 
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.'''
 
  
 +
|-
 +
|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.'''
 
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.'''
 
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.
 
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:
+
|-
 +
|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'''
 
# '''Spoken Tutorial Library, Phase II'''
 
# '''Start Date'''
 
# '''Start Date'''
 
# '''End Date'''
 
# '''End Date'''
 
# '''Total '''
 
# '''Total '''
 +
|The details entered for the duplicate '''budget Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page.
  
−
|| The details entered for '''duplicate Budget:
+
|-
−
* '''Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page
+
|Narration only
−
 
+
|You may now log out from your '''Koha Superlibrarian''' account.
−
|-
+
−
|| 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'''
+
  
 +
|-
 +
|Go to the top right corner, click on''' Spoken Tutorial Library'''
  
 
Select''' Log out'''
 
Select''' Log out'''
−
|| To do so, first go to the top right corner, click on''' Spoken Tutorial Library. '''
+
|To do so, first go to the top right corner, click on''' Spoken Tutorial Library. '''
−
 
+
  
 
Then from the drop-down, select''' Log out.'''
 
Then from the drop-down, select''' Log out.'''
−
|-  
+
 
−
|| Slide
+
|-
 +
| Slide
  
 
Summary
 
Summary
  
 
In this tutorial we learnt to-
 
In this tutorial we learnt to-
−
 
 
* Add a '''Budget'''  
 
* Add a '''Budget'''  
−
* Make a '''duplicate Budget'''
+
* Make a duplicate '''Budget'''
 
* Allocate''' Funds'''
 
* Allocate''' Funds'''
  
−
 
+
| Let us summarize-
−
|| Let us summarize-
+
−
 
+
  
 
In this tutorial we learnt to-
 
In this tutorial we learnt to-
−
 
 
* Add a '''Budget'''  
 
* Add a '''Budget'''  
−
* Make a '''duplicate Budget'''
+
* Make a duplicate '''Budget '''and
 
* Allocate''' Funds'''
 
* Allocate''' Funds'''
  
 +
|-
 +
| Slide
  
−
|- style="border:0.75pt solid #000001;padding:0.106cm;"
+
'''Assignment for Budget'''
−
|| Slide
+
* Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs
  
−
'''Assignment for Budget allocation'''
+
| Assignment for '''Budget'''
 +
* Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs
  
 +
|-
 +
| Slide:
  
−
* Add a new '''Budget''' for '''Financial year with Budget allocation of Rs.50 Lakhs'''
+
'''Assignment for allocation of Funds'''
−
 
+
−
||
+
−
'''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.'''
 
* Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
 +
| Assignment for allocation of Funds
 +
* Allocate funds of Rs 20 Lakhs for '''Non-print material'''.
  
−
 
+
|-
−
||'''Assignment for Fund allocation'''
+
| Slide
−
 
+
−
* Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
+
−
 
+
−
 
+
−
|- style="border:0.75pt solid #000001;padding:0.106cm;"
+
−
||
+
−
 
+
−
Slide
+
  
 
About '''Spoken Tutorial '''project
 
About '''Spoken Tutorial '''project
−
* Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial  
+
* Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial
 
* It summarises the '''Spoken Tutorial '''project.
 
* It summarises the '''Spoken Tutorial '''project.
 
* If you do not have good bandwidth, you can download and watch it.
 
* If you do not have good bandwidth, you can download and watch it.
−
 
+
| The video at the following link summarises the '''Spoken Tutorial''' project.
−
|| The video at the following link summarises the '''Spoken Tutorial''' project.
+
  
 
Please download and watch it.
 
Please download and watch it.
  
−
 
+
|-
−
|-  
+
| Slide
−
|| Slide
+
  
 
'''Spoken Tutorial '''workshops
 
'''Spoken Tutorial '''workshops
  
 
The '''Spoken Tutorial''' Project Team
 
The '''Spoken Tutorial''' Project Team
−
 
 
* Conducts workshops using spoken tutorials
 
* Conducts workshops using spoken tutorials
 
* Gives certificates for those who pass an online test
 
* Gives certificates for those who pass an online test
−
* For more details, please write to http://contact@spoken-tutorial.org
+
* For more details, please write to contact@spoken-tutorial.org
  
 +
|The '''Spoken Tutorial''' Project team conducts workshops and gives certificates.
  
−
||
+
For more details, please write to us.
  
−
The '''Spoken Tutorial''' Project team:
+
|-
 +
| Forum for specific questions
 +
| Please post your timed queries in this forum.
  
−
* conducts workshops and
 
−
* gives certificates.
 
−
 
−
 
−
For more details, please write to us.
 
 
|-
 
|-
−
|Forum for specific questions
+
| Slide 17
−
|
+
−
* Please post your timed queries in this forum.
+
−
 
+
−
 
+
−
|-
+
−
|| Slide 17
+
  
 
Acknowledgement
 
Acknowledgement
 
* '''Spoken Tutorial''' Project is a part of the '''Talk to a Teacher''' project
 
* '''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'''
 
* It is supported by the '''National Mission on Education''' through '''ICT, MHRD, Government of India'''
−
* More information on this Mission is available at
+
* More information on this Mission is available at http://spoken-tutorial.org/NMEICT-Intro
−
* 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.'''
+
−
 
+
−
 
+
  
 
More information on this mission is available at this link.
 
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.
 
  
 +
|-
 +
|
 +
| This is Bella Tony from''' IIT Bombay''' signing off.
  
 
Thank you for joining.
 
Thank you for joining.
−
|-
+
 
 
|}
 
|}

Latest revision as of 16:39, 21 February 2019

Topic: Add a Budget and allocate Funds.

Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords: Budget, Active Budgets, Duplicate Budget, Fiscal Budget

Visual Cue
Narration
Slide 1 Welcome to the Spoken Tutorial on Add a Budget and allocate Funds.
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: as 04/01/2016 (MM/DD/YYYY)

End date: as 03/31/2017 (MM/DD/YYYY)

Then choose the Start and End dates.

I will select-

Start date: as 04/01/2016 (MM/DD/YYYY)

End date: as 03/31/2017 (MM/DD/YYYY)

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.

Highlight in one row-

  • 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
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 or
  • Add fund
Narration only Let us learn how to allocate funds for a Fiscal year.
Point to the Budget Name On the same 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 the fields, 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.
On the left side, click on Budgets From the options on the left side, click on Budgets.
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 the tab Actions

Cursor on: Duplicate

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

From the drop-down, select Duplicate.

Cursor on Duplicate budget

Enter:

Start date: as 04/01/2017 MM/DD/YYYY)

End date: as 03/31/2018 (MM/DD/YYYY)

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 04/01/2017 (MM/DD/YYYY)

End date: as 03/31/2018 (MM/DD/YYYY)

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.

Koha by default, shows the previously entered description.

But I will rename it as 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 year's 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 the duplicate budget Spoken Tutorial Library 2017-2018 Phase II appears on the Budgets administration page.
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 and
  • Allocate Funds
Slide

Assignment for Budget

  • Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs
Assignment for Budget
  • Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs
Slide:

Assignment for allocation of Funds

  • Allocate funds of Rs 20 Lakhs for Non-print material.
Assignment for allocation of Funds
  • 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

  • Conducts workshops using spoken tutorials
  • Gives certificates for those who pass an online test
  • For more details, please write to 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.

This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

Contributors and Content Editors

Bellatony911, Nancyvarkey

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